Ron Prestage Photography is an Ontario wedding photography business. This page explains what personal information I handle, why I use it, the services that help me run the business and the choices available to you.
I use personal information to answer inquiries, plan and photograph weddings, deliver the work people hired me to create, and meet business and legal obligations. I don’t sell personal information or quietly add inquiry contacts to unrelated marketing.
Who is responsible
Ron Prestage Photography is responsible for personal information under its control. Ron Prestage is the Privacy Officer. Questions, access or correction requests, consent withdrawals and privacy complaints can all start at ron@ronprestage.com.
Information I handle
- Inquiries and planning: names, contact details, wedding date or timeframe, venues and locations, coordinator details, schedules, family considerations, preferences and anything else you choose to share in a form or message.
- Messages and appointments: emails, project messages, proposed replies, approval records, phone or meeting details, calendar availability, confirmations and service-related reminders.
- Bookings: when we work together, the selected services, proposals, agreements, signatures, invoices, payment status and transaction references needed to provide the service and maintain business records. Payment-card details are handled by the payment provider rather than stored by me.
- Wedding media: photographs, video and event audio that may include the couple, wedding party, family, guests, vendors and children, along with information needed to edit, deliver and support the finished work.
- Consultation notes: planning notes and, if a consultation uses a recording or meeting-summary feature, the resulting recording, transcript or summary.
- Website information: IP address, browser and device details, requested pages, timestamps, security information, optional-tracking choices and a broad inquiry-source category.
Information may come from you, another contracting client, people helping plan the wedding, the forms and services you use, and the photographs, video or audio created while performing the work. Website and service providers may collect technical information automatically to deliver and protect their services.
Why I use it
I use relevant information to answer inquiries, check availability, discuss your plans, prepare recommendations and booking documents, schedule the work, communicate with the people involved, photograph or film the wedding, and edit and deliver what was booked.
I also keep necessary business, accounting, tax, security and legal records, respond to problems or disputes, and meet legal obligations. Optional advertising measurement is separate and only runs when you allow it.
Email, project messages and reply approval
I use HoneyBook for inquiries and client projects, and Google/Gmail, Calendar and Meet for email and scheduling. A protected local assistant uses relevant project details and messages to help prepare replies and check their intended recipient and conversation.
For eligible follow-up replies, a proposed email is saved in Gmail. Its recipient, subject and full reply are also sent to my private Telegram approval chat so I can read it and approve or hold it. The protected follow-up route sends the email only after my approval, then checks that it appears in the matching HoneyBook project. The initial personal inquiry reply is reviewed and sent in HoneyBook.
Telegram approval messages are Cloud Chats stored by Telegram; they are not end-to-end-encrypted Secret Chats. They are restricted to my private approval chat, with forwarding protection and link previews disabled. Those safeguards do not make the content stay solely on my computer. You do not need a Telegram account to contact or book with me.
This reply-assistance workflow does not sign an agreement, collect a payment or automatically confirm a booking. Sending an inquiry or receiving a reply does not reserve your date. Booking is handled separately under the agreement’s signature, cleared Booking Deposit and written-confirmation requirements.
Website choices and optional tracking
Website fonts and core front-end assets are hosted with this site. Hosting and security providers process the technical information needed to load the website and protect it.
The site stores your optional-tracking choice in your browser’s local storage. If you arrive through a tagged campaign or referral link, it may also remember a broad source category for the current browser session so the inquiry reaches the right source category in my client system. Unknown or malformed values are ignored. The source router does not add your name, email address, wedding date, advertising click ID or full referring URL to the inquiry link.
Optional Meta tracking stays off unless you choose Allow optional tracking. If allowed, Meta may receive page-visit, inquiry-opening and completed-inquiry events so I can understand advertising performance. Declining does not remove website or inquiry features. You can change your choice using Review optional tracking choices below.
The inquiry form and its security checks still need their providers to work; they are separate from optional Meta advertising measurement.
Vimeo is not contacted until you choose to play the wedding film. After Play, Vimeo may receive the device, IP address and playback information needed to deliver it under its own privacy terms.
Service providers and processing outside Canada
The current website and communication workflow uses Netlify for hosting, HoneyBook for inquiries and client projects, Google services for email and scheduling, Telegram for my private reply approval, Vimeo for visitor-requested film playback, Pinterest for approved publishing, and Meta only for optional measurement.
