Privacy Policy

1. Who and what this policy covers

This policy explains how KeepUp Media Inc., based in Ontario, Canada ("KeepUp Media", "we", "us", or "our"), handles personal information when you visit keepupmedia.ca, use our linked strategy-session booking tools, or communicate with us about our own business. It covers prospective clients, business contacts, and website visitors.

It does not describe how a healthcare practice handles its patients' information. Where we process information on a client's behalf, that client's privacy notice and our agreement with the client govern that processing. Please contact the relevant practice about its patient records or patient communications.

2. Information we collect

• Information you provide: your name, email address, phone number, appointment details, and any practice information, questions, or other business information you choose to send us.
• Communications and preferences: correspondence, responses to your inquiries, and records of communication permissions and opt-out requests.
• Website and device information: IP address, browser and device characteristics, pages visited, referring websites, approximate location derived from IP address, and interaction or technical-error events.
• Advertising and browser identifiers: cookies and similar identifiers, campaign parameters, and ad-click information that help connect a visit or booking action to a campaign.

Our public booking forms do not ask for patient medical records. Please do not include medical histories, identifiable patient information, financial account details, or other sensitive material in an inquiry.

3. How we use information

• Respond to questions and assess how our services may fit your business.
• Arrange strategy sessions and manage appointment communications.
• Maintain business correspondence and communication preferences.
• Send marketing communications where you have consented or the law permits.
• Understand website use, diagnose errors, and improve content and usability.
• Measure campaign performance and support advertising and remarketing.
• Prevent misuse, protect the website, and meet applicable legal obligations.

4. Cookies, analytics, and embedded services

Our website uses cookies, local browser storage, pixels, and embedded services. These can collect information when a page or embedded service loads, as well as when you interact with it. Current tools include:

• GoHighLevel: hosts our booking form and supports contact and appointment management. Information entered in the scheduler is processed through that service. The booking flow also uses Cloudflare Turnstile to help prevent automated abuse.
• PostHog: helps us understand page visits, link and booking-button clicks, scrolling, form interaction events, and errors.
• Meta Pixel: receives website-event and browser-identifier information to measure advertising, attribute visits and conversions, and support relevant advertising on Meta services.
• YouTube: provides embedded videos. Loading or playing an embedded video can send device and interaction information to Google, even when a video uses YouTube's privacy-enhanced embed domain.

These providers may process information under their own policies as well as their agreements with us. Browser privacy settings can block or delete cookies and restrict some tracking. Blocking cookies or scripts may affect the scheduler, videos, or other features. An email or SMS unsubscribe request does not itself remove browser cookies or change advertising-platform preferences.

5. When information is shared

We disclose information to providers that support our website, hosting, booking, communications, analytics, security, and business administration as needed for those purposes. The advertising and embedded-media providers described above may also receive website information directly through their tools.

Information may also be disclosed when required by law, to respond to a lawful request, to establish or defend legal rights, or when you direct us to share it. If the business is reorganized or transferred, relevant records may be included subject to applicable privacy obligations and any notice or consent requirements. This does not itself authorize new uses of SMS consent.

6. Mobile information and SMS consent

If you opt in, KeepUp Media Inc. uses your mobile number to send the appointment reminders or marketing texts you selected. Permission for these categories is collected separately. We keep consent and opt-out records to manage your choices and document messaging permissions.

We do not sell, rent, or share your mobile information, including your phone number and SMS opt-in or consent records, with third parties or affiliates for their own marketing or promotional purposes. Messaging and customer-support providers may process the information needed to operate our program on our behalf; this does not permit them to use it for their own marketing or pass your SMS consent to other businesses. These restrictions also apply to the sharing arrangements described elsewhere in this policy.

Reply STOP to a text from us to opt out of our SMS program, or contact operations@keepupmedia.ca. You may receive a final opt-out confirmation. Reply HELP for assistance. Opting out of texts does not automatically unsubscribe you from email or change your browser's tracking settings. Additional messaging details are in our Terms of Service.

7. Where information is processed

Our service providers may store or process information outside your province or country, including in the United States. Information processed in another jurisdiction may be subject to that jurisdiction's laws and lawful access by its courts, law-enforcement agencies, or other public authorities. You can contact us about the providers involved in handling your information.

8. Retention and security

We retain information for the purposes described in this policy, including handling inquiries and appointments, maintaining business records, resolving disputes, and meeting legal requirements. The appropriate period depends on the type of record, our relationship with you, and applicable obligations. Information that is no longer needed should be deleted or de-identified.

Limited records of consent and opt-outs may be retained to document permissions and prevent further unwanted messages. You can ask us about retention of your records or request deletion, subject to applicable exceptions.

We use reasonable administrative, technical, and organizational safeguards appropriate to the information we handle. No online service or transmission method can guarantee complete security.

9. Your choices and privacy requests

You can contact us to ask what personal information we hold about you, request access or correction, ask about its use or disclosure, withdraw consent, or request deletion. Available rights and any exceptions depend on applicable law. Withdrawing consent may limit services that need the information, but does not undo processing already lawfully completed.

We may need to verify your identity before releasing or changing personal information. We will respond within the period required by applicable law and explain any request we cannot fulfill. If you have concerns, please contact us first; you may also raise a complaint with the privacy authority responsible for your jurisdiction.

To stop marketing emails, use the unsubscribe option in the email. To change browser tracking, use your browser's privacy controls and the advertising preferences offered by the relevant platform. These choices apply separately to each communication channel and device.

10. Children's information

Our website and strategy sessions are intended for adults acting in a business capacity, not children. If you believe a child has provided us with personal information, contact us so we can investigate and address it.

11. External websites

Links to other websites, social networks, and AI assistants take you to services with their own privacy practices. Information you provide directly to those services is subject to their policies. Review those policies before sharing personal or confidential information.

12. Updates to this policy

We may update this policy to reflect changes in our practices or legal requirements. The revision date appears at the top of the page. For significant changes, we will provide additional notice and obtain any further consent required by law. Publishing a revised policy does not itself authorize a new use of your information that requires consent.

13. Contact for privacy requests

For privacy questions, access or correction requests, deletion requests, withdrawal of consent, or complaints, contact our privacy team. Please describe your request and provide enough information to locate your records without including unnecessary sensitive details.