Effective / last updated: August 12, 2026
This Privacy Policy explains how Canada AI Week (operating as Canada AI Week™) collects, uses, discloses, retains and safeguards personal information in connection with the Canada AI Week™ website, registrations, ticketing, event operations, applications, partnerships, communications and related services. It is intended to provide clear, accessible information about our privacy practices and should be read together with any just-in-time notice presented when information is collected.
1. Scope
This policy applies to personal information under our control collected through Canada AI Week™ websites, online forms, ticketing and registration systems, event operations, customer support, marketing communications and related services. It does not govern the independent privacy practices of third-party websites or services that we do not control.
2. Accountability
Canada AI Week is responsible for personal information under its control. We use policies, procedures and service-provider controls designed to support appropriate handling of personal information. Privacy questions, access or correction requests, and complaints can be submitted through [email protected].
3. Personal information we may collect
The information we collect depends on how you interact with us and may include:
- Identity and contact information — name, email address, telephone number, organization, job title, mailing or business address and similar identifiers;
- Registration and ticket information — pass type, attendee details, order number, registration preferences, credential status, check-in status and event-access information;
- Transaction information — purchase amount, currency, billing details, transaction status and payment-provider references. Complete payment-card numbers and card security codes are intended to be handled by the configured payment processor rather than stored directly by Canada AI Week™;
- Professional and application information — speaker applications, biographies, headshots, session proposals, partnership inquiries, sponsor information, startup submissions, media inquiries and supporting materials;
- Communications and preferences — correspondence, support requests, survey responses, newsletter preferences, consent records and unsubscribe requests;
- Technical and usage information — IP address, browser and device type, referring pages, cookie or similar identifiers, approximate location inferred from network information, security logs and website usage information;
- Event participation information — badge or credential data, accessibility or dietary information you choose to provide, session selections, networking preferences and photographs or audiovisual recordings where event notices indicate that recording may occur.
4. How we collect information
We may collect information directly from you when you visit the website, register, purchase a ticket, subscribe, submit a form, apply to speak, propose an event, contact us or attend an event. We may also receive limited information from service providers that support payment processing, ticketing, email delivery, analytics, security, event production or other functions, and from publicly available professional sources where appropriate for legitimate event outreach.
5. Purposes for collection and use
We may collect and use personal information to:
- operate, secure, maintain and improve the Canada AI Week™ website and event experience;
- process registrations, ticket orders, payment confirmations, credentials, check-in and attendee support;
- administer speaker, partner, sponsor, startup, media and community-event applications or submissions;
- provide programme, schedule, venue, safety and operational communications;
- respond to inquiries and provide customer service;
- send newsletters or promotional messages where we have consent or another lawful basis to do so;
- measure website performance and engagement where analytics tools are enabled;
- prevent fraud, abuse, unauthorized access, duplicate credentials and other security issues;
- maintain accounting, tax, audit, contractual and transaction records; and
- comply with legal obligations, resolve disputes, enforce agreements and protect rights, safety and integrity.
6. Consent and meaningful choices
Where consent is required, we seek consent appropriate to the sensitivity of the information and the identified purpose. You may withdraw consent for future optional uses, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to provide a service that depends on the information. If we identify a materially new purpose requiring consent, we will seek additional consent where required.
7. Email, newsletters and commercial electronic messages
Where applicable, promotional electronic messages are sent in accordance with Canada’s anti-spam requirements. We maintain records of consent where required, identify the sender and provide an unsubscribe mechanism. You may unsubscribe from promotional communications at any time. We may continue to send non-promotional communications that are reasonably necessary to administer a transaction, registration, security matter or service you requested.
8. Cookies and similar technologies
We may use cookies, local storage and similar technologies for essential site operation, security, authentication, preferences, performance measurement and, where enabled, analytics or marketing. Essential technologies may be necessary for requested functions. Where appropriate, optional technologies will be addressed through notices or preference controls. Browser settings may also allow you to manage cookies, although disabling essential technologies can affect site functionality.
9. Payments
Ticket and other payments may be processed by third-party payment providers configured for the website. Those providers receive information necessary to authorize, settle and administer transactions and operate under their own terms, privacy notices and security requirements. Canada AI Week™ does not intend to store raw card security codes or complete payment-card numbers in WordPress.
10. Service providers and disclosures
We may provide personal information to service providers that perform functions on our behalf, including website hosting, cloud storage, analytics, email delivery, customer support, payment processing, ticketing, credentialing, venue operations, event production and security. We seek to use providers appropriate to the sensitivity of the information and the services involved. We may also disclose information where permitted or required by law, to investigate suspected fraud or misuse, to protect rights or safety, in connection with a proposed or completed organizational transaction, or with your consent.
11. Event photography, video and recordings
Canada AI Week™ events may include photography, livestreaming, video or audio recording. Event signage, registration notices, ticket terms or specific release language may provide additional information. Where permitted, event content may be used for editorial, archival, reporting and promotional purposes. Reasonable accommodation requests concerning event recording may be considered where operationally feasible and required by applicable law.
12. Networking and attendee information
If we offer an attendee directory, matchmaking tool, networking platform or lead-sharing feature, we will describe the information involved and available choices. Purchasing a ticket alone does not authorize us to publicly publish private contact information. Information intentionally shared by an attendee through a networking feature may be visible to the recipients selected through that feature.
13. Processing outside your province or Canada
Some service providers may process or store information in another province or outside Canada. Information processed in another jurisdiction may be subject to that jurisdiction’s laws and lawful-access requirements. We remain responsible for personal information under our control and use contractual, organizational or other measures appropriate to the circumstances when engaging service providers.
14. Retention and disposal
We retain personal information only for as long as reasonably necessary for the identified purposes, event operations, dispute resolution, accounting or tax requirements, security and legal obligations. Retention periods may vary by record type. When information is no longer required, we take reasonable steps to delete, destroy or anonymize it, subject to legitimate backup, archival and legal-retention requirements.
15. Safeguards
We use administrative, technical and organizational safeguards designed to protect personal information against loss, theft and unauthorized access, disclosure, copying, use or modification. Measures may include access controls, role-based permissions, secure hosting, encryption in transit where supported, software updates, logging, vendor controls and staff procedures. No internet transmission or storage system can be guaranteed to be completely secure.
16. Privacy and security incidents
We maintain processes to assess and respond to suspected privacy or security incidents. Where applicable law requires notification, reporting or recordkeeping in relation to a breach of security safeguards, we will take the steps required in the circumstances.
17. Access, correction and complaints
Subject to applicable law and permitted exceptions, you may request access to personal information we hold about you, ask how it has been used or disclosed, and request correction of inaccurate or incomplete information. We may need to verify identity before completing a request. You may also raise a concern or challenge our compliance with this policy through [email protected].
18. Children and attendees below the age of majority
Some Canada AI Week™ programmes may be open to students or younger attendees. Where a purchase, consent or disclosure requires a parent or guardian under applicable law or event rules, we may require that authorization. We do not knowingly seek more personal information from younger attendees than is reasonably necessary for the relevant programme or service.
19. Third-party websites and services
Our website may link to payment services, social networks, maps, video platforms, venue systems or other third-party services. Those third parties are responsible for their own privacy practices. We encourage you to review their notices before providing information directly to them.
20. Changes to this Privacy Policy
We may update this policy to reflect changes to our services, event operations, technology, service providers or legal obligations. The effective date at the top identifies the current version. Where required, material changes will be communicated through the website or another appropriate channel.
21. Contact
Privacy questions, access or correction requests, and privacy complaints may be submitted through [email protected]. Please provide enough information for us to understand and respond to your request.