Privacy and Data Usage

Privacy Policy and Data Management Statement

Effective Date: July 12, 2026

Last Updated: July 12, 2026

Welcome to propicscanada.com (the "Site"), operated by ProPics Canada Media Ltd. (referred to as "we," "us," or "our"). We are committed to protecting the privacy, security, and integrity of the data shared with us by our visitors, clients, artists, and business partners.

This Privacy Policy and Data Management Statement outlines how we collect, use, store, protect, and license data across our operations—including our Commercial Production, Stock Image & Video Licensing, Dataset Licensing, and ProPics Media Music & Podcasting divisions.

1. Information We Collect

We collect information directly from you, automatically through your interaction with our Site, and through our specialized business divisions.

A. Personal Information Provided Voluntarily

Contact Data: Name, email address (propicscanada@gmail.com or corporate emails), phone number, and physical address when you request a quote, book a service, or contact us.
Account & Billing Data: Payment details, invoicing information, and account credentials if you license stock media, submit audio, or access our client portals.
Audio/Visual Submissions: Media files, music tracks, podcast assets, and metadata uploaded to us by creators or clients for production, distribution, or licensing consideration.

B. Automatically Collected Data

Technical Data: IP addresses, browser types, device information, operating systems, and website usage statistics collected via cookies and tracking pixels to optimize your browsing experience.

2. Specialized Data Management & Licensing

Because ProPics Canada Media Ltd. operates specialized commercial asset libraries and data pipelines, we adhere to strict data boundaries:

A. Stock Image, Video & Music Licensing

Media assets submitted to or hosted by our Stock and Audio divisions are managed under strict contractual licensing agreements. We retain and manage the necessary metadata (such as creator attribution, copyright details, and performance rights data) required to facilitate commercial licensing and ensure proper royalty distribution.

B. Dataset Licensing for AI & Machine Learning

Our Dataset Licensing division compiles and licenses clean, high-quality media datasets optimized for machine learning and artificial intelligence model training.

Source Integrity: We ensure that all assets included in our proprietary datasets are ethically sourced, legally cleared, and authorized for commercial machine learning application.
Privacy & Redaction: We apply rigorous filtering and, where necessary, anonymization or redaction techniques to protect individuals' privacy prior to dataset licensing. We do not knowingly include unauthorized personal identifiable information (PII) in our licensed training data.

3. How We Use Your Information

We use the collected data for the following legitimate business purposes:

To deliver our media production, audio distribution, and licensing services.
To process payments, fulfill licensing agreements, and manage client accounts.
To communicate with you regarding updates, scheduling, project statuses, or inquiries.
To maintain, secure, and optimize the performance of propicscanada.com.
To comply with legal obligations, copyright compliance, and corporate financial reporting.

4. Data Sharing and Third-Party Disclosures

We do not sell your personal data to third-party advertisers. We only disclose information under the following strict conditions:

Service Providers: With trusted third-party vendors who assist us in website hosting, payment processing, email delivery, or global music/audio streaming distribution.
Authorized Licensees: Media assets and cleared metadata are shared with commercial entities solely under the strict parameters defined by our Stock Media, Music, or Dataset Licensing contracts.
Legal Requirements: If required by law, regulation, or legal process to protect the rights, property, or safety of ProPics Canada Media Ltd., our clients, or the public.

5. Security and Data Retention

We implement robust administrative, technical, and physical security safeguards to protect your data against unauthorized access, loss, or alteration.

Retention: We retain personal information and project data only as long as necessary to fulfill the purposes outlined in this policy, satisfy legal or tax requirements, or honor ongoing asset licensing agreements.
Asset Safety: Master audio tracks, raw video files, and dataset repositories are stored securely in access-controlled environments.

6. Your Rights and Choices

Depending on your geographic location, you may have specific rights regarding your data under frameworks like Canada’s PIPEDA, BC’s PIPA, the GDPR, or the CCPA. These rights may include:

Access & Portability: Requesting a copy of the personal information we hold about you.
Correction: Requesting updates to inaccurate or incomplete personal details.
Deletion: Requesting the erasure of your personal data, subject to legal, billing, or contractual retention requirements.
Opt-Out: Unsubscribing from marketing communications at any time via the link provided in our emails.

7. Contact Us

If you have any questions about this Privacy Policy, your data rights, or how we manage dataset and media assets, please contact our data privacy coordinator:

ProPics Canada Media Ltd.

Surrey, British Columbia, Canada

Email: propicscanada@gmail.com

Website: propicscanada.com

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