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Privacy Policy for Smiling Toad Films

Last Updated: 12/11/25

This Privacy Policy (“Policy”) describes the manner in which Smiling Toad Films (“Smiling Toad Films,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards personal information in connection with our website, communications, and the provision of wedding videography services (“Services”). We are committed to handling personal information in accordance with applicable privacy laws and recognized industry standards.

By accessing our website, submitting an inquiry, or engaging our Services, you acknowledge that you have read, understood, and agree to the practices described in this Policy.

1. Information We Collect

We may collect the following categories of personal information:

1.1 Identifiers

  • Full names

  • Email addresses

  • Telephone numbers

1.2 Payment Information

  • Payment details as processed through third-party payment providers, including Stripe, PayPal, and Zelle
    (We do not store or have access to full credit card numbers.)

1.3 Wedding and Event Information

  • Wedding dates and locations

  • Details necessary for planning, recording, editing, and delivering wedding films

  • Information voluntarily submitted by you during consultations, questionnaires, or communications

1.4 Internet or Website Usage Information

Collected automatically through Google Analytics:

  • IP address

  • Browser type

  • Device information

  • Log data and website interaction metrics

1.5 Business Communications

  • Emails, messages, and files exchanged with us

  • Project notes and records maintained through Dubsado and Google Suite

2. Purposes for Collecting and Using Personal Information

We collect and use personal information for the following legitimate business purposes:

  1. Service Delivery: To respond to inquiries, prepare proposals, manage bookings, plan and execute wedding videography, and deliver final products.

  2. Payment Processing: To facilitate payments through secure third-party payment processors.

  3. Business Communications: To communicate regarding project details, timelines, revisions, and administrative matters.

  4. Analytics and Website Optimization: To monitor website performance and improve user experience.

  5. Record-Keeping: To maintain internal business records and comply with obligations under applicable law.

  6. Legal Compliance: To comply with subpoenas, court orders, or other legal processes where required.

We do not use personal information for purposes materially different from those disclosed without first obtaining consent unless permitted by law.

3. Legal Basis for Processing (If Applicable)

While we primarily operate within the United States, if we process data of individuals in jurisdictions requiring a legal basis (e.g., GDPR), our processing may rely on:

  • Contract performance

  • Consent

  • Legitimate interests, including business operations and client service

  • Legal obligations

I can expand this section if needed.

4. Methods of Collection

Personal information may be collected through:

  • Website forms and inquiries

  • Email or telephone communication

  • Dubsado (client management system)

  • Google Suite (email, storage, documents)

  • Google Analytics

  • Payment processors (Stripe, PayPal, Zelle)

All collection is conducted by lawful and reasonable means and with the knowledge of the individual.

5. Data Retention

We retain personal information only for as long as reasonably necessary to:

  • Provide Services

  • Complete post-production and delivery of films

  • Maintain administrative and financial records

  • Meet legal or regulatory requirements

Upon expiration of applicable retention periods, data is securely deleted or anonymized.

6. Data Accuracy

We take reasonable steps to ensure that personal information is accurate, complete, and up to date. Individuals may request corrections to their personal information by contacting us.

7. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction. These safeguards may include:

  • Encrypted communication (SSL)

  • Restricted access to internal systems

  • Secure third-party platforms (Dubsado, Google Suite, Stripe, PayPal)

However, no data transmission or storage system is guaranteed to be entirely secure.

8. Disclosure of Personal Information

We may disclose personal information to the following categories of third parties for legitimate business purposes:

  1. Service Providers:

    • Payment processors (Stripe, PayPal, Zelle)

    • CRM and workflow systems (Dubsado)

    • Email and document services (Google Suite)

    • Analytics services (Google Analytics)

  2. Professional Advisors:

    • Accountants, attorneys, and consultants, where disclosure is necessary.

  3. Legal Authorities:

    • When required by law, subpoena, or other legal process.

We do not sell personal information.

9. Children’s Privacy

Our Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from anyone under 16. If we become aware that such information has been collected, we will delete it promptly.

10. Your Rights and Choices

Depending on applicable jurisdiction, you may have the right to:

  • Request access to the personal information we maintain about you

  • Request correction of inaccurate information

  • Request deletion of your information, subject to legal requirements

  • Withdraw consent where processing is based on consent

  • Request information regarding our data practices

To exercise these rights, please contact us using the details below. We may require verification of your identity before responding.

11. International Transfers

If we process data of individuals located outside the United States, we may transfer such data to the U.S., where data protection laws may differ. In such cases, we take reasonable steps to ensure an adequate level of protection.

12. Changes to This Policy

We may update this Policy periodically. When changes are made, the “Last Updated” date will be revised. Continued use of our website or Services following such changes constitutes acceptance of the updated Policy.

13. Contact Information

If you have questions regarding this Privacy Policy or our data practices, please contact:

Smiling Toad Films
Chicago, IL
Email: info@smilingtoad.com