IMAGEPRO METRO VANCOUVER MEDIA

Professional Photography, Videography & Drone Media

Effective Date

April 2026

Jurisdiction

British Columbia, Canada

Applies To

All clients, visitors & portal users

1. Overview & Introduction

Imagepro Metro Vancouver Media (“Imagepro,” “we,” “our,” or “us”) is a professional visual media company based in Metro Vancouver, British Columbia, Canada. We provide photography, videography, drone aerial media, and related post-production and digital delivery services for clients across the Lower Mainland including Vancouver, Kitsilano, Burnaby, Richmond, Surrey, Langley, Coquitlam, North Vancouver, West Vancouver, New Westminster, Delta, and surrounding communities.

This Privacy Policy explains how Imagepro collects, uses, stores, discloses, and protects personal information in connection with our services, our website at www.imagepro.ca, and our private client portal. It is intended to be read as a clear, plain-language explanation of our privacy practices — not as legalese designed to obscure our obligations.

Our Privacy Commitment

We collect only what we need. We store it only as long as necessary. We never sell personal information.

We protect client media with access-code encryption. We comply with PIPEDA and BC PIPA.

By engaging Imagepro for services, accessing our website, or using our client portal, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree with any part of this policy, please contact us before using our services.

2. Identity of the Data Controller

For the purposes of applicable Canadian privacy legislation, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and the BC Personal Information Protection Act (PIPA), the entity responsible for your personal information is:

Company	Imagepro Metro Vancouver Media
Location	Metro Vancouver, British Columbia, Canada
Email	admin@imageprovancouver.ca
Phone	+1(672)3355697
Website	www.imageprovancouver.ca
Portal	Accessed via unique access code at www.imagepro.ca/client-portal

3. Personal Information We Collect

We collect only the personal information necessary to provide our services professionally and efficiently. The categories of information we collect vary depending on how you interact with us.

3.1 Information You Provide Directly

When booking a shoot or requesting a quote:

Full name and business name
Email address and telephone number
Property address or location of the shoot
Service requirements and shoot brief
Preferred dates, times, and special instructions
Billing and invoicing information

When using our private client portal:

Your unique access code (6-digit shoot ID assigned by Imagepro)
Email address for receipt and delivery confirmation
Payment information processed securely via Stripe (card number, expiry, CVC — see Section 7)
Download activity and file access timestamps

When contacting us:

Name and contact details included in enquiry messages
Content of correspondence, including questions, complaints, and feedback

3.2 Information We Collect Automatically

When you visit www.imagepro.ca or access the client portal, our hosting systems automatically collect limited technical information:

IP address and approximate geographic location (city/region level only)
Browser type, version, and operating system
Pages visited, time on page, and navigation path
Referring website or search query that brought you to our site
Date and time of access

This information is used solely for website security, performance monitoring, and aggregate analytics. It is not used to build individual profiles or for advertising purposes.

3.3 Information About Third Parties at Shoot Locations

During photography or videography sessions, images and video footage may incidentally capture individuals who are not our direct clients, including:

Occupants of properties being photographed
Guests, staff, or visitors present at hospitality venues
Workers at construction sites
Neighbours or members of the public visible from shoot locations
Individuals captured in drone aerial footage

Please refer to Section 9 for our detailed policy on photographing and filming individuals, including consent practices, model release requirements, and the handling of drone footage.

3.4 Information We Do Not Collect

We do not collect, and have no need to collect, the following categories of sensitive personal information:

Social Insurance Numbers or government ID numbers
Health or medical information
Racial, ethnic, or political information
Religious or philosophical beliefs
Sexual orientation or gender identity
Criminal record or financial account details beyond what Stripe requires for payment processing

4. How We Use Personal Information

We use personal information strictly for the purposes for which it was collected. We will not use your information for any materially different purpose without first seeking your consent.

