Privacy Policy

Everlasting Studios
Last updated: November 12, 2026

People often come to us at a tender time: after a loss, or while gathering a family’s memories. What you share with us is personal, and we treat it that way.

This policy explains, in plain language, what information we collect, why we collect it, who can see it, how long we keep it, and the choices you have. If anything here is unclear, please contact us by email or phone. A real person will answer.

1. Who we are

Everlasting Studios is a small, family-run business in London, Ontario, Canada. We have been preserving memories since 2020. Our services include:

• digitizing old media (tapes, film, photos, slides, discs and more) for customers in Canada, often by mail-in kit;
• legacy videos and memorial videos;
• livestreaming and event videography for funerals, celebrations of life and other gatherings;
• photo scanning, restoration and enhancement;
• digital pages: online tribute (memorial) pages, built by families on everlastingstudios.ca.

In this policy, “we”, “us” and “our” mean Everlasting Studios. “You” means anyone who uses our website or services.

Our Privacy Officer is Liam, the owner of Everlasting Studios. He is responsible for how we handle personal information.

• Email: admin@everlastingstudios.ca
• Phone: 226-270-7658 (local) or 1-888-351-6484 (toll-free), Monday to Saturday, 9 am to 6 pm Eastern time

2. The short version

• We collect what we need to run your page, fill your order or answer your question, and not more.
• We never sell personal information, and digital pages have no ads.
• Digital pages, the page builder and your dashboard load no advertising trackers or marketing pixels. The only outside service that loads there is Cloudflare’s basic visitor statistics, which count visits without cookies and without storing your internet address. Our public marketing pages do use analytics and advertising tools (see section 10).
• Guests’ email addresses and phone numbers are never shown on a page. Helpers do not see them, and funeral home partners only ever see totals.
• Photos uploaded to digital pages have their hidden location and camera data removed. We keep each photo at up to 1,600 pixels on free pages (2,400 for the main photo) and up to 4,000 pixels on Keepsake and Legacy.
• Reminder and update emails are sent only to people who said yes, and every one has a one-click way to stop.
• You can ask to see, correct or delete your information at any time.

3. What this policy covers

This policy covers everlastingstudios.ca, every digital page we host (including pages on a family’s own web address), our emails, and the services we provide in person or by mail.

It does not cover other companies’ websites, even when we link to them (for example a florist, a hotel booking site or a charity). Those have their own privacy policies.

4. What we collect

4.1 Families who make a digital page

Your account. Your name, email address and password. Passwords are stored only in scrambled (hashed) form, so we cannot read them. If you turn on two-step sign-in, we keep what is needed for that.

Your page. Whatever you choose to add, which may include:

• the names, dates, photos and life story of the person or people the page is about;
• service or gathering details (dates, places, times);
• a timeline, family tree, music, videos and charities;

People you invite.

• Helpers: the name and email of anyone you invite to help build your page.
• Anniversary reminders (Legacy plan): the names and email addresses of the people you invite to receive reminders, plus a personal note if you add one.

Choices and records about your page. If you add one, a backup contact’s name, relationship, email and phone. We only use these to reach that person about your page if we cannot reach you, and they cannot open or change your page. If you answer it, how you heard about us (and, if you tell us, which funeral home). We also keep a record of which version of our Terms of service and this policy you agreed to and when, and whether you allowed us to show your page as an example.

Purchases. What you bought, your billing name, address, email and phone, and the amount paid. See section 4.5 for card details.

Messages to us. Anything you write to us by email, through a form, or through “Report a problem”.

4.2 Guests who visit and take part in a page

Guests never need an account. Depending on what the family switches on, a guest may share:

• Memories, candles and flowers: a name, a message, and optionally photos, short videos or a voice message.
• Guest photos (the page’s “/photos” upload page): photos and short video clips.
• RSVPs: name and whether you will attend, and, if the family asks, the number in your party, guests’ names, which gatherings, meal or dietary needs, accessibility needs, a phone number, an email address, a message and answers to the family’s own questions.
• Following a page: your name and email, and optionally a phone number for text updates (texting is not switched on yet).
• Flowers or trees ordered for the page: the name and message you choose to show on the memory wall, and the order details needed to deliver it.
• Report a problem: your email and what you tell us.

