Privacy policy

Codex Studios, an operating company of Codex Corp ("Codex Studios," "we," "us," or "our"), is the visual media production company of the Codex Corp group, based in Vancouver, British Columbia, Canada. We respect your privacy and handle personal information responsibly. This privacy policy explains what information we collect through this website and our production engagements, how we use it, and the choices and rights you have.

1. Scope of this policy

This policy covers our marketing website at studios.codexcorp.ca and the personal information we collect when you inquire about, book, or receive our services. It does not cover third-party websites we link to; those sites have their own privacy practices. Production services are also governed by the separate agreement for each project, which may contain additional privacy and confidentiality terms.

2. Who we are

Codex Studios provides professional photography, videography, drone and aerial production, brand films, and commercial and event production for business clients. We operate as part of Codex Corp. For privacy questions, you can reach us at privacy@codexcorp.ca.

3. Information we collect

Inquiry and booking details

When you contact us or book a project, we collect what you share: your name, email address, phone number, company or organization name, and the details you provide about your project, budget, schedule, and creative requirements.

Production materials you provide

To deliver a project, you may share materials such as briefs, scripts, brand assets, reference images, location details, shot lists, and contact details for people involved in the production.

Website usage and analytics

We use Google Analytics to understand how visitors use our website in aggregate. This involves cookies and similar identifiers that collect information such as pages viewed, approximate location, referring source, and general device and browser type. See our Cookie Policy for details.

Theme preference

We store your light or dark theme preference in your browser's local storage so the site remembers your choice. This stays on your device and is not transmitted to us.

Device and technical information

Our hosting and content delivery provider may automatically log technical data such as IP address, browser type, and request times to operate and secure the site.

4. Individuals appearing in productions

Our work often involves filming or photographing people, properties, and locations. Where individuals appear in a production, the necessary consents, model releases, and property or location releases are handled case by case as part of the production agreement. The client commissioning a production is generally responsible for arranging access and informing participants, and we cooperate to obtain releases where required.

5. How we use information

• To respond to inquiries and prepare quotes, proposals, and statements of work.
• To plan, produce, edit, and deliver the photography and video work you commission.
• To manage bookings, scheduling, invoicing, and client communications.
• To operate, secure, and improve our website, and to understand aggregate usage.
• To showcase completed work in our portfolio and promotional materials, where the production agreement permits.
• To comply with legal, accounting, and regulatory obligations.

6. Consent and legal basis

Under PIPEDA and BC PIPA, we collect, use, and disclose personal information with your consent, which may be express or implied depending on the sensitivity of the information and the context. For example, submitting an inquiry implies consent to use your details to respond. You may withdraw consent at any time by contacting us, subject to legal or contractual restrictions; withdrawing consent may limit our ability to provide services.

7. Sharing and service providers

We do not sell personal information. We share information only as needed to run our business and deliver your project, including with:

• Google Analytics: for aggregate website measurement.
• Cloudflare Pages: for website hosting and content delivery.
• Production subcontractors and crew: second shooters, drone operators, and editors engaged to deliver an engagement.
• Editing, storage, and delivery tools: used to produce and hand off photo and video deliverables.
• Professional advisors and authorities: where required by law or to protect our rights.

We require our service providers to protect personal information and use it only for the purposes we specify.

8. International transfers

Some of our service providers may store or process information outside Canada, including in the United States. When information is handled in another country, it may be subject to the laws of that jurisdiction, including lawful access by courts and authorities. We take reasonable steps to ensure providers offer a comparable level of protection.

9. Retention

We keep personal information only as long as needed for the purposes described in this policy or as required by law. Inquiry and booking records are kept for the duration of our relationship and a reasonable period after it ends. Project footage and photo libraries may be retained as part of our archive and portfolio, in line with the applicable production agreement, so that we can re-deliver or reference completed work.

10. Security

We use reasonable administrative, technical, and physical safeguards suited to the sensitivity of the information to protect it against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Children

Our website and services are directed to businesses and are not intended for children. We do not knowingly collect personal information from children through this website. Where a production involves minors, we obtain consent from a parent or guardian as part of the engagement.

12. Your rights

Subject to PIPEDA and BC PIPA, you may request access to the personal information we hold about you, ask us to correct inaccuracies, and ask how it has been used or disclosed. To exercise these rights, contact us at privacy@codexcorp.ca. We will respond within the timelines required by law and may need to verify your identity first.

13. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top reflects the current version. Material changes will be posted on this page.

14. Contact and complaints

For privacy questions or requests, contact us at privacy@codexcorp.ca. For other legal matters, reach us at legal@codexcorp.ca.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (OPC) or the Office of the Information and Privacy Commissioner for British Columbia (OIPC).

For more on what cookies and analytics we use, see our Cookie Policy.