4.1 Service Delivery

To confirm and manage shoot bookings across Metro Vancouver
To communicate shoot day logistics, requirements, and access arrangements
To deliver completed images and video files via the private client portal
To process payments and issue invoices and receipts
To respond to queries, change requests, and support issues

4.2 Client Portal Operations

To authenticate your identity using your unique access code
To display watermarked preview files and manage the payment-to-download workflow
To trigger watermark removal upon confirmed payment
To maintain your file access for the 90-day portal retention period
To send receipt and delivery confirmation emails

4.3 Business Operations

To maintain accurate booking and financial records
To comply with tax obligations under Canadian and BC law
To manage ongoing retainer relationships with construction and development clients
To communicate changes to our services, pricing, or policies

4.4 Service Improvement

To analyse aggregate (non-personal) website traffic patterns
To identify service delivery issues and improve turnaround processes
To better understand which services are most valuable to Metro Vancouver clients

4.5 Marketing (With Consent Only)

To send our monthly resource digest to subscribers who have opted in
To share portfolio examples on our website and social media (subject to Section 9)
To follow up with past clients about new services or seasonal promotions

You may withdraw marketing consent at any time by emailing hello@imagepro.ca or clicking unsubscribe in any email we send.

5. Private Client Portal & Media Delivery

Imagepro’s private client portal is a central feature of our service. Understanding how it operates is important for your privacy.

5.1 How the Portal Works

After every shoot, Imagepro uploads your images and videos to a secure, access-code protected portal. The portal is not publicly accessible and does not appear in any search engine index. Access requires a unique 6-digit code or direct link that is communicated only to you via email and SMS.

5.2 Watermarked Previews

Files are initially uploaded in watermarked form for review purposes only. Watermarks are applied to every image and video digitally — they cannot be removed by screenshot or screen recording. Watermarked files are delivered for client review and approval only and must not be used for any commercial, listing, marketing, or publication purpose.

5.3 Payment and Watermark Removal

Upon secure payment through the portal, watermarks are removed digitally and full-resolution, clean files become immediately available for download. The payment process is handled entirely by Stripe (see Section 7). Imagepro does not see or store your card details at any point.

5.4 File Retention

Your files are stored in the portal for 90 days from the date of delivery. After 90 days, files are permanently deleted from our servers. We strongly recommend downloading all files within this period. We are unable to re-deliver files after the retention window closes without booking a new shoot or requesting a re-edit at standard rates.

5.5 Portal Access Logs

For security purposes, the portal logs access events including the date, time, and approximate location of each login and download. These logs are retained for 6 months and are accessible only to Imagepro staff. They are used only to investigate unauthorised access attempts or disputes.

5.6 Portal Confidentiality

Your portal link and access code are confidential. You must not share them with any party you do not wish to grant access to your shoot files. If you believe your access code has been compromised, contact us immediately at admin@imageprovancouver.ca and we will issue a replacement code.

6. Drone Media & Aerial Photography Policy

Imagepro operates licensed drone equipment for aerial photography and videography. Drone operations raise specific privacy considerations that are governed by both this Privacy Policy and Transport Canada regulations under the Aeronautics Act and the Canadian Aviation Regulations (CARs).

6.1 Transport Canada Compliance

All Imagepro drone operations are conducted by Transport Canada Advanced Operations certified pilots. We operate under appropriate RPAS certification and obtain all required NOTAM airspace clearances prior to every flight. Our operators carry full commercial liability insurance for all drone operations.

6.2 Airspace & Flight Boundaries

Imagepro drone operators do not fly over private property beyond the scope agreed with the commissioning client, and do not deliberately capture imagery of private properties, individuals, or activities adjacent to our designated shoot area. Our default operating protocol is to maintain a minimum separation distance from non-consenting neighbouring properties when conditions allow.

6.3 Incidental Capture of Individuals

Aerial footage may incidentally capture individuals, vehicles, or properties in public or semi-public spaces. In all drone footage delivered to clients:

Drone footage is edited with awareness of privacy expectations
We do not deliberately frame or zoom in on identifiable individuals not associated with the shoot
Footage containing clearly identifiable individuals in private settings is reviewed before delivery and blurred or removed where reasonably practicable

6.4 Client Responsibilities for Drone Footage

When using Imagepro-produced drone footage, clients accept the following obligations:

Drone footage must not be used in a manner that harasses, discriminates against, or invades the privacy of identifiable individuals
Footage must not be used to surveil, monitor, or track individuals without their consent
Any use of drone footage in commercial advertising, television, film, or news media is the client’s responsibility to clear for additional rights if required
Clients must comply with all applicable BC and federal privacy laws when publishing or distributing drone footage

6.5 Restricted Airspace

We do not operate drones in restricted airspace without express clearance from the relevant authority. For shoots near YVR, YVR controlled airspace, or other restricted zones across Vancouver, we coordinate with NavCanada and obtain all required approvals in advance. Any costs associated with formal airspace authorisations are disclosed and agreed with the client before the shoot.

7. Payment Processing & Financial Information

7.1 Stripe Payment Processing

All payments made through the Imagepro client portal are processed by Stripe, Inc., a PCI DSS Level 1 certified payment processor. Stripe’s processing infrastructure is compliant with the Payment Card Industry Data Security Standard at the highest certification level.

7.2 What Imagepro Does and Does Not See

When you enter payment details in the portal:

Your card number, expiry date, and CVC are transmitted directly and exclusively to Stripe over a TLS-encrypted connection
Imagepro does not receive, store, or have access to your full card number at any point
Imagepro receives only a tokenised confirmation from Stripe confirming that payment was successful
Your email address is shared with Stripe solely for receipt generation

7.3 What Imagepro Does Retain

Imagepro retains the following payment-related information for business and tax compliance purposes:

The amount paid, date of transaction, and payment reference number
Your name and email address as provided for the receipt
The service package purchased and the associated shoot booking details
Invoice records as required under BC tax law (minimum 7 years)

7.4 Stripe’s Privacy Policy

Stripe processes your payment data in accordance with its own privacy policy, available at stripe.com/privacy. Imagepro is not responsible for Stripe’s data practices beyond ensuring that we use Stripe’s standard certified integration.

8. Photography & Videography of Individuals

Imagepro’s primary services are property and commercial photography rather than portrait or event photography. However, our services frequently involve spaces where people are present, and some services — such as hospitality photography — intentionally include people as part of the visual content.

8.1 Property & Real Estate Photography

For standard real estate listings, MLS photography, and architectural shoots:

We do not include identifiable people in deliverable property photographs unless specifically commissioned to do so
We request that clients ensure rooms are vacated or occupied only by consenting individuals during the shoot
Individuals who appear incidentally in background elements of images are not the subject of the photograph and are not identified in any caption or metadata

8.2 Hospitality & Commercial Photography

For hotel, restaurant, café, Airbnb, and commercial business shoots where lifestyle imagery is required:

All paid models or contracted individuals must sign a Model Release Form before the shoot begins
Staff appearing in commercial imagery on behalf of their employer must have provided consent through their employer’s authorisation process
We do not photograph identifiable hotel guests, restaurant patrons, or members of the public without their express, documented consent
If a person appearing in imagery later withdraws consent and the image has not yet been delivered, we will not include that image in the deliverables

8.3 Model Releases

Imagepro maintains a standard Model Release Form for use on all shoots involving identifiable individuals. The release covers:

The specific shoot, date, and commissioning client
The intended commercial use of the imagery
The geographic scope of use (Metro Vancouver, BC, Canada, or worldwide)
The duration of the licence (typically unlimited for commercial property media)
The right to use images in print, digital, and social media formats

Completed model releases are retained by Imagepro for a minimum of 7 years and are available to clients upon reasonable request.

8.4 Construction Site Photographs

During construction documentation shoots, workers on site may appear in progress photographs. For monthly retainer clients:

Imagepro will discuss the expected presence of workers with the site manager prior to the first shoot
Workers who specifically request not to be identifiable in published images will have their faces or identifying features obscured before delivery
General site documentation photographs where workers appear incidentally in the background do not require individual model releases, as they fall under the commercial photography exceptions recognised under PIPEDA

9. Portfolio & Marketing Use of Shoot Imagery

9.1 Default Practice

Imagepro reserves the right to use representative samples of completed photography and videography work in our professional portfolio, website, social media channels, and marketing materials. This is standard practice in the professional photography industry and is consistent with how our services are presented in our service agreements.