Please only share what you are comfortable with the family, and anyone who can open the page, seeing. Meal, dietary and accessibility answers are shared only with the family (and our staff), never on the page.

Spam protection. With each memory, candle or gift message we keep a scrambled code made from the internet connection it came from. We use it only to stop spam and repeat abuse. We do not keep the internet address itself.

4.3 Anyone who visits our website

• Technical information. Like every website, our servers and our network provider (Cloudflare) receive your internet (IP) address, browser type and the pages you request. This is used to deliver the site, keep it secure and block attacks.
• Visit counts on digital pages. So families can see how many people visited, a page counts one visit per visitor per day. We do this without cookies and without storing your internet address: a scrambled, one-day “already counted” marker is kept on our server and then thrown away, and a small note is saved in your own browser. Families and our staff are not counted when signed in.
• Analytics and advertising on public marketing pages only. See section 10.

4.4 Customers of our other services

Digitizing, scanning and restoration. Digitizing is for customers in Canada. We collect your name, contact details, shipping and return address, order details, and the media you send us, including everything on it (home movies, photos, recordings and documents). We look at your media only as needed to digitize, check quality, repair or restore it. We may use trusted editing software, including cloud-based features such as Adobe Photoshop’s tools, to restore and enhance photos.

Legacy and memorial videos. Your contact details, the photos, videos and documents you give us, and the interviews and footage we film. Stories told on camera can include very personal details, such as health, faith, military service or family history. We collect these only because you have chosen to include them in your film.

Livestreaming and event videography. Footage and audio of the gathering, which may include guests who attend. We stream through a reputable streaming platform; streams run on a private, unlisted link, and we will tell you which platform we use before your event. Recordings of the stream stay online for 60 days.

Forms and quotes. Our order, contact and upload forms are run by Jotform. They collect whatever the form asks, such as your name, email, phone, address, project details and files. Your answers are kept in our Jotform account and copied into our customer records in Google Sheets (our CRM).

Phone calls. When you call one of our tracked phone numbers, the call may be recorded and transcribed by WhatConverts, which also logs the number you called from and the time and length of the call (see section 8). We may also record and transcribe phone calls with you ourselves, for quality and record-keeping. If you would rather not be recorded, tell us at the start of the call.

Gift cards. Gift cards are bought on Square’s own gift card page, which opens from our website. Square collects what its form asks for, such as the buyer’s name, email and payment details and the recipient’s name and email, and handles them under its own privacy policy. We receive the details of the gift card order.

4.5 Payment information

Payments are handled by Stripe (cards, and Link, Affirm and Afterpay where they are offered) and PayPal. If you choose Link, Affirm or Afterpay, that company may ask you for more information, such as to approve a payment plan, and handles it under its own privacy policy. Your full card number is entered directly with them and never reaches our server. We may see the card type, the last four digits and whether the payment went through. Taxes (GST or HST for your province) are calculated from your billing address.

4.6 Information about people who are not here to speak for themselves

Digital pages and memorial films are often about someone who has passed away, and they may mention other family members, including children. The family who makes the page or orders the film decides what to include and is responsible for having the right to share it (see section 17).

4.7 Family Archives

When we send you a Family Archive (a private website with the videos, photos and recordings we digitized for you), we keep:

• the names and email addresses of the archive owner and the family members they invite or approve, and who invited whom. Sign-in codes are only ever stored scrambled;
• the videos, photos and recordings, and the small preview pictures we make from them;
• what family members add, if the owner allows it: their own photos, videos and recordings, kept exactly as sent, including any date or place their phone or camera saved inside them;
• what family members write or record in the archive: comments, voice and photo memories, marked moments, chapters, the names of people and places, and hearts;
• who added each file, and a simple activity record (for example who visited, watched, uploaded or downloaded, and when), which the owner can see under “Who has been visiting”;
• where each person stopped watching, so they can pick up where they left off;
• records of plans, chip-ins, enhancement gifts and enhancement orders: who paid, how much and when. Card details go straight to Stripe and never reach our server (see 4.5).

