Privacy policy
What we collect through this website, why we collect it, who helps us handle it, and what you can ask us to do with it.
Last updated:
1. Who we are
Capital Arts Productions is a video production, photography and live broadcast studio based in Ottawa, Ontario, working with clients across Canada. In this policy, "we", "us" and "our" mean Capital Arts Productions, Inc.
This policy covers this website and the messages you send us through it, by email or by phone. If you hire us, your project agreement sets out how the materials for your project are handled.
We handle personal information in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, for people in Quebec, Quebec's law on the protection of personal information in the private sector.
Zach Spence, our Founder, is the person responsible for how we handle personal information. You will find his contact details under Contact us.
2. What we collect
When you send us a message through the contact form, we collect:
- Your name and email address. Both are required, so that we can reply.
- Your phone number and company name, if you choose to add them.
- The details of your project, if you write any.
The form also records the page you sent it from, the date and time, your IP address, and basic details about your browser and device that your browser shares automatically.
When you email or call us, we collect what you choose to share with us, along with your email address or phone number.
When you browse this website, we collect information about how it is used, as described under Website analytics.
Please do not send payment details, health information or identity documents through the contact form. We never ask for them there.
3. How we use it
We use personal information to:
- Reply to your inquiry, prepare a quote and plan your project with you.
- Deliver the work you hire us for, and keep in touch while it is under way.
- Understand how people use this website, so we can improve it.
- Keep the website and the contact form secure, for example by filtering out spam.
- Meet our legal, tax and accounting obligations.
We do not sell or rent personal information, and we will not add you to a mailing list without asking you first.
4. Website analytics
On our live website we use Google Analytics, loaded through Google Tag Manager, to understand how the site is used. It records things such as:
- The pages you view, how you arrived at the site and whether you scroll to the end of a page.
- Your approximate location, such as your city, and the type of device and browser you use.
- Clicks on buttons, on our email and phone links and on links to other websites, including our social media, and file downloads.
- When a contact form is started and whether it was sent. What you type into the form is never sent to Google Analytics.
- When you play a film or an audio sample and how much of a film you watch, and when you open a photo, open a question in one of our FAQ sections or filter our portfolio.
Google Analytics uses cookies that hold a randomly generated number, not your name or email address. Our cookie policy lists them and explains how to block them, including with Google's browser add-on that turns off Google Analytics.
We do not use advertising or remarketing tools on this website. If that changes, we will update this policy first.
5. Who else handles it
We use a small number of service providers to run this website and to reply to you. Each receives only what it needs to do its job.
- Runs Google Analytics and Google Tag Manager on our live website, and supplies the site's typeface through Google Fonts. Google receives your IP address and basic browser details when a page loads.
- Bunny.net
- Stores and streams our films, our audio samples and many of our images. It receives your IP address and basic browser details when they load or play.
- Resend
- An email delivery service. It sends the details from the contact form to our inbox.
- Cloudways, our web host
- Runs the website. It stores a copy of each contact form message in a folder on our server that cannot be reached from the web, as a backup in case email delivery fails. It also keeps standard server logs, which include IP addresses, for security and troubleshooting. If a message fails to send, its error log can include your email address.
- cdnjs and unpkg
- Deliver some of the code and icons the site uses. They receive your IP address and basic browser details when a page loads.
- Our email provider
- Holds the messages you send us and our replies.
- Our website developer
- The studio that builds and maintains this website for us can access the server and the email delivery service to keep them working.
Some of these providers store or process information outside Canada, including in the United States. When they do, it is subject to the laws of that country and may be accessible to its courts and law enforcement.
6. Links to other sites
Our pages link to our Instagram, Facebook and YouTube profiles and to our Google reviews, and posts on The Cut have share buttons for X, Facebook and LinkedIn. These are ordinary links: nothing is loaded from those sites until you click one. After that, the other site's own privacy policy applies.
7. How long we keep it
- Contact form messages and emails: for as long as we need them to reply, follow up and keep a record of our conversation. You can ask us to delete yours at any time.
- Client records, such as agreements and invoices: for as long as Canadian tax rules require, which is generally six years.
- Analytics data: Google Analytics keeps it for 14 months, then deletes it.
- Server logs: our web host keeps them for a limited time, for security and troubleshooting.
When we no longer need information, we delete it or securely destroy it.
8. How we protect it
This website uses an encrypted connection (HTTPS), so what you send through the contact form is protected on its way to us. Copies of form messages are stored in a folder on our web server that cannot be reached from the web, and the key our site uses to send email is kept separate from the website's files. Access to inquiries and client files is limited to the people who need it.
No website or storage system is perfectly secure. If a breach of our safeguards creates a risk of significant harm to you, we will tell you and report it as the law requires.
9. Your rights
You can ask us to:
- Tell you what personal information we hold about you, and give you a copy.
- Correct anything that is wrong or incomplete.
- Delete your information, unless the law requires us to keep it.
- Stop using your information for a purpose you agreed to, subject to any legal or contract requirements.
People in Quebec have these rights under Quebec law too, along with some additional ones, such as receiving their information in a commonly used technological format.
To make a request, contact Zach Spence at info@capitalartsproductions.com or 613-314-6695. We may need to confirm who you are before we act on it, and we will respond within 30 days.
You can also control analytics cookies yourself. Our cookie policy explains how.
10. Questions and complaints
If you have a concern about how we handle your information, please contact us first and we will try to resolve it.
If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada. If you live in Quebec, you can also contact the Commission d'accès à l'information du Québec.
11. Changes to this policy
We will update this policy when our practices or the law change. The date at the top of this page shows when it was last updated.
12. Contact us
Capital Arts Productions
Ottawa, Ontario, Canada
Person responsible for personal information: Zach Spence, Founder
Email: info@capitalartsproductions.com
Phone: 613-314-6695
You can also reach us through our contact page.