Privacy Policy

Who we are

The Beaumont Studios Artist Society, operating as The Beaumont Studios, is a Vancouver, British Columbia arts charity. In this policy, “The Beaumont,” “we,” “us,” and “our” refer to The Beaumont Studios Artist Society and the services it operates, including B-Side Radio.

For privacy questions or requests, contact [email protected].

As a British Columbia organization, we handle personal information in line with British Columbia’s Personal Information Protection Act and other applicable laws.

Information we collect

Information you submit

Depending on the form or service you use, we may collect:

• Your name, email address, phone number, organization, mailing address, and other contact details.
• Venue and booking details, including event type, dates and times, attendance, budget, ticketing information, service requirements, and notes you choose to provide.
• Artist, gallery, studio, volunteer, sponsorship, and program submissions, including biographies, proposals, websites, social profiles, images, documents, and other supporting material.
• Event promotion requests, including promoter details, event descriptions, ticket links, pricing, usage permissions, and uploaded images.
• Lease and event contract information, including tenant or client details, addresses, agreement terms, pricing, and signatures where applicable.
• Donation, sponsorship, payment, or transaction details submitted through our payment and fundraising providers. We do not intentionally store full payment-card numbers on our own website systems.
• Newsletter preferences and any messages you send to us.

Technical and usage information

When you visit the site, our systems and service providers may receive technical information such as your IP address, browser and device type, approximate location, referring page, pages viewed, links used, and the date and time of your visit. Some of this information is collected through cookies, pixels, and similar technologies.

B-Side Radio listening

When you play the B-Side Radio stream, our streaming provider receives technical information, such as your IP address and player connection details, to deliver the audio stream and produce listening statistics or reports required for station operations and music licensing.

How we use information

We use personal information to:

• Respond to contact, venue, studio, gallery, artist, volunteer, sponsorship, donation, and program enquiries.
• Review submissions and administer bookings, events, leases, agreements, payments, and related communications.
• Generate and manage event contracts or studio leases through our internal automation and workflow tools and our e-signature provider, DocuSeal, where applicable.
• Process event promotion requests and coordinate website, calendar, radio, or social-media publishing.
• Deliver newsletters or other updates you have requested and let you unsubscribe at any time.
• Operate, secure, troubleshoot, and improve our website, programs, venue services, and B-Side Radio.
• Meet legal, accounting, safety, insurance, reporting, and regulatory obligations.

How forms are processed

Website forms may be handled through WordPress and Gravity Forms, embedded form providers, our internal administration systems, and internal automation or workflow tools. Information is shared with staff and service providers only as needed to respond to the submission, administer a booking or program, complete an agreement, process a requested transaction, or meet a legal obligation.

We may disclose information when required by law or when reasonably necessary to protect the rights, safety, and security of our visitors, community, organization, or services.

Analytics and cookies

We use analytics and audience-measurement tools, including Google Analytics, Microsoft Clarity, Meta Pixel, and Cloudflare Web Analytics. These tools help us understand website traffic, improve pages and campaigns, diagnose technical problems, and measure whether our communications are effective.

These services may use cookies, pixels, local storage, or similar technologies and may receive technical information about your browser, device, and activity on the site. Microsoft Clarity may provide aggregated heatmaps and session-replay information. We configure form fields to be masked in session-recording tools where supported.

We also use functional cookies and similar storage for website features, forms, security, preferences, newsletter tools, and embedded content. You can limit or delete cookies through your browser settings. Blocking cookies may affect how some forms, media players, or other site features work.

Where required, analytics providers handle information under their own terms and privacy policies.

Third-party services and embedded content

Our site links to or embeds services operated by other organizations. These providers may receive technical information, set their own cookies, or collect information when you interact with their content. Their use of information is governed by their own privacy policies.

Services used on or connected to our site may include:

• RadioCult for the B-Side Radio stream, player information, and station operations.
• YouTube and other social platforms for videos, channel links, and embedded media.
• Showpass and Eventbrite for event information and ticketing links.
• Square and other payment providers for payments where applicable.
• Keela for donation, sponsorship, or volunteer forms.
• DocuSeal for e-signatures and agreement administration.
• MailerLite for mailing-list forms and email communications.
• Google Maps and embedded form providers for maps, contact forms, and related site features.

Some service providers may process or store information outside British Columbia or Canada. Information handled in another jurisdiction may be subject to the laws of that jurisdiction.

YouTube API Services

The Beaumont Studios / B-Side Radio uses YouTube API Services. Our internal tools upload recordings of our own broadcasts to our own YouTube channel.

By interacting with YouTube features connected to our services, you also agree to the YouTube Terms of Service.

Google’s handling of information is described in the Google Privacy Policy.

Anyone who has granted our tools access to a Google or YouTube account can revoke that access at any time through Google security settings.

The Beaumont Studios’ use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Retention and security

We keep personal information only as long as reasonably needed to respond to an enquiry, administer a booking, program, submission, contract, lease, donation, or other relationship, and meet legal, accounting, insurance, reporting, and operational requirements. Different records may be kept for different periods.

We use reasonable administrative, technical, and organizational safeguards intended to protect personal information. No website, email system, or online service can guarantee absolute security.

You may request deletion of personal information by contacting us. We will review the request and delete information we no longer need, subject to legal, contractual, accounting, security, and legitimate operational requirements.

Your choices and privacy rights

You may contact us to:

• Ask what personal information we hold about you.
• Request a correction to inaccurate information.
• Request deletion of information we no longer need to retain.
• Withdraw consent where processing is based on consent, subject to legal or operational limits.
• Ask a question or make a complaint about how we handle personal information.

You can unsubscribe from marketing emails using the link in the message. You can also manage cookies through your browser and revoke Google or YouTube account permissions through the Google security link above.

Changes to this policy

We may update this policy as our website, services, or legal obligations change. The date at the top of the page shows when it was last updated.

Contact us