Privacy notice

Who we are

Palette Pro Studios Inc. runs this portal. For privacy questions contact Muhammad Danish Syed at hello@palettepro.ca.

What we collect

• Your name, job title, company and email address (and phone number, if we hold one), entered by the studio so you can open your project.
• A sign-in session, so you stay signed in on your device.
• When you approve a version: the time, your IP address, your browser details, the version you were shown and the approval wording. This is kept as a record of the approval.
• Feedback notes and timecodes you write, review screenshots you upload, and messages you send in the portal.
• Media files and file names you upload for your project.
• Technical records of sign-in attempts, used only to protect the portal from abuse.

Why we use it

To run your project: reviews, approvals, file exchange, messages, and the notices that point you to them. We do not use your data for marketing and we do not sell it.

Email notices

Sign-in links and notices contain a link to the portal and no project details. We do not track whether you open or click them.

Who processes it for us

• Supabase: database, sign-in and screenshot storage. Located in Canada.
• Cloudflare: runs the portal and handles its traffic across a global network, and holds encrypted backups in North America.
• Resend: sends the sign-in links and notices. Located in the United States. It receives your email address, the subject and the message text.
• Filemail: receives the media files you upload. Files are stored on servers in the United States, the European Union or Norway, by default in the region of the person uploading.
• GitHub: runs our backup jobs. Backups are encrypted before they leave our systems.

Where it is stored

The portal database is stored in Canada. Sign-in and notice emails are processed in the United States. Uploaded media may be stored in the United States, the European Union or Norway. Requests pass through Cloudflare's global network.

How long we keep it

• Your contact details and portal access: 7 years after your last project ends, or earlier if you ask and we have no legal reason to keep them.
• Approval records: 7 years after the project ends.
• Feedback, notes and messages: 2 years after the project closes.
• Review screenshots: 1 year after the project closes.
• Notice records: 90 days.
• Encrypted backups: daily backups 35 days, monthly backups 400 days.
• Uploaded media: until the transfer expires in Filemail.
• Activity and audit records keep only internal identifiers and are not erased individually.

Your rights

You may ask to see the personal information we hold about you, to correct it, or to withdraw your consent and have it erased. Write to hello@palettepro.ca. We reply within 30 days. We may need to keep some records, for example an approval record for an open claim, and we will tell you if so.

Security

Connections are encrypted. Approvals need a fresh second check. Backups are encrypted. Uploads are checked and served as downloads.

Cookies and local storage

The portal uses only the cookies that keep you signed in, and a note in your browser that lets a broken upload resume. There are no analytics or advertising cookies.

Changes to this notice

Last updated 2 October 2026. We will change this date whenever the notice changes.