Everyone in an archive can see what others add to it, with their name. Nothing in an archive is public, shown to search engines or used for advertising. We do not use your files to train artificial intelligence, and we do not use face recognition. Files are kept in Cloudflare’s private storage and open only through short-lived links for the people in that archive.

When an archive’s files are removed because no plan was chosen (see section 13), the files family members added are removed too. Comments, moments and chapters are kept, so they come back if the files are put back online. The owner can ask us to delete the whole archive, and everything in it, at any time.

5. How we use information

We use personal information to:

• create and host digital pages, and show them the way the family set them up;
• run page features: memory walls, RSVPs, guest photos, follows, reminders, downloads and print files;
• digitize, repair, restore, film, edit and deliver your projects;
• take payment, send receipts and keep business and tax records;
• send the emails you would expect, such as sign-in codes, receipts, “your archive is ready” notices and the family’s daily summary;
• answer questions, support requests and problem reports;
• keep the site safe: block spam, stop abuse and investigate security problems;
• improve our website and measure our own advertising, on public marketing pages only;
• meet our legal obligations.

We do not use guest emails or anniversary invitees’ emails for marketing, and we do not use what families put on their pages to advertise to anyone.

If we ever want to use information for a new purpose, we will ask first, unless the law allows otherwise.

6. Consent

Canada’s private-sector privacy law, the Personal Information Protection and Electronic Documents Act (PIPEDA), asks businesses to get meaningful consent. Here is how we do it:

• When you sign up, order, RSVP, leave a memory or fill in a form, you choose what to give us, and we use it for the purpose you can see at the time.
• For anything more sensitive or unexpected, we ask clearly and separately. For example, following a page needs a ticked box and a confirmation from your own inbox, and anniversary reminders start only after the person presses “Yes, remind me”.
• For public-page analytics and advertising, we ask first. A small cookie card lets you choose “Accept all”, “Only essential”, or pick Analytics and Marketing separately. Nothing in those two groups loads until you say yes, and you can change your mind any time with the “Cookie settings” link at the bottom of every page (see sections 9 and 10).

You can withdraw consent at any time, for example by unfollowing a page, pressing “stop” in a reminder, or writing to us. Withdrawing may mean we cannot provide part of a service (for example, we cannot host a page without an account owner), and we will tell you if so.

7. Who can see what on a digital page

Guests’ email addresses and phone numbers are never shown on the page itself.

8. Who we share information with

We do not sell or rent personal information. We share it only with companies that help us run our business (our “service providers”), only as much as they need, and only for the job we hired them to do. We remain responsible for your information while they handle it.

We may also share information:

• with a family’s chosen funeral home partner, limited to the totals in section 7;
• when the law requires it, for example a court order or a valid request from police, and only what is required;
• to protect people, for example to deal with fraud, abuse or an emergency;
• if the business changes hands, with the new owner, who must protect it as this policy describes. We would tell you first.

9. Cookies and similar technology

A cookie is a small file a website saves in your browser. We use as few as we can. Here are the ones we know about.

Cookies we set ourselves (needed for the site to work)

Cookies set by our service providers

Notes saved in your browser (not cookies). A few features save small notes in your own browser’s storage: that you already lit a candle or were counted as a visitor today, which page a flower order is for, your price-calculator answers, and builder preferences. They stay on your device and you can clear them in your browser settings.

Your choices. The first time you visit a public page, a small card asks which cookies you allow. “Only essential” keeps just the cookies the site needs to work (the first table, plus Cloudflare security). You can change your choice any time with the Cookie settings link at the bottom of every page; turning a group off also removes the tracking cookies it had set. You can also block or delete cookies in your browser. Signing in, page passwords and checkout will not work without their cookies.

How long our service providers’ cookies last is set by each provider and can change, so we list them by name only. Their own privacy policies give the details.

10. Analytics and advertising (public marketing pages only)

On our public marketing pages (for example the home page, service pages, pricing pages) and at checkout, we use:

• Google Analytics and Google Tag Manager, to understand which pages are useful;
• Google Ads and the Meta Pixel (with Meta’s Conversions API), to measure whether our ads work and to show our ads to people who visited our site;
• WhatConverts, to see which marketing leads to calls and enquiries. Calls to our tracked phone numbers may be recorded and transcribed by WhatConverts, which also logs the calling number and the time and length of the call.

