Privacy Policy

Last updated: January 1, 2025

TrueNorth EventSquad ("we," "us," or "our") is committed to protecting your personal information. This Privacy Policy explains what personal data we collect, how we use it, how we protect it, and what rights you have in relation to your data. This Policy applies to all users of our website at truenortheventsquad.com and to individuals who engage our services.

We are based at 92 Malmsbury Ave, Winnipeg, MB R2N 2V1, Canada, and can be reached at info@truenortheventsquad.com or +1 204 021 6331.

1. Information We Collect

1.1 Information You Provide Directly

When you submit an enquiry form, request a quote, or communicate with us, we collect:

• Full name
• Email address
• Phone number (if provided)
• Event details (type, date, venue, guest count)
• Any additional information you choose to include in your message

1.2 Information Collected Automatically

When you visit our Website, we may automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type and version
• Device type and operating system
• Pages visited and time spent on the Website
• Referring URLs

This information is collected via cookies and similar tracking technologies. Please see our Cookie Policy for full details.

2. How We Use Your Information

We use your personal information for the following purposes:

• Service delivery: To respond to your enquiry, prepare quotes, and coordinate your event booking.
• Communication: To send booking confirmations, invoices, and pre-event coordination details.
• Marketing (with consent): To send occasional updates about our services, if you have opted in to marketing communications. You may withdraw this consent at any time by emailing info@truenortheventsquad.com.
• Legal compliance: To comply with applicable laws, regulations, and legal processes.
• Website improvement: To analyse site usage and improve user experience, using aggregated and anonymised data.

3. Legal Basis for Processing (GDPR / PIPEDA)

Where applicable privacy legislation requires us to identify a lawful basis for processing:

• Contract performance: Processing your data to prepare and fulfil a service booking.
• Legitimate interests: Improving our services, ensuring Website security, and managing our business operations.
• Consent: Where you have explicitly consented, such as for marketing communications or analytics cookies.
• Legal obligation: Where we are required to process data to comply with a legal obligation.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your data in the following limited circumstances:

• Service providers: Third-party vendors who process data on our behalf (e.g., our database host, email platform) under contractual data processing agreements.
• Legal requirements: Where disclosure is required by applicable law, court order, or legitimate governmental authority.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity, subject to the same level of protection.

5. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Enquiry data from non-clients is retained for 12 months. Booking-related records are retained for 7 years in accordance with Canadian tax and business record requirements.

6. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, disclosure, alteration, or destruction. These measures include encrypted data storage, access controls, and secure HTTPS transmission. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Subject to applicable law, you have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your personal data, subject to legal retention requirements.
• Objection: Object to certain processing activities, including direct marketing.
• Portability: Request a structured, machine-readable copy of your data where technically feasible.
• Withdrawal of consent: Withdraw any previously given consent at any time.

To exercise any of these rights, please contact us at info@truenortheventsquad.com. We will respond within 30 days.

8. Cookies

Our Website uses cookies to function correctly and to collect analytics data. For detailed information about the cookies we use and how to control them, please read our Cookie Policy.

9. Third-Party Links

Our Website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies independently.

10. Children's Privacy

Our Website is not directed at individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe a minor has submitted personal data to us, please contact us immediately and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with a revised effective date. We encourage you to review this Policy regularly. For material changes, we may notify clients directly by email.

12. Contact and Complaints

For any privacy-related questions or concerns, please contact our Privacy Officer:

• TrueNorth EventSquad — Privacy Officer
• 92 Malmsbury Ave, Winnipeg, MB R2N 2V1, Canada
• Email: info@truenortheventsquad.com
• Phone: +1 204 021 6331

You also have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca if you believe your privacy rights have been violated.