Privacy Policy

1. Scope

This Privacy Policy applies to personal information collected by Red Mile Records Inc. through:

• Our website at www.redmilerecords.com
• Our contact form (powered by Formspree)
• Our booking system (powered by Setmore)
• Direct communications via email, phone, or text
• In-person interactions at our studio located at Lower Unit, 1865 17 Ave SW, Calgary, Alberta T2T 5W3

2. Information We Collect

2.1 Information You Provide Directly

Through our website and our third-party booking partner Setmore, we collect information necessary to provide our recording, podcast, mixing, mastering, and marketing services, including:

• Contact Information: Full name, email address, and phone number, submitted via our contact form or booking system.
• Booking Details: Date and time of sessions, service type, session duration, and number of guests.
• Payment Data: Credit card or billing information processed securely by Setmore's integrated payment partners (such as Square or Stripe). Red Mile Records Inc. does not store, process, or have access to full credit card numbers on our own servers.
• Communications: The content of emails, text messages, or other communications you send to us.
• Creative Content: Technical and descriptive information you share about your recording project, such as genre, artist name, or project goals.

2.2 Information Collected Automatically

When you visit our website, certain technical information may be collected automatically, including:

• Usage Data: Pages visited, time spent on pages, browser type, device type, and referring URL.
• IP Address: Collected in anonymized form by our analytics provider (see Section 6).
• Cookies: Small text files placed by your browser. See our Cookie Policy for details.

3. How We Use Your Information

We collect and use personal information only for the purposes identified at or before the time of collection and only with your knowledge and consent. Specifically, we use your information to:

• Manage, confirm, and administer your studio bookings through Setmore.
• Send automated appointment reminders, booking confirmations, and session receipts.
• Communicate with you regarding session preparation, technical requirements, or schedule changes.
• Enforce our 24-hour cancellation and refund policies as set out in our Terms & Conditions.
• Maintain studio security and safety (e.g., verifying guest counts against our policy limit).
• Process payments and issue invoices for services rendered.
• Respond to your inquiries submitted through our contact form.
• Improve our website and services based on aggregated, anonymized usage data.
• Comply with applicable legal obligations under Alberta and federal law.

We do not use your personal information for unsolicited marketing, sale to third parties, or any purpose not identified in this policy without obtaining your additional consent.

4. Retention Periods

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law:

• Booking Records: Retained for a minimum of seven (7) years from the date of the booking, as required for tax and accounting purposes under the Income Tax Act (RSC 1985, c 1) and applicable Alberta regulations.
• Contact Form Submissions: Retained for up to twelve (12) months from the date of submission, unless a continuing service relationship requires longer retention.
• Session Files (Client Recordings): As a courtesy, session backup copies may be held for up to ninety (90) days following the session date. Clients are advised to take their own copies at the end of every session.
• Payment Records: Retained in accordance with the requirements of our payment processors (Stripe/Square via Setmore) and applicable financial regulations.
• Website Analytics: Aggregated, anonymized data retained in accordance with our analytics provider's data retention settings (see Section 6).

When personal information is no longer required, we will securely destroy, delete, or anonymize it.

5. Third-Party Service Providers

We engage the following third-party service providers who may process personal information on our behalf. Each provider is bound by their own privacy policies and applicable data protection law:

5.1 Setmore (Booking System)

Setmore powers our session scheduling and appointment management. When you book a session, your contact information, booking details, and payment data are processed by Setmore according to their privacy standards. Setmore may collect technical data (such as IP addresses and device types) to ensure the booking page functions correctly. We encourage you to review the Setmore Privacy Policy for details on how they handle data globally. Setmore stores data on servers that may be located outside Canada; by using our booking system, you consent to this transfer in accordance with PIPEDA's rules on cross-border data flows.

5.2 Formspree (Contact Form)

Our website contact form is powered by Formspree. When you submit the contact form, your name, email address, phone number, and message content are transmitted to Formspree's servers and forwarded to our email inbox. Formspree does not sell your data. We encourage you to review the Formspree Privacy Policy for details.

5.3 Stripe and Square (Payment Processing)

Payment card information is processed directly by Stripe or Square via Setmore's integrated payment system. Red Mile Records Inc. does not receive, store, or process full card numbers. These processors maintain their own PCI-DSS compliant privacy and security programs.