9.2 What We May Display

Interior and exterior property photographs that do not contain identifiable personal information
Aerial drone footage of properties and commercial developments
Hospitality and commercial imagery where all individuals have signed model releases
Construction progress documentation shared with client approval

9.3 What We Will Not Display Without Permission

Images containing the personal belongings, documents, or private items of property occupants
Images of individuals who have not signed model releases
Images from shoots that a client has specifically marked as confidential
Portal access codes, invoice details, or any identifying information from our client management systems

9.4 Requesting Portfolio Exclusion

If you do not wish any images from your shoot to be used in Imagepro’s portfolio or marketing materials, please notify us in writing before or at the time of booking. We will confirm the exclusion in writing and will not use imagery from your shoot for promotional purposes. There is no additional charge for portfolio exclusion.

9.5 Credit and Attribution

When Imagepro imagery is used by clients in their own marketing materials, advertising, or publications, we appreciate (but do not require) a credit in the format: “Photography by Imagepro Metro Vancouver Media.”

10. How We Share Personal Information

We do not sell, rent, or trade personal information under any circumstances. We share personal information only in the following limited circumstances:

10.1 Service Providers

We share limited personal information with trusted third-party service providers who assist us in delivering our services:

Provider	Purpose	Data Shared
Stripe, Inc.	Secure payment processing via client portal	Name, email, payment token
Website hosting provider	Hosting of www.imagepro.ca and client portal infrastructure	Access logs (IP, timestamps)
Email/SMS platform	Delivery confirmation, access codes, and receipts	Name, email, phone number
Cloud storage provider	Secure storage of client media files	Shoot files (media only, no personal data)
Accounting software	Invoice generation and tax compliance	Name, billing address, invoice amounts

10.2 Legal Requirements

We may disclose personal information to law enforcement, regulatory authorities, or courts of competent jurisdiction in British Columbia or Canada where we are legally required to do so, including:

In response to a valid court order, subpoena, or warrant
To comply with Transport Canada reporting requirements related to drone operations
To investigate or report suspected criminal activity
To protect the safety of any person

Where we are legally permitted to do so, we will notify affected clients of any such disclosure.

10.3 Business Transfers

In the event that Imagepro Metro Vancouver Media is sold, merged, or transfers substantially all of its assets to another party, personal information held by Imagepro may form part of the transferred assets. We will notify affected clients by email at least 30 days before any such transfer takes effect and will ensure the acquiring party agrees to honour the terms of this Privacy Policy.

11. Data Retention

We retain personal information only for as long as necessary for the purposes described in this policy, or as required by applicable law.

Data Type	Retention Period	Reason
Client portal media files	90 days from delivery	Standard delivery window
Booking & contact records	3 years from last interaction	Business operations, dispute resolution
Invoice & payment records	7 years	CRA / BC tax compliance
Model release forms	7 years	Legal protection, audit trail
Portal access logs	6 months	Security & fraud monitoring
Website server logs	90 days	Security & performance
Email correspondence	3 years	Dispute resolution
Drone flight records (NOTAM)	2 years	TC regulatory compliance
Marketing email list	Until unsubscribe or 3 years inactive	Email consent management

12. Your Privacy Rights

Under the BC Personal Information Protection Act (PIPA) and federal PIPEDA, you have the following rights with respect to your personal information held by Imagepro:

12.1 Right of Access

You may request a copy of the personal information we hold about you at any time. We will respond within 30 days of receiving a valid written request. In some circumstances, the response period may be extended by an additional 30 days, and we will notify you if this applies.

12.2 Right to Correction

If you believe that personal information we hold about you is inaccurate, incomplete, or misleading, you may request that we correct it. We will update our records and, where appropriate, notify any third parties to whom we have disclosed the inaccurate information.

12.3 Right to Withdraw Consent

Where your personal information is processed on the basis of consent (such as for marketing emails), you may withdraw consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal. Note that some processing is required by law or is necessary to fulfil your service contract and cannot be withdrawn.

12.4 Right to Object to Portfolio Use

You may request at any time that images from your shoot not be used in Imagepro’s portfolio, website, or marketing materials. We will honour such requests within 14 days for digital materials. We cannot remove printed materials that have already been distributed.

12.5 Right to Complaint

If you believe your privacy rights have been violated, you have the right to make a complaint to the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) at www.oipc.bc.ca, or the Office of the Privacy Commissioner of Canada at www.priv.gc.ca. We encourage you to contact us first so we can attempt to resolve the issue directly.

