Privacy Policy
Effective date: September 1, 2025
Who we are
SchoolPix (Derek Stevens Photography) (“SchoolPix”, “we”, “us”) provides school portrait photography and related products to families and schools in British Columbia, Canada. Our online storefront and galleries are operated through the GotPhoto platform (photos.schoolpix.ca).
We are committed to protecting the accuracy, confidentiality, and security of your personal information under the BC Personal Information Protection Act (PIPA).
Scope
This policy applies to personal information we collect:
-At photo days and retake days;
-Through our storefront and galleries on GotPhoto (photos.schoolpix.ca);
-Through our main website and communications (schoolpix.ca, email, phone);
-When we fulfill orders (printing, shipping, digital file delivery).
The information we collect
Contact & account details
Name, email address, phone number, mailing address, and (if you register an account in our GotPhoto storefront) profile details such as your name and email. We do not have access to your account password.
Student & school details
Student name, division/class, pupilnumber (for MyEd image upload), school, and limited team/club roster info supplied by the school for picture-day logistics and distribution of access codes.
Photographic data
Portraits and group images we capture at photo/retake days and any images you upload to us for editing or orders.
Order & payment information
Order contents, shipping details, and transaction metadata. Payments are processed by Stripe. Stripe collects and processes your payment card details directly; we do not receive or store full card numbers or CVV. We may receive limited billing details (e.g., last four digits, transaction ID) for records and support.
Communications
Emails, forms, and customer support messages.
Usage data
Basic information about how you use our storefront (e.g., access code entry, items added to cart, purchases). GotPhoto may collect technical data such as IP address and cookies to operate the service - see “Cookies & similar technologies” below.
How we use personal information
We collect, use, and disclose personal information for purposes a reasonable person would consider appropriate in the circumstances, including to:
-Provide services: create galleries, display proofs, process orders, deliver digital and printed products, and coordinate school delivery or ship-to-home.
-Communicate: send access codes, order confirmations, download links, deadline reminders, and respond to questions.
-Operate & improve: quality control, training, troubleshooting, and service enhancements.
-Security & fraud prevention: protect accounts and galleries (e.g., access code checks).
-Legal & compliance: meet tax and record-keeping obligations, and enforce our terms and agreements.
-Marketing: with your consent, send non-transactional updates or promotions (you can unsubscribe anytime).
We do not use student portraits for advertising or social media without explicit, written consent (e.g., a model release). We do not sell personal information.
Children’s privacy
We photograph minors at the request of schools and families. Individual galleries are code-protected and are not publicly listed. Where a school provides limited student roster information (e.g., name, division) to organize photo day and deliver access codes, we use it only for that purpose and delete or de-identify it after the season consistent with our retention schedule below.
Parents/guardians may request deletion of a student gallery or account at any time (see “Your rights & choices”); we will verify identity before fulfilling requests.
Teams, Clubs & School Requests
For teams and clubs, we create code-protected galleries per team/club and provide the unique access codes to the school for distribution to participating families.
We may also provide images directly to the school (or its authorized service providers) solely to fulfill school-initiated requests, such as:
Grade 7 / leaving-ceremony portraits and programs,
Yearbook layout and production,
MyEducation BC (MyEdBC) or other student information system photo uploads,
Student ID cards and other administrative records.
We share only the images and minimal associated information necessary to complete the school’s request. The school determines how those images are used in its records, and we handle them only for the stated purpose under the school’s direction.
Sharing information with service providers
We share personal information with trusted service providers who assist us in delivering our services, under agreements that require comparable safeguards:
GotPhoto – storefront hosting, gallery management, order processing;
Stripe – payment processing;
Professional photo lab(s) including: Technicare (Edmonton, Alberta) ABCPhoto (Vancouver, BC) – printing and order fulfillment;
Shipping carriers – delivery to school or home;
Email/SMS providers – order and gallery notifications;
Cloud storage/backup & IT – secure storage, backup, and support.
We may also disclose information if required by law, to respond to lawful requests, to protect our rights or the safety of others, or in connection with a business reorganization.
International processing
Some service providers (including GotPhoto and Stripe) may process or store personal information outside British Columbia and Canada. When this happens, your information may be subject to the laws of those jurisdictions. We use contractual and organizational measures to require comparable protection; however, foreign authorities may access data under their local laws.
Retention
Galleries: remain available through the school year (to June 30, sometimes through Aug 31st for late requests). After that, we keep a private, non-listed archive for 12–24 months to support late orders, replacement of missing or lost images, and customer service issues. We will delete a gallery sooner on verified request from a parent/guardian or from the school.
If personal information is used to make a decision that directly affects you (e.g., fulfilling an order or addressing a support request), we retain that information for at least one year so you have a reasonable opportunity to access it.
Orders & invoices: retained for up to 7 years to meet tax and accounting obligations.
Support & communications: retained as long as needed to address your requests and maintain service records.
We may retain de-identified aggregate statistics (e.g., order volumes, product mix, timing) to understand ordering patterns over time.
When information is no longer required for the purposes described above, we delete it or de-identify it in a reasonable timeframe.
Security
We use reasonable physical, organizational, and technical safeguards appropriate to the sensitivity of the information, including TLS encryption in transit, access controls, least-privilege staff access, and service-provider agreements. No method of transmission or storage is 100% secure; if we become aware of an incident involving your information, we will act promptly and follow applicable requirements.
Cookies & similar technologies
Our GotPhoto storefront uses cookies and similar technologies necessary to operate the site (e.g., session management, cart). GotPhoto may also use analytics or performance cookies as disclosed in their cookie notices. You can manage cookies in your browser; disabling certain cookies may affect functionality. For details, see the cookie notice linked in the storefront footer.
If you use schoolpix.ca, we may use basic, privacy-respecting analytics and essential cookies to operate the site and improve content.
Your rights & choices
Subject to limited exceptions under BC PIPA, you may:
Access your personal information held by us;
Request correction of inaccurate or incomplete information;
Withdraw consent to optional uses (e.g., marketing) at any time;
Request deletion of a student gallery or your account in our storefront.
We will verify your identity and respond within a reasonable time. Transaction records we are legally required to keep (e.g., invoices) may not be deleted but will be retained securely.
Marketing preferences. Transactional messages (order confirmations, download links) are required to provide the service. You can unsubscribe from non-transactional messages using the link in the email or by contacting us.
Changes to this policy
We may update this policy to reflect changes in our practices or legal requirements. We will post the updated version with a new effective date and, where appropriate, provide additional notice.
Contact us
SchoolPix (Derek Stevens Photography)
3580 E45 Ave, Vancouver, BC V5R3G4
Email: info@schoolpix.ca • Phone: 604-428-5991
Please include “Privacy Request” in the subject line for access, correction, or deletion requests.
If we cannot resolve your concern:
You may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC) at oipc.bc.ca, or the Office of the Privacy Commissioner of Canada at priv.gc.ca.
