Privacy Policy
Landmark Event Solutions (we, our, us) is committed to protecting and respecting the personal information of our clients, event attendees, vendors, speakers, sponsors, and partners (you, your). This Privacy Policy contains details on the types of information that is collected and recorded by Landmark Event Solutions and how it is used in compliance with applicable privacy regulations, including Canada’s PIPEDA and other relevant data protection laws. If you have additional questions or require more information about our Privacy Policy, do not hesitate to
contact:
Privacy Officer
Landmark Event Solutions
info@landmarkeventsolutions.com
Landmark Event Solutions collects personal information from clients, event attendees, vendors, speakers, sponsors, and partners in order to plan, coordinate, produce, and deliver exceptional event experiences tailored to your specific needs, preferences, and requirements.
What information do we collect?
The following personal information is collected during our event planning, coordination, and execution processes:
Client and Event Attendee Information:
- Full name
- Job title and position level
- Company or organization name
- Email address
- Phone number (mobile and/or office)
- Mailing address
- City, province/state, and postal/zip code
- Country of residence
- Dietary restrictions and food allergies
- Accessibility needs and accommodation requirements
- Emergency contact information
- Event preferences and interests
- Registration and attendance history
- Payment and billing information
Vendor and Supplier Information:
- Business name and registration details
- Contact person information
- Service categories and specializations
- Pricing and contract information
- Performance history and ratings
- Insurance and certification details
Speaker and Entertainment Information:
- Professional biography and credentials
- Headshots and promotional materials
- Speaking topics and expertise areas
- Technical requirements and preferences
- Travel and accommodation needs
- Honorarium and payment details
Payment Processing: Credit card and payment information is processed securely through our trusted payment processors, including Stripe, PayPal, and other certified payment gateways. Payment details are not stored on our systems and are only used to process transactions on a per-event basis. Our payment processors’ privacy policies can be found at their respective websites.
Digital and Technical Information:
- Website usage data and analytics
- IP address and browser information
- Device type and operating system
- Social media interactions and engagement
- Email open rates and click-through data
- Event app usage and interaction data
What do we use your personal information for?
We use the personal information we collect to:
Event Planning and Coordination:
- Design and customize events according to your specific requirements and preferences
- Coordinate logistics, including venue selection, catering, transportation, and accommodation
- Manage event registration, ticketing, and attendee communications
- Facilitate networking opportunities and matchmaking between attendees
- Ensure compliance with accessibility requirements and dietary restrictions
Service Delivery and Operations:
- Provide, operate, and maintain our event planning services and website
- Process payments and manage billing for our services
- Coordinate with vendors, suppliers, and service providers on your behalf
- Manage contracts and agreements with all event stakeholders
- Provide customer service and technical support
Communication and Marketing:
- Communicate with you about your events, including updates, changes, and important information
- Send promotional materials about our services and upcoming events
- Share industry insights, trends, and best practices through newsletters and communications
- Conduct surveys and gather feedback to improve our services
- Maintain ongoing relationships with clients, vendors, and partners
Business Development and Improvement:
- Develop new services, features, and event concepts
- Analyze event performance and attendee satisfaction
- Improve and personalize our service offerings
- Understand market trends and client needs
- Conduct research and development for innovative event solutions
Who will your personal information be shared with?
We request your consent to collect personal information when you engage our services or register for events we manage.
Event Stakeholders: With your consent, we may share relevant personal information with:
- Event venues and their staff for logistical coordination
- Catering companies and food service providers for dietary accommodations
- Transportation providers for travel arrangements
- Accommodation providers for booking and special requests
- Audio-visual and technical service providers for event production
- Security personnel and emergency services as required for safety
Professional Partners: We may share information with trusted professional partners including:
- Co-event planners and collaborating agencies
- Speakers, entertainers, and presenters (with mutual consent)
- Sponsors and exhibitors (only with explicit attendee consent)
- Photography and videography professionals for event documentation
- Marketing and public relations agencies for event promotion
Legal and Regulatory Requirements: We may disclose personal information when required by law, regulation, or legal process, or when necessary to:
- Comply with court orders, subpoenas, or government investigations
- Protect our legal rights and interests
- Ensure the safety and security of event participants
- Prevent fraud or other illegal activities
Consent and Opt-Out Options: Consenting to share your personal information with third parties is often optional within our service agreements and event registration processes. You can typically opt out of sharing your information for marketing purposes while still receiving essential event-related communications.