When carrying out a booking, RPP may also use the payment, gallery, video-delivery, cloud-storage, photo-editing and video-editing providers needed to perform the agreement. Information is shared only as reasonably needed to provide the requested service, operate and protect the business, complete a transaction, obtain professional advice or comply with law.
Some providers may process or store information in the United States or another country, where it may be subject to local laws and lawful-access requirements. RPP remains accountable for information under its control and uses access limits, provider terms and practical security safeguards appropriate to the service and information involved.
Photos, films, recordings and copyright
Photography and videography necessarily capture people and details at the wedding. The files may be culled, edited, backed up and delivered through a private gallery or video service. Access is limited to RPP and the selected people or providers needed to perform the work.
Copyright remains with RPP or the applicable creator whose rights RPP is authorized to administer. Clients receive the personal-use licence stated in their agreement. Copyright ownership and privacy are separate: public promotional use of identifiable people is handled only where there is a lawful basis and any consent required by applicable privacy law. Recognizable guests and children receive particular care.
If a private digital notetaker or meeting-summary feature is used for a consultation, the booking notice explains the recording and its planning purpose before the call. Retention is described below. Questions about the recording or another way to communicate can be sent to ron@ronprestage.com before the consultation.
Pinterest API integration
I use a private integration to manage my own Pinterest business account and publish work I am entitled to use. Items may be prepared or scheduled for review, but each Pin requires my approval before publication.
The connection uses Pinterest OAuth, not a Pinterest password or copied browser-session cookie. It may request user_accounts:read, boards:read, boards:write, pins:read and pins:write to verify my account, list boards, and create or confirm the boards and Pins I approve.
Authorization credentials are kept in protected storage used by the integration, not exposed on the public website. They are not sold or shared for unrelated purposes and are retained only while the connection is needed. The integration keeps the operational information needed to manage approved publishing and avoid duplicate posts. Pinterest information is not used to target people with advertising outside Pinterest.
I can revoke the connection through Pinterest and remove its stored authorization. Questions or deletion requests can be sent to ron@ronprestage.com. Pinterest’s own processing is explained in the Pinterest Privacy Policy.
How long information is kept
I keep information only as long as reasonably needed for its purpose, the client relationship and necessary business or legal records. When it is no longer required, it is deleted, securely destroyed or de-identified where reasonably possible.
- Inquiries, messages and reply records: only as long as reasonably needed to answer, follow up, manage the relationship and maintain necessary business records.
- Agreements and financial records: for the periods required by tax, accounting, payment, dispute and other applicable legal obligations.
- Consultation recording and meeting summary: for a booked client, removed no later than the wedding date unless a longer period is required by law.
- Online photography gallery: available for six months from actual photography delivery.
- Delivered and working media: final photographs are normally retained for two years after photography delivery. The final film and available working footage or project files are normally retained for two years after film delivery. These are targets, not a guaranteed archive service.
- Privacy-breach records: kept for at least 24 months where required by Canadian privacy law.
Other necessary records may be kept longer for a legal obligation, unresolved dispute or access request. The booked-client consultation recording and meeting-summary deadline above changes only when a longer period is required by law.
Security and privacy incidents
I use practical account, device, administrative and provider safeguards to reduce unauthorized access, loss or misuse. No online system can promise absolute security.
If a privacy incident occurs, I will assess it, keep the required record, and notify affected people and report it to the Office of the Privacy Commissioner of Canada when the law requires.
Email and marketing
Replying to an inquiry or sending messages needed to discuss or deliver a requested service does not enrol you in unrelated marketing. Promotional electronic messages are handled separately with the identification, consent and unsubscribe options required by Canadian law. You can ask me to stop non-transactional messages at any time.
Your choices and requests
Subject to legal limits, you can ask what personal information I hold about you and how it has been used or disclosed, request access or correction, withdraw consent where consent applies, or request deletion. I may need to verify your identity before releasing or changing a record.
Written access requests receive a response within 30 days unless a legal extension applies. If an extension is needed, I will explain it as required by law.
Withdrawing consent does not necessarily undo information already used lawfully. Some records must be kept for contracts, tax, payments, disputes or other legal obligations. If information is necessary to provide a requested service, I will explain the practical consequence of withdrawing it.
Questions and complaints
Ron Prestage Photography
Privacy Officer: Ron Prestage
Oshawa, Ontario, Canada
ron@ronprestage.com
I will review a privacy concern and explain the outcome. If it is not resolved, you can contact the Office of the Privacy Commissioner of Canada.
This policy may be updated when the website, booking workflow, providers or legal requirements change. Material changes will be reflected here with a new effective date.