Privacy policy

Map Sense Media (MSM) is an independent creative media agency based at 32835 South Fraser Way, Abbotsford, British Columbia, V2S 2A6, Canada. We are the organization responsible for the personal information described in this policy (the data controller, in GDPR terms).

When we produce work on behalf of a client, that client is usually responsible for the personal information involved and we act on their instructions as a service provider (a processor).

This policy covers our website, our forms, our marketing, and the personal information we handle while delivering services. We aim to follow:

• PIPEDA — Canada's Personal Information Protection and Electronic Documents Act, including its ten fair information principles.
• BC PIPA — British Columbia's Personal Information Protection Act, which applies to our provincial operations.
• CASL — Canada's Anti-Spam Legislation, for commercial electronic messages.
• GDPR and UK GDPR — where we handle information about people in the European Economic Area or the United Kingdom.
• US state privacy laws such as the CCPA/CPRA, where they apply to residents of those states.

This page is informational and is not legal advice. Where a specific law grants you stronger rights than described here, that law applies.

We collect only what we need, and most of it you give us directly.

• Information you submit. Name, email address, phone number, company or brand name, budget range, service interest, project details, and anything else you type into a form on this site (project enquiries, wedding film enquiries, creator applications, audit requests).
• Communications. Emails, call notes, proposals, and messages exchanged while we scope or deliver work.
• Client and production information. Contact details of client team members, and footage or photographs that may contain images of identifiable people.
• Technical and usage information. IP address, browser and device type, referring page, pages viewed, and approximate location derived from IP. This is collected automatically by our hosting platform and analytics tools.
• Advertising signals. Where our advertising pixels are active, limited event data about page views and form submissions.
• Account information. For the small number of internal administrator accounts, an email address and authentication credentials handled by our backend provider.

We do not ask for and do not want sensitive information such as government identifiers, health data, or payment card numbers through this website.

• Respond to enquiries, send confirmations, and prepare proposals or audits.
• Deliver, manage, and report on the services a client has engaged us for.
• Operate and secure the website, and troubleshoot problems.
• Measure how the site and our campaigns perform, in aggregate.
• Send updates or marketing to people who asked for them or have an existing business relationship with us.
• Meet legal, tax, accounting, and record-keeping obligations.

We do not sell personal information, and we do not share it for cross-context behavioural advertising in the sense defined by US state privacy laws.

Under Canadian law we rely on your consent, which may be express (submitting a form) or implied (an ongoing business relationship), and you can withdraw it at any time subject to legal or contractual limits.

Where the GDPR or UK GDPR applies, our legal bases are:

• Contract — to respond to your request and deliver agreed services.
• Legitimate interests — to run, secure, and improve our business and website, balanced against your rights.
• Consent — for non-essential cookies, pixels, and marketing messages.
• Legal obligation — for records we are required to keep.

We use a small number of cookies and similar technologies. Strictly necessary ones keep the site working and secure. Others help us understand traffic and measure advertising.

• Meta Pixel and the Meta Conversions API, to measure page views and form submissions from our advertising.
• Embedded media. Some pages embed YouTube videos. YouTube sets its own cookies once a video loads and is governed by Google's privacy policy.
• Platform logs. Our hosting and backend providers keep standard request logs for reliability and abuse prevention.

You can block or delete cookies in your browser settings, and use browser or device controls such as Global Privacy Control. Blocking non-essential cookies does not affect your ability to browse the site or contact us.

We share personal information only where it is needed, and with providers bound by contract to protect it:

• Hosting and backend — the platform that hosts this site and stores form submissions in our database.
• Transactional email — Resend, to send confirmation and notification emails triggered by our forms.
• Advertising and measurement — Meta, for campaign measurement where our pixel is active.
• Video hosting — YouTube, for embedded portfolio films.
• Professional advisers — accountants or legal counsel, where necessary.
• Legal — where required by law, court order, or to protect our rights and the safety of others.

If our business is ever transferred or restructured, personal information may transfer with it, subject to this policy.

Some of our service providers store or process information outside Canada, including in the United States and the European Union. This means information may be accessible to courts, law enforcement, or regulatory authorities in those jurisdictions under their local laws.

Where we transfer information out of the EEA or UK, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses, together with our providers' own contractual commitments.

We keep personal information only as long as needed for the purpose it was collected, or as long as the law requires. In practice: enquiries that do not become projects are kept for up to 24 months so we can pick up the conversation later; client records and project files are kept for the length of the engagement and for a reasonable period afterwards for portfolio, warranty, and accounting purposes; financial records are kept for the periods required by Canadian tax law.

You can ask us to delete your information sooner, and we will do so unless we are required to keep it.

We use encrypted connections (HTTPS/TLS) across the site, role-based access controls and row-level database rules so records are only visible to authorized administrators, authenticated admin accounts, and reputable providers for hosting, storage, and email. We limit access internally to the people who need it.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required, and other regulators where applicable.

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and know how it has been used and disclosed.
• Correct information that is inaccurate or incomplete.
• Withdraw consent, or ask us to stop using your information for marketing.
• Request deletion of your information, subject to legal limits.
• Request a portable copy, or restrict or object to certain processing (GDPR/UK GDPR).
• Not be discriminated against for exercising your rights (US state laws).
• Authorize an agent to make a request on your behalf, where the law allows it.

Email tanish@mapsensemedia.com with "Privacy request" in the subject line. We will verify your identity in a way proportionate to the request and respond within 30 days, or tell you if we need an extension permitted by law. There is no charge for a reasonable request.

We send commercial electronic messages only with express or implied consent under CASL. Every such message identifies Map Sense Media, includes our contact details, and provides an unsubscribe option that we action within 10 business days. Transactional messages, such as a confirmation of a form you submitted or a message about work in progress, are not marketing and will continue while we are working together.

This website is intended for businesses and adults. We do not knowingly collect personal information from children under 13, or under 16 where local law sets that age. If you believe a child has provided us information, contact us and we will delete it.

During shoots, people may appear in photography or video. We ask clients to obtain the necessary releases and permissions for people, venues, locations, and music, and to confirm the footage can be used in the agreed channels. When we feature work in our portfolio, we use material our client has approved for public use. If you appear in content on this site and want it removed, contact us and we will review the request.

Where we handle personal information on a client's behalf, we act on their documented instructions and will enter a data processing agreement on request.

We update this page when our practices, tools, or legal obligations change. The date at the top reflects the current version. Material changes will be highlighted on this page, and where the law requires it we will ask for renewed consent.

Our privacy contact is the Privacy Officer at Map Sense Media. Reach us at:

• tanish@mapsensemedia.com
• +1 250 797 5461
• 32835 South Fraser Way, Abbotsford, British Columbia V2S 2A6, Canada

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca). If you are in the EEA or UK, you may complain to your local supervisory authority.