Data Security and Protection
Landmark Event Solutions implements comprehensive security measures to protect your personal information:
Technical Safeguards:
- Encrypted data transmission and storage
- Secure servers with regular security updates
- Multi-factor authentication for staff access
- Regular security audits and vulnerability assessments
- Backup and disaster recovery procedures
Administrative Safeguards:
- Staff training on privacy and data protection
- Access controls limiting who can view personal information
- Confidentiality agreements with all employees and contractors
- Regular review and updating of privacy policies and procedures
- Incident response plans for potential data breaches
Physical Safeguards:
- Secure office facilities with controlled access
- Locked filing cabinets for physical documents
- Secure disposal of sensitive documents
- Clean desk policies for staff workstations
Data Retention and Disposal
We retain personal information only as long as necessary to fulfill the purposes for which it was collected:
Active Client Relationships: Information is retained throughout the duration of our business relationship and for a reasonable period afterward to address any follow-up needs or inquiries.
Event Records: Event-related information is typically retained for 3-7 years after the event date for reference, follow-up services, and potential future events.
Financial Records: Payment and billing information is retained according to applicable accounting and tax requirements, typically 7 years.
Marketing Communications: Contact information for marketing purposes is retained until you opt out or request removal from our communications.
When personal information is no longer needed, it is securely disposed of through:
- Permanent deletion of digital files
- Secure shredding of physical documents
- Certified destruction of storage media
- Documentation of disposal activities
Cookies and Web Technologies
The Landmark Event Solutions website and event platforms use various web technologies to enhance user experience:
Cookies: Small text files stored on your device to remember your preferences, login status, and browsing history. These help us customize your experience and improve our website functionality.
Web Beacons: Small graphic images used to track email opens and website visits, helping us understand engagement with our communications and content.
Analytics Tools: We use services like Google Analytics to understand website usage patterns, popular content, and user behavior to improve our services.
Social Media Integration: Our website may include social media plugins and sharing buttons that may collect information about your interactions with social platforms.
Cookie Management: You can control cookie settings through your browser preferences. However, disabling certain cookies may limit website functionality and your user experience.
International Data Transfers
Landmark Event Solutions may work with international clients, vendors, and service providers. When personal information is transferred across borders, we ensure appropriate safeguards are in place:
- Adequacy decisions recognizing equivalent privacy protection
- Standard contractual clauses approved by relevant authorities
- Certification schemes and codes of conduct
- Explicit consent for specific transfers when required
Your Privacy Rights
Depending on your location and applicable privacy laws, you may have the following rights regarding your personal information:
Access Rights: Request copies of the personal information we hold about you and understand how it is being used.
Correction Rights: Request corrections to inaccurate or incomplete personal information.
Deletion Rights: Request deletion of your personal information when it is no longer necessary for the original purpose or when you withdraw consent.
Portability Rights: Request transfer of your personal information to another service provider in a structured, commonly used format.
Objection Rights: Object to processing of your personal information for marketing purposes or other specific uses.
Restriction Rights: Request limitation of processing in certain circumstances while maintaining the information in our systems.
To exercise these rights, please contact our Privacy Officer using the contact information provided at the beginning of this policy.
Children’s Information
Landmark Event Solutions does not knowingly collect personal information from children under the age of 13 without parental consent. Our services are primarily designed for business and professional events. If you believe a child has provided personal information through our website or services, please contact us immediately, and we will take prompt action to remove such information from our records. For events that may include children or family members, we work with parents and guardians to ensure appropriate consent and protection measures are in place.
Changes to This Privacy Policy
This Privacy Policy may be updated periodically to reflect changes in our practices, services, or applicable laws. We will notify you of significant changes through:
- Email notifications to registered users
- Prominent notices on our website
- Direct communication during active event planning processes
The effective date of any changes will be clearly indicated, and continued use of our services after changes take effect constitutes acceptance of the updated policy.
Contact Information and Complaints
If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact:
Privacy Officer
Landmark Event Solutions
66 Pacific Avenue
Toronto, Ontario
Email: info@landmarkeventsolutions.com
We are committed to resolving privacy concerns promptly and fairly. If you are not satisfied with our response, you may have the right to file a complaint with your local privacy regulatory authority.
Effective Date: Thursday, June 5, 2025
Last Updated: Thursday, June 5, 2025
This Privacy Policy demonstrates Landmark Event Solutions’ commitment to protecting your personal information while delivering exceptional event experiences. We continuously review and improve our privacy practices to maintain your trust and meet evolving regulatory requirements.