These tools follow your choices in the cookie card. Google Analytics and WhatConverts run only if you allow “Analytics”, and Meta runs only if you allow “Marketing”. Google Tag Manager and Google Ads load on these pages for everyone, but if you do not allow “Marketing” they save no cookies and send Google only a basic, anonymous signal that a page was viewed or a form or order was completed: no names, emails or ID numbers. Google uses these signals to estimate how well our ads work overall. If you allow “Marketing”, Google Ads may also use cookies to measure and show our ads. When a family first publishes a digital page, our site tells Google Ads once, from a separate blank page, without the page’s address or anyone’s name. Call recording happens on the phone call itself, not through cookies, so your cookie choices do not change it; if you would rather not be recorded, tell us at the start of the call.

What Meta receives. If you allow Marketing, Meta receives the amount and currency of a purchase, product ID numbers, quantities and the order number, but not product names, page titles or the name of a loved one. Only if you allow Marketing, Meta also receives a scrambled (hashed) version of contact details such as your email, phone, name, city and postal code, so it can match the visit or purchase to an ad (“advanced matching”). Hashing turns the detail into a code that cannot be read back. If you do not allow Marketing, none of this is sent.

These tools are switched off on every digital page, in the page builder and in your dashboard. A loved one’s name, a private web address or a guest’s message is never sent to them. (Cloudflare’s own basic visitor statistics still run across the whole site, because they are part of how the site is delivered.)

Your choices:

• Google: adjust ads at https://myadcenter.google.com and install the Google Analytics opt-out add-on at https://tools.google.com/dlpage/gaoptout.
• Meta: adjust ads in your Facebook or Instagram settings under “Ad preferences”.
• Many advertising companies: https://youradchoices.ca (Canada) or https://optout.aboutads.info (United States).
• Block cookies in your browser.

Our site does not currently respond to “Do Not Track” browser signals.

11. Emails, reminders and follows (Canada’s anti-spam law)

We follow Canada’s Anti-Spam Legislation (CASL). Every email we send says who it is from, how to reach us, and (where it applies) gives you a free, simple way to stop. We act on a stop request right away, and always within 10 business days.

Emails you will get because you used a service. Sign-in codes, receipts, order updates, “your download is ready”, renewal reminders for something you bought, and replies to your questions. These are part of the service.

Daily summary for families. The page owner gets one summary email a day about new RSVPs and messages waiting for approval, unless they choose “Email me instantly” in the builder.

RSVP copies. A guest gets a copy of their reply only if they tick “Email me a copy”. The copy includes a private “Change my reply” link.

Following a page. Following is opt-in twice: you tick a consent box, then confirm from your own inbox. You then get updates the family sends (at most 4 a month, and no more than 3 a day). Every update has a one-click stop link. Families never see your email address or phone number, only your name.

Anniversary reminders (Legacy plan). These are invite-only:

1. The family enters the names and emails of people they would like to remind, for example on a birthday or the anniversary of a passing.
2. Each person gets one invitation. Nothing more is sent unless they press “Yes, remind me”. Simply opening the link does nothing. We record the date and time they said yes.
3. Unanswered invitations close after 30 days.
4. Every reminder has a one-click stop, which is permanent. The stop page also lets you block invitations from every page on our site. To honour that block, we keep only a scrambled (hashed) form of your email address.
5. Invitees’ emails are never shown on the page, never shown to guests or funeral home partners, and never used for marketing.

Text messages. Not switched on yet. When they are, followers who ask for texts will be able to reply STOP at any time.

Our newsletters and offers. We send these only to people who agreed to receive them, and every one has an unsubscribe link. We add people to our newsletter only when they ask to join or agree when contacting us or ordering. We do not add guests, followers or reminder invitees to our marketing lists.

Fair limits. To keep our email service reliable for everyone, each page has a monthly allowance of guest emails (see our Terms of Service (Part C: Digital pages)). If a page reaches it, some guest emails wait until the next month. Receipts and sign-in emails are never held back.

