Privacy Policy

Last Updated: August 20, 2025

1. Introduction

MossyMedia Communications Inc. (“MossyMedia,” “we,” “us,” or “our”) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.mossymedia.ai or use our earned media services.

This Privacy Policy applies to all users of our website and services, including clients who subscribe to our services and website visitors who interact with our site.

Contact Information: MossyMedia Communications Inc.
1100-1200 West 73rd Ave
Vancouver, BC, Canada V6P 6G5
Email: Contact us through our website contact form
Privacy Contact: Terry Johnston, General Manager

2. Legal Basis and Compliance

We comply with applicable privacy laws including:

  • PIPEDA (Personal Information Protection and Electronic Documents Act) – Canada
  • GDPR (General Data Protection Regulation) – European Union
  • CCPA (California Consumer Privacy Act) – California, USA

3. Information We Collect

3.1 Client Information

When you subscribe to our services, we collect:

  • Name and company name
  • Email address
  • Phone number
  • Business address
  • Industry and business information
  • Communication preferences

3.2 Website Visitor Information

When you visit our website, we may collect:

  • Contact form submissions (first name and email address)
  • Website usage data through Google Analytics
  • Technical information through cookies and similar technologies
  • IP address and browser information

3.3 Journalist Information

For our earned media services, we collect publicly available information about journalists including:

  • Names and professional email addresses
  • Publication affiliations
  • Professional social media profiles (LinkedIn, Twitter/X)
  • Areas of coverage/beat information

This information is sourced from:

  • Publicly available news sources and publications
  • Professional networking platforms
  • Email verification tools (such as Hunter.io)
  • Contact enrichment services (such as Apollo)

3.4 Payment Information

Payment processing is handled by Stripe through WooCommerce. We do not directly collect or store payment card information. Please refer to Stripe’s Privacy Policy for information about how they handle payment data.

4. How We Use Your Information

4.1 Service Provision

We use your information to:

  • Provide our earned media services
  • Create and send media pitches on your behalf
  • Facilitate communications with journalists
  • Manage your subscription and account
  • Provide customer support

4.2 Communication

We use your contact information to:

  • Respond to your inquiries and support requests
  • Send service-related notifications
  • Provide marketing communications (with your consent)
  • Send updates about our services

4.3 Website Functionality

We use website data to:

  • Improve website performance and user experience
  • Analyze website usage patterns
  • Ensure website security and functionality

4.4 AI-Assisted Services

We may use artificial intelligence services (including OpenAI and Anthropic) to:

  • Assist in creating media pitches
  • Analyze your company’s website and public information
  • Improve our service delivery

When using AI services, we may provide your website URL for analysis but do not send personal data directly to these platforms.

5. Information Sharing and Disclosure

5.1 Third-Party Service Providers

We share information with trusted third-party service providers who assist in our operations:

Instantly.ai – Email management and CRM functionality

  • Privacy Policy: https://instantly.ai/privacy
  • You control what data is shared when you accept their service invitation

Cal.com – Calendar scheduling functionality

  • Privacy Policy: https://cal.com/privacy
  • You control what data is shared when you accept their service invitation

Zoho CRM – Customer relationship management

  • Only basic contact information is stored
  • Servers located in US, Europe, China, India, and Australia

Google Cloud – Data storage and hosting

  • Servers located in the United States
  • Subject to Google’s security and privacy protections

Google Analytics – Website analytics

  • Anonymized usage data only
  • You can opt out through cookie preferences

5.2 Legal Requirements

We may disclose information when required by law, court order, or governmental request, or to protect our rights, property, or safety.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

  • SSL encryption for data transmission
  • Secure hosting with Hostinger
  • Stripe’s security systems for payment processing
  • Regular security assessments and updates
  • Access controls and employee training

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information for as long as necessary to provide our services and comply with legal obligations:

  • Client data: Retained for business continuity purposes, but we may implement shorter retention periods to comply with privacy laws
  • Website contact form data: Retained indefinitely unless shorter periods are required for compliance
  • Journalist data: Retained indefinitely as it consists of publicly available professional information
  • Service data: 30 days after account termination (as specified in our Terms of Service)

8. Your Rights and Choices

8.1 Access and Portability

You have the right to:

  • Request access to the personal information we hold about you
  • Receive a copy of your personal information in a portable format
  • Request corrections to inaccurate information

8.2 Deletion and Restriction

You may request that we:

  • Delete your personal information (right to be forgotten)
  • Restrict processing of your information
  • Object to certain types of processing

8.3 Marketing Communications

You can:

  • Unsubscribe from marketing emails using the unsubscribe link
  • Update your communication preferences
  • Opt out of marketing communications at any time

8.4 Cookie Preferences

You can:

  • Accept or reject optional cookies through our cookie consent banner
  • Modify your cookie preferences at any time
  • Disable cookies through your browser settings (may affect website functionality)

8.5 Journalist Opt-Out

Journalists can request removal from our database by:

  • Using the opt-out link in any email communication
  • Contacting us directly through our website

9. International Data Transfers

Some of our service providers are located outside of Canada, including in the United States. When we transfer personal information internationally, we ensure appropriate safeguards are in place, though we rely on the adequacy decisions and standard practices of our service providers.

10. Cookies and Tracking Technologies

10.1 Types of Cookies We Use

  • Essential Cookies: Required for website functionality and navigation
  • Analytics Cookies: Google Analytics to understand website usage (optional)
  • Session Cookies: To maintain your session and improve user experience

10.2 Cookie Management

You can manage cookie preferences through our cookie consent banner or your browser settings. Rejecting certain cookies may limit website functionality.

11. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we discover we have collected information from a child, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by:

  • Posting the updated policy on our website
  • Sending email notification to registered users
  • Updating the “Last Updated” date at the top of this policy

13. How to Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, please contact:

Terry Johnston, General Manager
MossyMedia Communications Inc.
1100-1200 West 73rd Ave
Vancouver, BC, Canada V6P 6G5

Contact Method: Use the contact form on our website at www.mossymedia.ai

We will respond to your inquiries within 30 days as required by applicable privacy laws.

14. Specific Rights by Jurisdiction

14.1 Canadian Residents (PIPEDA)

Under PIPEDA, you have the right to:

  • Know what personal information we collect and how we use it
  • Access your personal information
  • Request corrections to inaccurate information
  • Withdraw consent where applicable
  • File a complaint with the Privacy Commissioner of Canada

14.2 European Union Residents (GDPR)

Under GDPR, you have additional rights including:

  • Right to be forgotten (data deletion)
  • Right to data portability
  • Right to object to processing
  • Right to restrict processing
  • Right to lodge a complaint with your local supervisory authority

14.3 California Residents (CCPA)

Under CCPA, you have the right to:

  • Know what personal information we collect, use, and disclose
  • Request deletion of your personal information
  • Opt out of the sale of personal information (we do not sell personal information)
  • Non-discrimination for exercising your privacy rights

15. Effective Date

This Privacy Policy is effective as of August 20, 2025 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.

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