Privacy Policy

Last updated: October 7, 2026

Hollywood North Production Resources ("Hollywood North", "we", "us" or "our") respects your privacy. This Privacy Policy explains what personal information we collect through hollywoodnorth.org (the "Site") and in the course of providing our directory, marketing, sourcing and editorial services (the "Services"), why we collect it, how we use, disclose, protect and retain it, and the choices and rights you have.

We operate in British Columbia and Ontario, Canada. We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (Canada) ("PIPEDA"), British Columbia's Personal Information Protection Act ("BC PIPA") where it applies, and Canada's Anti-Spam Legislation ("CASL") for commercial electronic messages.

1. Scope

This policy applies to personal information about identifiable individuals that we collect, use or disclose, including information about:

• visitors to the Site;
• people who contact us by form, email or phone;
• representatives of businesses that request or hold directory listings or purchase marketing services;
• members of productions who use our sourcing concierge;
• property owners who list film locations; and
• subscribers to our Production Briefing newsletter.

It does not apply to business contact information (such as a name, title, business address, phone number or email) used solely to communicate with an individual in relation to their employment, business or profession, to the extent permitted by applicable law. Even so, we handle business contact information with the same care.

2. Accountability and our Privacy Officer

Hollywood North is responsible for personal information under its control. We have designated a Privacy Officer who is accountable for our compliance with this policy and applicable privacy laws. You can reach the Privacy Officer at [email protected] (subject line "Privacy Officer"), by phone at (888) 888-5554, or by mail at 15388 24th Ave, Suite 202, Surrey, BC V4A 2J2.

3. Information we collect

3.1 Information you give us

• Contact enquiries: name, company or production, email, phone number, province, topic and the content of your message.
• Listing requests: business name, contact name, email, phone, website, category, service description, listing type and any photos or documents you choose to send.
• Production sourcing requests: shoot dates, locations, departments and requirements you share. We ask that you do not send personal information about cast or crew.
• Location listings: property address, photos, access and parking details, and owner contact details.
• Newsletter: your email address and subscription preferences.
• Billing: billing contact, business address and invoice history. We do not collect payment card numbers on the Site; payments are processed by our invoicing provider.

3.2 Information collected automatically

Like most websites, our hosting provider's servers automatically record standard technical information when you visit, such as your IP address, browser type, device type, referring page, pages requested and the date and time of the request. These server logs are used for security, troubleshooting and capacity planning. We do not use third-party advertising networks or analytics trackers on the Site.

3.3 Information stored in your browser

Some features store small pieces of information in your own browser (see section 11 and our Cookie Policy). This information stays on your device and is not sent to us.

4. Why we collect and use personal information

We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances, namely to:

1. respond to enquiries and provide information you request;
2. review, publish and maintain directory and location listings;
3. deliver production sourcing, marketing, sponsored content and onboarding services;
4. introduce productions and suppliers to each other when requested;
5. send the Production Briefing newsletter to subscribers who have consented;
6. invoice, collect payment and keep business records required by law;
7. secure the Site, prevent spam and abuse, and troubleshoot problems;
8. improve our Services and develop new ones, using aggregated or de-identified information where possible; and
9. meet legal, regulatory and tax obligations.

We will not use your personal information for a new purpose without first identifying that purpose and, where required, obtaining your consent.

5. Consent

We rely on your consent to collect, use and disclose personal information, except where the law permits or requires otherwise. Consent may be express (for example, ticking the consent box on our contact form or subscribing to the newsletter) or implied (for example, when you email us a question, you imply consent for us to use your email address to reply).

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, we may be unable to provide certain Services (for example, we cannot keep a listing published without the business's contact details).

6. Sharing and disclosure

We do not sell, rent or trade personal information. We disclose personal information only:

• At your request: for example, sharing a production's brief with suppliers so they can confirm availability, or sharing a supplier's details with a production that asked for a shortlist. We share only what is needed.
• With service providers who help us operate, such as website hosting, email delivery, invoicing and payment processing, and professional advisers. They may use personal information only to provide services to us and must protect it under contract.
• Through published listings: information you ask us to publish in the directory is public (see section 7).
• For legal reasons: where required or permitted by law, such as to comply with a subpoena, court order or lawful request by authorities, to protect our rights or safety, or to investigate fraud.
• In a business transaction: if we are involved in a merger, acquisition or sale of assets, personal information may be disclosed to the parties under confidentiality obligations and used only for the purposes of the transaction, as permitted by law.