12. Funeral home partners

Some families may work with a funeral home that partners with us. When that feature opens:

• a funeral home may start a page and hand it over to the family; after the handover, the family decides what changes, and the funeral home can only suggest edits for the family to approve;
• the funeral home’s name or logo may appear in the page footer and on gatherings the family marks;
• the funeral home sees totals only (views, candles, flowers, memories, photos, RSVPs), never guest names, emails, phone numbers or messages;
• emails about a funeral home’s suggestions name the funeral home only;
• the family can limit or remove the funeral home’s access at any time.

Before the handover, the funeral home’s staff can build, edit and preview the page they started in the page builder. Even then, they never see guests’ names, emails, phone numbers, messages, RSVP lists or followers.

13. How long we keep information

We keep information only as long as we need it for the reason we collected it, or as long as the law requires.

14. How we protect information

We are a small business, and we take security seriously. Some of the steps we take:

• the whole site uses encrypted connections (HTTPS);
• card details go straight to Stripe or PayPal and never touch our server;
• photos uploaded to digital pages have hidden data removed, including GPS location (which can reveal someone’s home) and camera details;
• page passwords protect the page, its memory wall, RSVP form and guest photo page, and protected pages are hidden from search engines (a photo’s own direct link can still be opened by someone who already has it);
• private and changing information (memory walls, RSVP lists, counts) is never stored in the public page cache;
• forms are protected against spam and bots, and every message is checked by our Message Guard filter, which holds anything that looks like spam or profanity before it can appear;
• links in our emails that change something open a confirmation page first, and their secret codes are stored only in scrambled form;
• account and builder areas check who you are on every request; administrators must use two-step sign-in;
• private folders (downloads, backups) are blocked from the web and checked every night;
• an admin-only activity log records changes so problems can be traced and undone.

No system is perfect. If a breach of our safeguards creates a real risk of significant harm to you, we will tell you and the Office of the Privacy Commissioner of Canada as soon as we can, as the law requires, and tell you what you can do to protect yourself.

15. Your rights

You have the right to:

• ask what personal information we hold about you, how we have used it and who we have shared it with;
• get a copy of it;
• ask us to correct anything that is wrong;
• withdraw your consent, subject to legal or contract limits (see section 6);
• ask us to delete information we no longer need;
• make a complaint.

How to ask. Email our Privacy Officer at admin@everlastingstudios.ca. We may need to confirm who you are before sharing anything. We will answer within 30 days, and tell you if we need more time and why. There is no charge for a reasonable request.

If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada: https://www.priv.gc.ca/en/report-a-concern/. The Commissioner asks that you try to settle it with us first, and we would genuinely like the chance to.

16. Guests: your messages, photos and replies

If you left something on a page, it is still yours, and you have choices:

• Change your RSVP with the “Change my reply” link shown after you reply, or in your copy email.
• Stop following a page with the link in any update email.
• Stop anniversary reminders with the link in any reminder; you can also block all future invitations.
• Remove a memory, photo, video or voice message. Ask the family, who can hide or delete it straight away, or use “Report a problem” at the bottom of the page, or email us. We will remove it if you ask, unless there is a good reason not to (for example, the law requires us to keep it), and we will tell you if so.

Please remember that anyone who can open the page can see what you share there, and could copy or screenshot it. We cannot recall copies made by others.

17. People who have passed away, and others named on a page

Families choose what to share about their loved ones, and they are responsible for having the right to share it, including photos and stories that involve other people. We ask families to be thoughtful about living relatives, children and anything sensitive (such as health or cause of death).

Anyone can ask us to correct or remove content about themselves or a family member by using “Report a problem” on the page or emailing admin@everlastingstudios.ca. We review every report personally and will act quickly on anything harmful, inaccurate or shared without permission. When family members disagree, we may need to talk with the page owner first. Our Terms of Service (Part C: Digital pages) explain how we handle reports.

18. Children

Our website and services are not directed at children under 13, and we do not knowingly collect personal information from them. Accounts and purchases are for adults.

Memorial pages are sometimes made for a child who has passed away, or mention children in the family. In those cases the parent, guardian or family member who makes the page is responsible for that content and for any consent needed.