5.4 Google Analytics (Website Analytics, if applicable)

Our website may use Google Analytics 4 (GA4) with IP anonymization enabled. GA4 with anonymized IP addresses processes aggregate usage data (pages viewed, session duration, general geographic region) to help us understand how visitors use our site. No personally identifiable information is transmitted to Google in this configuration. You may opt out of Google Analytics tracking by installing the Google Analytics Opt-Out Browser Add-on.

5.5 Google Maps (Embedded Map)

Our contact page may include an embedded Google Maps iframe showing our studio location. When you interact with the Google Maps embed, Google may collect data according to the Google Privacy Policy.

6. Cookies and Analytics

Our website uses cookies and similar tracking technologies. We use strictly necessary cookies for site functionality, and analytics cookies (with anonymized IP) to understand aggregate traffic patterns. No advertising or tracking cookies are set by Red Mile Records Inc. directly. For full details, including types of cookies used and how to manage them, see our Cookie Policy.

7. Disclosure of Personal Information

We do not sell, rent, trade, or otherwise disclose your personal information to third parties except in the following circumstances:

• Service Providers: As described in Section 5, to the third-party processors required to deliver our services (Setmore, Formspree, Stripe/Square, Google Analytics).
• Legal Requirements: Where we are required by law, court order, or regulatory authority to disclose information — for example, under the Income Tax Act, a valid subpoena, or a lawful request by law enforcement.
• Protection of Rights: Where we reasonably believe disclosure is necessary to protect the rights, property, or safety of Red Mile Records Inc., our staff, clients, or the public.
• Business Transfer: In the event of a merger, acquisition, or sale of substantially all of our assets, personal information may be transferred as part of that transaction. We will notify affected individuals and provide an opportunity to withdraw consent where required by PIPA.

8. Consent

By using our website, submitting our contact form, and/or booking a session, you consent to the collection and use of your personal information as described in this Privacy Policy. In accordance with PIPA, we will obtain your express consent for any new or secondary use of your personal information not described herein.

You have the right to withdraw your consent at any time by contacting us at bookings@redmilerecords.com. Please note that withdrawing consent may prevent us from fulfilling an active booking or service agreement. Withdrawal of consent is not retroactive and does not affect the lawfulness of processing prior to withdrawal.

9. Data Security

We take reasonable technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• HTTPS encryption on all pages of our website.
• Use of reputable, security-certified third-party processors (Setmore, Stripe, Formspree).
• Access controls limiting internal access to personal information on a need-to-know basis.
• Prompt notification procedures in the event of a privacy breach, as required by PIPA's mandatory breach notification provisions (effective November 1, 2018).

No method of transmission over the internet or method of electronic storage is one hundred percent secure. While we strive to protect your personal information, we cannot guarantee absolute security.

10. Your Rights Under PIPA and PIPEDA

Under Alberta's PIPA and Canada's PIPEDA, you have the following rights with respect to your personal information held by Red Mile Records Inc.:

• Right of Access: You may request access to the personal information we hold about you and information about how it has been used or disclosed.
• Right of Correction: You may request that we correct any inaccurate, incomplete, or outdated personal information.
• Right of Withdrawal of Consent: You may withdraw your consent to our collection or use of your personal information, subject to legal and contractual limitations.
• Right to Complain: You have the right to file a complaint with the Office of the Information and Privacy Commissioner of Alberta (OIPC Alberta) if you believe we have not handled your personal information in accordance with PIPA.

11. How to Submit a Data Request

To exercise any of the rights described in Section 10 — including a request for access, correction, or deletion of your personal information — please contact us using one of the methods below. We will respond to data requests within thirty (30) days as required by PIPA.

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta:

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at bookings@redmilerecords.com and we will take steps to delete such information promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or the services we offer. The "Last Updated" date at the top of this page will reflect any changes. We encourage you to review this Policy periodically. Where required by PIPA, we will obtain renewed consent for any material changes to how we use personal information.

14. Contact and Privacy Officer

For any questions, concerns, or formal requests regarding this Privacy Policy or our personal information handling practices, please contact our Privacy Officer: