Privacy Policy

Ontario Collector Shows (“we”, “our”, “us”) operates collectorshows.ca and organizes collectibles events in Ontario. We are committed to protecting your privacy and handling personal information in a responsible manner consistent with Canadian federal law (PIPEDA) and applicable Ontario laws.

Effective date: Jan 12th, 2024

1) Scope

This policy explains how we collect, use, disclose, store, and protect personal information about:

• Event attendees, vendors, volunteers, and partners;
• Website visitors to collectorshows.ca;
• Individuals who provide contact details to receive event updates (including email addresses collected in person at our shows).

This policy does not apply to third‑party websites or services that we do not control.

2) What We Collect

We only collect personal information that is reasonably necessary for our event operations and communications. Depending on your interactions with us, we may collect:

• Contact information: name, email address, and (optionally) phone number;
• Event‑related information: vendor table bookings, preferences, and participation details;
• Communications: your inquiries and feedback by email or form submissions;
• Website analytics: limited technical data (e.g., IP address, browser type, pages visited) using cookies or similar technologies (see Cookies below).

Collection at events (in person). When you provide your email address at our shows (e.g., on a paper sign‑up sheet, tablet, or QR form), we collect it for the purpose of sending you event updates, vendor calls, and show reminders. We keep a record of how we obtained your consent, consistent with Canada’s Anti‑Spam Legislation (CASL).

We do not knowingly collect sensitive information (e.g., government ID numbers) and we do not knowingly collect personal information from children under 13.

3) Legal Basis / Consent (PIPEDA & CASL)

Under PIPEDA, we collect, use, and disclose personal information with your knowledge and consent for defined purposes. For email marketing, we comply with CASL, which requires:

• Your consent (express or implied) to receive commercial electronic messages;
• Clear identification of the sender and our contact information in each message; and
• A working unsubscribe mechanism processed within 10 business days.

Express consent

You may provide express consent by signing up through our website forms, scanning a QR code at events, ticking a box on a paper form, or otherwise explicitly agreeing to receive our emails.

Implied consent

If you have an existing business relationship with us (e.g., purchased tickets or rented a vendor table within the past 24 months), we may send limited updates within the implied consent period permitted by CASL. We will still include an unsubscribe option in every message.

You can withdraw your consent at any time by using the unsubscribe link in our emails or by contacting us (see Contact Us). Withdrawing consent does not affect emails that are strictly necessary to complete a transaction or provide a service you requested.

4) How We Use Personal Information (Purposes)

We use personal information to:

• Send event updates, vendor calls, reminders, and follow‑ups;
• Manage vendor bookings, table assignments, and event operations;
• Respond to inquiries and provide customer support;
• Administer promotions or surveys (where applicable);
• Improve our website, marketing, and event experience;
• Meet legal, regulatory, and risk‑management obligations.

We do not sell personal information.

5) Sharing & Disclosures

We may share personal information:

• With service providers who help us operate (e.g., email delivery platforms, payment processors, website hosting). We require them to protect your information and use it only for our instructions;
• As required by law, regulation, subpoena, or court order; and
• If we engage in a business transaction (e.g., reorganization or sale) as permitted by law.

Service provider locations. Some providers may process or store data outside Canada (e.g., the United States or the EU). Where this occurs, your information may be subject to the laws of those jurisdictions. We assess providers for appropriate safeguards.

6) Cookies & Website Analytics

We use cookies and similar technologies to operate our website and understand how visitors use it. You can control cookies through your browser settings. Disabling cookies may affect website functionality. If we use third‑party analytics tools, we configure them to collect aggregated or de‑identified information where possible.

7) Photos & Video at Events

We may take photos or short videos at our events to showcase the show atmosphere, vendors, and displays. These images may be used in our website and social media. Where a person is the focus of an image (as opposed to a general crowd shot), we aim to obtain consent and will honour removal requests (see Your Rights below).

Vendors who submit promotional images or logos for the show represent that they have the right to share those materials for our promotional use.

8) Retention

We retain personal information only as long as necessary for the purposes described in this policy or as required by law. For marketing lists, we typically retain your email until you unsubscribe or until the implied consent period expires under CASL, after which we remove or de‑identify your information.

9) Safeguards (Security)

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including:

• Access controls and need‑to‑know permissions;
• Secure storage with reputable providers;
• Encryption in transit for our website forms (HTTPS);
• Staff/volunteer awareness of privacy practices.

Despite safeguards, no method of transmission or storage is 100% secure. We monitor for issues and respond appropriately to potential incidents.

10) Your Rights & Choices (PIPEDA)

Subject to limited exceptions, you have the right to:

• Access your personal information we hold and obtain information about how it is used and disclosed;
• Request correction of inaccurate or incomplete information;
• Withdraw consent for marketing at any time (unsubscribe);
• Ask us to delete information that is no longer necessary for the stated purpose or required by law.

We may ask for reasonable verification of identity before processing requests. We respond within the timeframes set by PIPEDA.

11) How to Unsubscribe or Update Your Preferences (CASL)

• Click the unsubscribe link in any marketing email; or
• Contact us directly with your request (see Contact Us). We will process unsubscribe requests within 10 business days.

12) International Transfers

If we transfer personal information outside of Canada for processing (e.g., to an email service provider or cloud host), we take steps to ensure comparable protection through contractual and organizational measures. However, foreign laws may permit government or law‑enforcement access in those jurisdictions.

13) Third‑Party Links

Our website may link to third‑party sites we do not control. Their privacy practices are governed by their own policies.

14) Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. The Effective date will be updated, and material changes will be highlighted on our website where appropriate.

15) Contact Us (Privacy Officer)

If you have questions, wish to access or correct your information, or want to make a complaint about our privacy practices, please contact:

Privacy Officer — Ontario Collector Shows
Email: info@collectorshows.ca

We aim to respond promptly and to resolve concerns. You may also contact the Office of the Privacy Commissioner of Canada (OPC) or the Information and Privacy Commissioner of Ontario if your concerns are not resolved.

16) Summary of Key Commitments

• We collect the minimum personal information necessary for event operations and marketing.
• We rely on consent, keep records of consent, and provide an easy unsubscribe.
• We protect information with appropriate safeguards and limit disclosures to service providers and legal requirements.
• We provide access and correction rights and respond within PIPEDA timelines.