If you believe a child has given us personal information, please contact us and we will delete it.

19. Where information is stored (international transfers)

We are based in Ontario, Canada, but some of our service providers store or process information outside Canada, mainly in the United States and sometimes elsewhere (for example Google, Meta, Cloudflare, SendLayer, Stripe, PayPal, Affirm, Afterpay, Jotform and Mailchimp). Our website itself, including digital pages and their photos, is hosted by Hostinger on servers in the United States; videos, Family Archive files and saved copies of public pages are kept in Cloudflare’s storage, mainly in North America.

When information is held in another country, it is protected by our contracts with these providers, but it is also subject to that country’s laws, and may be accessed by courts, law enforcement or national security authorities there. We stay responsible for your information while our providers handle it.

20. Clients and visitors outside Ontario and outside Canada

We serve families mostly in Canada and the United States, and some elsewhere: digitizing by mail is for customers in Canada, memorial videos and slideshows are made online for families anywhere, mostly in Canada and the US, and digital pages are visited by relatives in many countries. Our business is run from Ontario, Canada, and this policy follows Canada’s federal privacy law (PIPEDA). Some places give you extra rights, and we respect them.

Quebec. If you live in Quebec, Quebec’s private-sector privacy law also applies to us. In particular:

• our person in charge of protecting personal information is the Privacy Officer named in section 1, and you can contact him at any time;
• tracking cookies are off until you choose to turn them on (see section 9);
• before information about Quebec residents is stored outside Quebec, we consider whether it will be adequately protected (see section 19);
• you can also ask us to stop sharing your information, to correct it, or to explain any decision made about you by automated means (we do not make such decisions);
• if you are not satisfied with our answer, you can contact the Commission d’accès à l’information du Québec: https://www.cai.gouv.qc.ca.

British Columbia and Alberta. Those provinces have their own private-sector privacy laws, which give you rights similar to those in section 15. You can contact the Information and Privacy Commissioner of your province if you are not satisfied with our answer.

European Union, United Kingdom and Switzerland. If you use our services from these places (for example you send us media from abroad, or you visit a family’s page), data protection laws such as the GDPR may also apply. In that case:

• why we may use your information (legal bases): to provide a service you asked for (contract); because you agreed (consent), for example to marketing cookies, follows and reminders; for our reasonable business interests, such as keeping the site secure and preventing spam, where those do not override your rights; and to meet legal duties such as tax records;
• your extra rights: besides the rights in section 15, you can ask us to limit how we use your information, object to our use of it, and receive information you gave us in a common digital format to take elsewhere (“portability”);
• transfers: your information is handled in Canada (which the European Commission recognizes as giving adequate protection for businesses covered by PIPEDA) and by service providers in the United States and elsewhere, who use the safeguards those laws require, such as standard contract clauses;
• complaints: you can complain to the data protection authority where you live, though we would welcome the chance to help first.

We do not market our services to people in Europe, the UK or Switzerland; this section is here for relatives there who visit a family’s page.

United States. We do not sell or “share” personal information for cross-context behavioural advertising in exchange for money. Our marketing cookies (Meta and Google Ads) run only if you turn on “Marketing” in our cookie card, and you can turn them off at any time with the Cookie settings link. Some U.S. states give residents rights to access, correct and delete their information; you can use the request process in section 15 wherever you live.

Everywhere else. Visitors from other countries are welcome. Wherever you live, you can use the rights in section 15. If your local law gives you more, contact us and we will respect it.

21. Changes to this policy

We will update this policy when our services or the law change. The date at the top always shows the latest version. If we make a significant change to how we use information you have already given us, we will tell account holders by email or a notice in the dashboard before it takes effect, and ask for consent where the law requires.

22. Contact us

Questions, requests or concerns about privacy:

Liam, Privacy Officer, Everlasting Studios Email: admin@everlastingstudios.ca Phone: 226-270-7658 (local) or 1-888-351-6484 (toll-free) Hours: Monday to Saturday, 9 am to 6 pm Eastern time

Please contact us by email or phone.

Thank you for trusting us with your memories.