Privacy Policy of Northwave Podcast Studio

Effective Date: June 24, 2026

1. Introduction and Company Information

This Privacy Policy explains how Northwave Podcast Studio collects, uses, discloses, stores, and protects personal information in the course of operating a podcast-studio business in Canada. It applies to personal information collected through our website, email communications, phone calls, in-person studio bookings, client onboarding, production services, marketing activities, and any other interactions with us.

Northwave Podcast Studio is committed to handling personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, relevant provincial privacy legislation.

Business Name: Northwave Podcast Studio
Address: 214 Queen Street West, Toronto, ON M5V 2A9, Canada
Email: [email protected]
Phone: +1 (416) 782-5943

2. Data Collection and Processing

We may collect and process the following categories of personal information, depending on your relationship with us and the services requested:

• Identification and contact information: name, email address, phone number, mailing address, company name, job title, and preferred contact details.
• Booking and service information: studio reservation details, production schedules, project requirements, session notes, invoices, payment status, and service preferences.
• Communications: messages sent to us by email, phone, contact forms, social media, or other channels, including feedback and support requests.
• Technical information: IP address, browser type, device identifiers, operating system, referral data, and website usage information collected through cookies or similar technologies.
• Audio, video, and image content: recordings, photographs, and related production materials created or provided in connection with podcast recording, editing, and post-production services.
• Payment and transaction information: billing details, payment confirmations, and related financial records, as processed through our payment providers.
• Marketing and preference information: subscription preferences, consent choices, and responses to promotional communications.

We collect personal information directly from you where possible. We may also receive information from third parties, such as business partners, payment processors, booking platforms, analytics providers, or publicly available sources, where permitted by law.

3. Purpose of Data Processing

Northwave Podcast Studio processes personal information for the following purposes:

• to provide podcast-studio services, including recording, editing, production, and related support;
• to manage bookings, appointments, client accounts, and service delivery;
• to communicate with clients, guests, vendors, and website visitors;
• to prepare quotes, contracts, invoices, and payment records;
• to personalize and improve our services, website, and customer experience;
• to maintain business records and fulfill accounting, tax, and legal obligations;
• to send service-related notices and, where permitted, marketing communications;
• to protect our operations, prevent fraud, and ensure the security of our systems and premises;
• to comply with applicable laws, regulations, court orders, or lawful requests from authorities.

4. Legal Basis for Processing

Under Canadian privacy law, we generally collect, use, and disclose personal information with your knowledge and consent, unless otherwise permitted or required by law. Depending on the circumstances, our processing may be based on one or more of the following grounds:

• Consent: where you have given express or implied consent for a specific purpose;
• Contractual necessity: where processing is necessary to provide requested services or fulfill an agreement;
• Legitimate business purposes: where permitted by law, including for service administration, security, fraud prevention, and business operations;
• Legal obligation: where processing is required to comply with applicable laws, regulations, or legal processes.

Where consent is the basis for processing, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice.

5. Data Sharing and Third Parties

We do not sell personal information. We may share personal information with third parties only as necessary and in accordance with this Privacy Policy, including:

• Service providers: vendors that assist with hosting, website analytics, customer relationship management, email delivery, booking systems, file storage, payment processing, accounting, and IT support;
• Production collaborators: editors, engineers, contractors, freelancers, or creative partners involved in delivering podcast-studio services;
• Professional advisors: lawyers, accountants, auditors, insurers, and other advisors bound by confidentiality obligations;
• Authorities and legal recipients: government agencies, regulators, courts, or law enforcement where disclosure is required or permitted by law;
• Business transfers: in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate safeguards.

We require third parties that process personal information on our behalf to implement appropriate safeguards and to use the information only for authorized purposes.

6. Data Transfer to Third Countries

Some of our service providers may store or process personal information outside Canada, including in the United States or other foreign jurisdictions. When personal information is transferred outside Canada, it may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities in those countries.

We take reasonable steps to ensure that cross-border transfers are protected by contractual, technical, and organizational safeguards appropriate to the sensitivity of the information. By using our services or providing personal information to us, you acknowledge that such transfers may occur where necessary for the purposes described in this Privacy Policy.

7. Storage Duration

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to comply with legal, accounting, or reporting requirements, and to resolve disputes or enforce agreements.

• Client and booking records: retained for the duration of the business relationship and for a reasonable period thereafter.
• Financial and tax records: retained for the period required by applicable law.
• Communications and support records: retained as needed to manage inquiries and service history.
• Audio/video production files: retained according to project needs, contractual terms, and client instructions.
• Marketing records: retained until you unsubscribe, withdraw consent, or otherwise request deletion where applicable.

When personal information is no longer required, we will securely delete, destroy, or anonymize it in accordance with our retention practices and legal obligations.

8. User Rights

Subject to applicable law, you may have the following rights regarding your personal information:

• Access: to request confirmation of whether we hold personal information about you and to obtain a copy of that information;
• Rectification: to request correction of inaccurate, incomplete, or outdated personal information;
• Erasure: to request deletion of personal information in certain circumstances, subject to legal retention requirements;
• Restriction: to request that we limit the use or disclosure of personal information in certain circumstances;
• Data portability: to request a copy of certain information in a structured, commonly used format where applicable by law;
• Objection: to object to certain processing activities, including some forms of direct marketing.

To exercise any of these rights, please contact us using the details provided below. We may need to verify your identity before responding to your request. We will respond within a reasonable time and in accordance with applicable legal requirements.

9. Withdrawal of Consent

Where our processing is based on consent, you may withdraw your consent at any time by contacting Northwave Podcast Studio. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal, nor will it affect processing that is otherwise permitted or required by law.

Please note that withdrawing consent may limit our ability to provide certain services, such as booking confirmations, production communications, or marketing updates.

10. Right to Complain

If you have concerns about how Northwave Podcast Studio handles your personal information, we encourage you to contact us first so we can attempt to resolve the issue promptly.

You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or, where applicable, a provincial privacy regulator. We will cooperate with any lawful investigation or inquiry by the appropriate authority.

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These safeguards may include:

• access controls and role-based permissions;
• password protection and authentication measures;
• secure storage and encrypted transmission where appropriate;
• staff confidentiality obligations and privacy training;
• monitoring and maintenance of systems and devices;
• physical security measures for studio premises and records.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we take reasonable steps to reduce risk and respond appropriately to any suspected privacy incident.

12. Contact Information

If you have questions, requests, or concerns about this Privacy Policy or our privacy practices, please contact:

Northwave Podcast Studio
214 Queen Street West
Toronto, ON M5V 2A9
Canada

Email: [email protected]
Phone: +1 (416) 782-5943

13. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal obligations, or operational requirements. When we make material changes, we will post the updated Privacy Policy on our website and revise the effective date above, or otherwise provide notice as required by law.

Your continued use of our services after any changes become effective constitutes your acknowledgment of the updated Privacy Policy, to the extent permitted by law.