12.6 How to Exercise Your Rights

To exercise any of the rights listed above, please contact our Privacy Officer:

Email: admin@imageprovancouver.ca (subject line: “Privacy Request”)
Phone: +1(672)3355697
Response time: Within 30 calendar days for access requests; within 14 days for other requests

13. Security of Personal Information

We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, or destruction. Our security practices include:

13.1 Technical Measures

TLS/SSL encryption for all data transmitted between clients and our website and portal
Access-code authentication for all client portal sessions
Encrypted storage of client media files on our cloud infrastructure
PCI DSS-compliant payment processing via Stripe with no card data stored by Imagepro
Regular security updates and patches applied to all website and portal infrastructure

13.2 Organisational Measures

Staff access to client information is limited to what is necessary for each person’s role
Confidentiality obligations apply to all Imagepro photographers, editors, and contractors
Third-party service providers are vetted for compliance with applicable privacy standards
Physical media containing client content (memory cards, hard drives) is handled under a documented chain-of-custody process

13.3 Breach Response

In the event of a privacy breach that poses a real risk of significant harm to individuals, we will notify affected individuals and the Office of the Information and Privacy Commissioner for BC as required by law, as quickly as reasonably possible. Notifications will include the nature of the breach, what information was involved, steps we have taken to contain it, and steps you can take to protect yourself.

14. Cookies & Website Tracking

Our website (www.imagepro.ca) and client portal use a minimal set of cookies to operate correctly. We do not use cookies for advertising, behavioural profiling, or cross-site tracking.

14.1 Essential Cookies

Essential cookies are required for the website and portal to function. They cannot be disabled without breaking core functionality:

Session cookies that maintain your login state in the client portal
Security tokens that protect against cross-site request forgery (CSRF)
Preference cookies that remember your portal session settings

14.2 Analytics Cookies

If we use analytics tools (such as aggregate, anonymised visitor traffic analysis), any such tools are configured to:

Anonymise IP addresses before processing
Not share data with third-party advertising networks
Respect browser-level Do Not Track signals

14.3 No Third-Party Advertising Cookies

We do not permit advertising networks, social media platforms, or retargeting services to place tracking cookies on our website. You will not see Imagepro advertisements follow you around the internet as a result of visiting our site.

15. Children’s Privacy

Our services are directed exclusively at businesses and professional clients. We do not knowingly collect personal information from individuals under the age of 18. If a property shoot incidentally captures children (for example, in family home staging photographs), those images are subject to all the protections described in Section 8, and children’s faces are blurred in any images used for Imagepro’s portfolio without explicit parental consent.

If you believe we have inadvertently collected information from a minor, please contact us at hello@imagepro.ca and we will delete it promptly.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, applicable law, or industry best practices. When we make material changes, we will:

Post the updated policy on our website at www.imagepro.ca/privacy with the new effective date
Notify active clients by email at least 14 days before material changes take effect
Maintain a version history of previous policies on request

Your continued use of Imagepro services after any changes take effect constitutes your acceptance of the revised policy. If you do not agree with the changes, you should cease using our services and contact us to discuss any ongoing contractual arrangements.

17. Contact & Privacy Officer

Questions, concerns, requests to access or correct your information, or requests to be excluded from our portfolio should be directed to:

Privacy Officer	Imagepro Metro Vancouver Media
Email	admin@imageprovancouver.ca
Phone	+1(672) 3355697
Subject line	“Privacy Request” or “Privacy Concern”
Response time	Within 30 days for access requests; 14 days for all other requests
Regulator (BC)	Office of the Information and Privacy Commissioner for BC — www.oipc.bc.ca
Regulator (Fed.)	Office of the Privacy Commissioner of Canada — www.priv.gc.ca

Our Commitment

Imagepro Metro Vancouver Media was built on trust — trust that when a client hands us access to their property, their business, and their brand, we will handle everything with professionalism, discretion, and integrity.

That commitment extends to how we handle your personal information. If you ever have a question about our privacy practices that this policy does not answer, please ask us directly. We will respond honestly and promptly.

Thank you for working with Imagepro Metro Vancouver Media.

Imagepro Metro Vancouver Media · Privacy Policy · Effective April 2025 · Version 1.0