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ZS
Client Portal

Privacy Policy

Last updated: October 16, 2026

1. Who we are

This policy explains what personal information Zeal Social Management ("Zeal," "we," "us") collects through zealsocial.ca and our client portal, why we collect it, who we share it with, how long we keep it, and what you can ask us to do with it.

We're a BC business, so British Columbia's Personal Information Protection Act (PIPA) is the main privacy law that applies to us. Canada's federal law (PIPEDA) also applies when information crosses provincial or national borders.

2. What we collect

We only collect what we need for the thing you're doing with us.

Accounts. If you have a client or staff login: your name, email address, and a password (stored only as a secure hash, never readable). We also record when a signed-in account was last active, so staff can see who's online.

Model and creative applications. When you apply at /apply: your name, email, phone number, city, Instagram, TikTok and portfolio links, your message, and the photos or videos you upload. If you're accepted, the photos you submitted are copied to your public profile page.

Model and creator agreements. When you sign a community or membership agreement, we keep:

  • the name you typed and your drawn signature
  • your date of birth (to check whether a parent or guardian needs to sign)
  • the date and time you signed, your IP address, and your browser information (the "user agent"), as a record that it was really you who signed
  • a copy of the exact agreement text you signed

Parents and guardians. In BC the age of majority is 19. Anyone under 19 can only sign with a parent or guardian, who signs too. For the guardian we keep their name, relationship to you, email (optional), drawn signature, and the date, IP address and browser information when they signed.

Brand proposals and invoices. For businesses we work with: business name, contact name, email, phone, Instagram, billing address, the package and terms you chose, your signature on the brand agreement (with the same date, IP and browser record as above), and the invoices we send you.

Bookings. If you book a model through the site: your name, email, phone (optional), the date, and any note you leave.

Live chat. Messages you send through the chat bubble, plus your name and email if you choose to give them.

Email. Emails you send to the studio are stored in our inbox in the admin panel, along with the replies we send. Contact form messages (name, email, phone, location, message) are emailed to us.

Newsletter. Your email address and the date you signed up.

Technical data. Our hosting provider logs standard request information (IP address, browser, pages visited, time) for security and to keep the site running.

3. Cookies

We don't use advertising or cross-site tracking cookies. The cookies we do use are:

  • Sign-in cookies (from our login system) to keep you logged in, and to protect forms from being submitted by other websites.
  • zeal_chat_id, which keeps your live chat conversation connected to your browser. It lasts one year, holds a random code (nothing about you), and is only set once you send a chat message.
  • Your light/dark mode choice, saved in your own browser.

We use Vercel Analytics to count visits. It reports overall statistics and doesn't set tracking cookies or follow you to other websites.

4. Payments

We don't collect or store card or bank details on this site. Orders placed through the cart aren't charged on the site: we follow up with a secure invoice from Stripe, which handles the card payment on its own pages. Other invoices are created in our own system and emailed to you as a PDF, and you can pay those by Interac e-Transfer.

5. How we use it

  • To run accounts, deliver your galleries and content, and manage your profile
  • To review applications and get in touch about work
  • To prepare, sign and keep agreements, and to confirm that a parent or guardian has consented where one is needed
  • To send proposals and invoices, and keep our business and tax records
  • To reply to chat messages, emails, inquiries and bookings
  • To send the newsletter, if you signed up for it
  • To keep the site secure and working

We don't sell personal information, and we don't use it for third-party advertising.

6. Who can see it, and who we share it with

Inside Zeal: studio staff with an admin account can see applications, agreements, proposals, bookings, chat and the inbox, because that's how we run the business day to day. Invoices are restricted to the studio owner. Clients only ever see their own gallery and files.

Service providers that run parts of the site for us:

  • Vercel - website hosting and visit analytics
  • Neon - our database
  • Cloudflare R2 - file storage (photos, videos, uploads)
  • Resend - sending and receiving email
  • Postiz - a social media scheduling tool we run ourselves, used to post our clients' content to their own social accounts
  • Stripe - card payments for cart orders, through invoices on Stripe's own pages

These providers may store data in Canada, the United States or elsewhere. They process it for us under their own security and privacy commitments. We may also disclose information when the law requires it.

7. How long we keep it

  • Signed agreements (including signatures, dates of birth, guardian details, and the IP and browser records): for as long as you work with us, and for 7 years after, as a legal record
  • Applications that aren't accepted: deleted after 12 months
  • Chat conversations and the email inbox: up to 2 years
  • Invoices and signed brand agreements: 7 years, for tax records
  • Accounts: until you ask us to close yours, or we stop working together
  • Newsletter: until you unsubscribe

8. Your rights

Under BC PIPA and PIPEDA you can:

  • Access the personal information we hold about you, and ask how it's been used and who it's been shared with
  • Correct anything that's wrong
  • Ask us to delete it, unless we're required to keep it (for example, tax records or a signed agreement we need as a legal record)
  • Withdraw your consent at any time, for example to being on the newsletter, or to us using your content in the future

To make a request, email zealsocialmanagement@gmail.com. We may need to confirm who you are first, and we'll reply within 30 days. If you're not happy with our answer, you can contact the Office of the Information and Privacy Commissioner for British Columbia.

If you're outside Canada, local laws (such as the GDPR in Europe) may give you similar rights. Write to us and we'll help.

9. Newsletter

Every newsletter we send includes an unsubscribe link. It takes you to our /unsubscribe page, where one click takes you off the list. You can also just email us and we'll remove you.

10. Security

We use encrypted connections, store passwords only as secure hashes, keep uploaded files private unless they're meant to be public (like a roster profile), and limit admin access to studio staff. No system is perfectly secure, so we can't promise that nothing will ever go wrong, but if a breach puts you at real risk we'll tell you.

11. Links to other sites

The site links to other websites, like Instagram. Their own privacy policies apply there.

12. Changes

If we change this policy, we'll update the date at the top. If a change affects how we use information you've already given us, we'll let you know.

13. Contact

Questions, or want to make a request?