This privacy policy explains how CS-CAN|INFO-CAN (“we,” “us,” or “our”) collects, uses, discloses, and protects your personal information when you visit cscan-infocan.ca (the “Site”). This policy applies to all information collected through the Site, including through event registration, ticket purchases, and analytics tools. We are committed to protecting your privacy in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

1.1 Information You Provide to Us

We collect personal information that you voluntarily provide when you interact with our Site, including:

• Contact information: name, email address, phone number, and mailing address.
• Professional information: job title, organization, and industry.
• Conference registration details: dietary preferences or restrictions, accessibility needs, and special requests related to your participation.
• Demographic information: gender, age, and nationality (optional, for conference registration).
• Payment information: billing name, billing address, and email provided during ticket purchases. Credit card details are collected and processed directly by our payment processor, Stripe, and are never stored on our servers.
• Order information: purchase history, order details, and shipping information processed through our e-commerce platform.
• Communications: any messages, questions, or feedback you send us via email or through the Site.

1.2 Information Collected Automatically

When you visit our Site, certain information is collected automatically through cookies, tracking technologies, and similar tools. This includes:

• Device and browser information: IP address, browser type and version, operating system, device type, and screen resolution.
• Usage data: pages visited, time spent on pages, referring URLs, click patterns, and navigation paths.
• Session recordings and behavioral data: mouse movements, clicks, scrolling behavior, and interactions with page elements. This data is anonymized and does not capture keystrokes in text fields.

2. Analytics and Tracking Tools

We use third-party analytics and search performance tools to understand how visitors use our Site and to improve your experience. These tools are provided by established technology companies and may collect the following types of data:

• Website analytics services: These services use cookies to collect anonymized usage data including page views, session duration, geographic location (country/city level), device information, and audience demographics.
• Behavioral analytics services: These services record anonymized session replays, heatmaps, and behavioral data to help us understand how visitors interact with the Site. They capture mouse movements, clicks, and scroll behavior but do not record text typed into form fields.
• Search performance tools: These services provide data about how the Site appears in search engine results, including search queries, click-through rates, and indexing status. They do not collect personal information from visitors directly.

Each of these third-party providers operates under its own privacy policy. If you would like to know which specific services we use, please contact us at info@cscan-infocan.ca.

3. Cookies and Similar Technologies

Our Site uses cookies and similar tracking technologies. Cookies are small text files stored on your device that help us provide and improve our services. The types of cookies we use include:

• Strictly necessary cookies: Required for the Site to function properly, including session management, shopping cart functionality, and security features.
• Analytics cookies: Used by our third-party analytics providers to collect information about how you use the Site, such as which pages you visit and how long you spend on them. This data helps us improve the Site.
• Functional cookies: Enable enhanced functionality and personalization, such as remembering your preferences.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect your experience on the Site, including the ability to complete purchases.

4. How We Use Your Information

We use the information we collect for the following purposes:

• To process transactions: including conference ticket sales, event registrations, and order fulfillment.
• To communicate with you: including sending registration confirmations, order receipts, event updates, and responding to your inquiries.
• To improve our Site: analyzing usage patterns and visitor behavior through our analytics tools to enhance the user experience.
• To accommodate your needs: processing dietary preferences, accessibility requests, and other special requirements for events.
• To send marketing communications: informing you about upcoming events, new services, or changes to our policies. You may opt out of marketing communications at any time.
• To comply with legal obligations: meeting our requirements under applicable Canadian laws and regulations.

5. Third-Party Service Providers

We share your information with the following categories of third-party service providers, solely for the purposes described in this policy:

• Payment processing: Stripe processes all credit card transactions on our behalf. Your payment card details are transmitted directly to Stripe and are subject to Stripe’s privacy policy (stripe.com/privacy). We do not store your credit card information on our servers.
• E-commerce platform: Our online store platform processes and stores order data (name, address, email, purchase history) to facilitate transactions and order management.
• Analytics providers: Third-party analytics and behavioral analytics services receive anonymized usage data as described in Section 2.
• Event-related third parties: We may share your registration information with event organizers, sponsors, and service providers (such as caterers) as necessary to facilitate conference operations. These parties are required to use your information only for the specified purposes.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Specifically:

• Transaction records and order data are retained for a minimum of seven years for tax and accounting purposes.
• Analytics data is retained according to the default retention periods set by each analytics provider (typically 14 to 26 months).
• Conference registration data is retained for the duration necessary to administer the event and for reasonable follow-up, after which it is securely deleted or anonymized.
• Marketing contact information is retained until you opt out or request deletion.

7. Your Rights and Choices

Under PIPEDA, you have the following rights regarding your personal information. You may exercise these rights at any time by contacting us at info@cscan-infocan.ca:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct any inaccurate or incomplete personal information.
• Deletion: Request that we delete your personal information, subject to any legal obligations requiring us to retain it.
• Withdraw consent: Withdraw your consent to the collection, use, or disclosure of your personal information. Note that withdrawing consent may affect your ability to use certain features of the Site.
• Opt out of marketing: Unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us directly.
• Manage cookies: Adjust your browser settings to refuse or delete cookies.

8. Security

We take reasonable precautions to protect your personal information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:

• SSL/TLS encryption for all data transmitted between your browser and our Site.
• Direct, encrypted transmission of payment data to our payment processor (credit card details never touch our servers).
• Access controls limiting employee access to personal information on a need-to-know basis.
• Secure hosting environments for our servers and databases.

While we strive to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

9. Data Breach Notification

In the event of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify the Office of the Privacy Commissioner of Canada and affected individuals as soon as feasible, in accordance with PIPEDA. We will also notify any other organizations that may be able to reduce the risk of harm.

10. Children’s Privacy

Our Site is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.

11. Changes to This Policy

We reserve the right to update or modify this privacy policy at any time and for any reason, including to reflect changes in our practices, technologies, legal requirements, or business operations. Changes take effect immediately upon posting the revised policy on the Site.

When we make changes, we will update the “Last updated” date at the top of this policy. We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of the Site after any changes to this policy constitutes your acceptance of those changes.

12. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or our handling of your personal information, please contact us at:

CS-CAN|INFO-CAN

Email: info@cscan-infocan.ca

 

Appendix: Personal Information Collection Statement for Conference Registration

In addition to the information described in the main policy above, this statement applies specifically to individuals registering for CS-CAN|INFO-CAN conferences and events.

Consentement : En fournissant vos informations personnelles au cours de la procédure d'inscription, vous consentez à la collecte, à l'utilisation et à la divulgation de vos informations comme indiqué dans la présente déclaration. Vous pouvez retirer votre consentement à tout moment en nous contactant à l'adresse suivante : info@cscan-infocan.ca

Additional Information Collected for Events

• Dietary preferences or restrictions: collected for catering purposes.
• Special accommodation requests: collected to ensure accessibility and a positive experience.
• Demographic information (optional): gender, age, and nationality, collected for reporting and program improvement.

Event-Specific Disclosure

Your registration information may be shared with event organizers, sponsors, and service providers (such as venue staff and caterers) as necessary to facilitate the conference. These parties are contractually required to use your information only for the purposes specified and to maintain appropriate privacy protections.

Thank you for your trust in CS-CAN|INFO-CAN. If you have any questions regarding the collection or use of your personal information, please contact us at info@cscan-infocan.ca