Privacy notice
Last updated: July 2026
What we collect
When you create an account to book a photo session, we collect:
- Your name, email address, and (optional) phone number
- Password (stored hashed — we never see the original)
- Any notes you provide with the booking (e.g., accessibility needs)
- Photo-consent waiver status (yes/no)
- The date, time, and booking details for the session
Why we collect it
This information is used solely to run the photo booking for your school: scheduling, sending confirmation and reminder emails, checking you in on photo day, and handling any reschedule requests. We do not sell, share, or repurpose this data.
Who sees it
- PhotoVisions staff running the photo day see the roster (your name, email, phone, and any notes).
- Your school may receive an aggregate roster for their own records on photo day.
- Service providers we rely on: our email provider (to deliver emails), our hosting provider (HostPapa, which hosts the encrypted database), and — if you opted in — our SMS provider (Twilio, for reminders). These providers only process data on our behalf.
How long we keep it
By default we retain booking details for 90 days after the event, then purge them from our active systems. Account information (name, email, phone) is retained until you request deletion. Encrypted backups may persist for a period in accordance with our provider's retention schedule.
Your rights (PIPEDA)
Under Canada's Personal Information Protection and Electronic Documents Act, you have the right to:
- Access the personal information we hold about you
- Correct information you believe is inaccurate
- Request deletion of your account and associated bookings
- Withdraw consent for any optional communications (SMS, announcement emails)
- File a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these, contact us at the email below.
Security
All traffic is protected with HTTPS. Database access is restricted, backups are encrypted, and staff access is logged. Passwords are stored using industry-standard bcrypt hashing.
Photo waiver
When you confirm a booking, we ask you to agree to the photo waiver. This is distinct from this privacy notice — it governs how the photographs themselves may be used.
Contact
Questions or requests? Email privacy@photovisions.ca. PhotoVisions is incorporated in Ontario, Canada.