7. Directory and location listings

Directory listings are intended to be public so that productions can find suppliers. Before publishing, we confirm the details with the business. Please do not include personal information in a listing that you do not want to be public — for example, use a business phone number rather than a personal mobile where possible. For location listings, we do not publish exact street addresses of private homes; precise details are shared with location teams only with the owner's permission.

You can ask us to correct, update or remove a listing at any time by contacting us.

8. Storage and cross-border transfers

Our primary records are managed from Canada. Some of our service providers (for example, email or cloud hosting providers) may store or process information outside your province or outside Canada, including in the United States. When information is processed in another jurisdiction, it may be accessible to courts, law enforcement and national security authorities of that jurisdiction under its laws. We use contractual and other measures to require a comparable level of protection.

9. Retention

We keep personal information only as long as needed for the purposes for which it was collected, or as required by law. As a general guide:

Type of information	Typical retention
General enquiries with no ongoing relationship	Up to 24 months after the last contact
Production sourcing briefs	Up to 24 months after the request
Active directory or location listings	For as long as the listing is active, plus 12 months
Newsletter subscriptions	Until you unsubscribe; unsubscribe records kept to honour your choice
Invoices and financial records	At least 6 years, as required by Canadian tax law
Server logs	Typically 30–90 days, unless needed to investigate a security issue

When information is no longer needed, we securely delete, destroy or anonymise it. If we use personal information to make a decision about you, we keep it long enough for you to request access.

10. Security safeguards

We protect personal information with safeguards appropriate to its sensitivity, including:

• encrypted connections (HTTPS) for the Site;
• access controls so that only staff and service providers who need information can access it;
• strong passwords and multi-factor authentication on business systems;
• confidentiality obligations for staff and contractors;
• secure disposal of paper and electronic records; and
• spam protection on forms that does not require tracking cookies.

No method of transmission or storage is completely secure. Please avoid sending sensitive personal information (such as social insurance numbers, health information or banking details) through our forms or by email.

11. Cookies and browser storage

We do not use advertising cookies, cross-site tracking or third-party analytics on the Site. We use your browser's local storage only to remember your cookie-notice choice and, if you use them, the progress of optional tools such as our interactive supplier checklist. Our forms may temporarily store your first name in session storage so that the thank-you page can greet you; it is cleared when you close the browser tab. See our Cookie Policy for details.

12. Email communications and CASL

We send the Production Briefing newsletter and other commercial electronic messages only to people who have given express consent or where implied consent is permitted under CASL (for example, an existing business relationship). Every message identifies us, includes our mailing address and contains an unsubscribe link. Unsubscribe requests are processed promptly and in any event within 10 business days. Service messages (such as replies to your enquiry or invoices) are not marketing messages.

13. Your rights: access, correction and more

Subject to limited exceptions under the law, you have the right to:

• access the personal information we hold about you and learn how it has been used and to whom it has been disclosed;
• correct inaccurate or incomplete information;
• withdraw consent to our continued use of your information;
• ask us to delete information that is no longer needed; and
• complain about our privacy practices.

To make a request, contact our Privacy Officer (see section 18). We may need to verify your identity before responding. We will respond within 30 days, or tell you if we need an extension as permitted by law. Access requests are free in most cases; if a fee applies, we will tell you in advance. If we refuse a request, we will explain why, subject to legal restrictions.

14. Children

Our Site and Services are intended for businesses and professionals. We do not knowingly collect personal information from children under 16. If you believe a child has provided personal information to us, please contact us and we will delete it.

15. Privacy breaches

If a breach of security safeguards involving personal information under our control creates a real risk of significant harm, we will notify affected individuals and report the breach to the Office of the Privacy Commissioner of Canada and/or the Office of the Information and Privacy Commissioner for British Columbia as required by law. We keep records of all breaches as required by PIPEDA.

16. Third-party websites

Our Site links to external websites, including government agencies, film offices, unions and guilds, and businesses listed in our directory. We are not responsible for their privacy practices. Please review their privacy policies before providing personal information.

17. Changes to this policy

We may update this policy to reflect changes in our practices or the law. We will post the updated policy on this page with a new "last updated" date and, where changes are significant, take reasonable steps to notify you (for example, by email to newsletter subscribers or a notice on the Site).

18. Contact us and complaints

Privacy Officer, Hollywood North Production Resources
15388 24th Ave, Suite 202, Surrey, BC V4A 2J2
1 Yonge St, Suite 1801, Toronto, ON M5E 1W7
Email: [email protected] · Toll-free: (888) 888-5554

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or, for matters governed by BC PIPA, the Office of the Information and Privacy Commissioner for British Columbia.