Privacy Policy

NorthernAceEvents.com — Last updated: 1 June 2025

This Privacy Policy describes how Northern Ace Events ("we," "us," or "our"), operating at 505 Ferry Rd, Winnipeg, MB R3J 1W5, Canada, collects, uses, and protects personal information submitted through our website at NorthernAceEvents.com and in the course of our business relationship with clients and enquirers.

We are committed to protecting your privacy and handling your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

1. Information We Collect

1.1 Information You Provide Directly

When you complete our contact or enquiry form, we collect:

• Full name
• Email address
• Phone number (if provided)
• Event details, including date, venue, and guest count
• Any other information you voluntarily include in your message

1.2 Information Collected Automatically

When you visit NorthernAceEvents.com, our hosting infrastructure may automatically record certain technical information, including:

• IP address and approximate geographic location (country/province)
• Browser type and version
• Pages visited and time spent on the site
• Referring URL
• Device type and operating system

This information is collected in aggregate form and is used solely for internal analytics and site improvement purposes. It is not used to identify individual visitors.

1.3 Cookies and Local Storage

We use cookies and browser local storage for essential site functions, including remembering your age confirmation and cookie consent preferences. For full details, please see our Cookie Policy.

2. How We Use Your Information

We use the personal information you provide for the following purposes:

• To respond to your enquiry and provide a booking quotation
• To manage your booking, including sending confirmation emails and event reminders
• To process payments and issue invoices
• To communicate with you about changes to your booking or our services
• To comply with our legal and regulatory obligations
• With your consent, to send occasional updates about our services and seasonal offers

We do not use your personal information for automated decision-making or profiling. We do not sell, rent, or share your personal information with third parties for their own marketing purposes.

3. Legal Basis for Processing

Under PIPEDA, we process personal information on the basis of:

• Consent: When you submit our contact form, you consent to us using your information to respond to your enquiry.
• Contract: When a booking is confirmed, processing your personal information is necessary to fulfil the contract between us.
• Legitimate interests: We may process certain technical data for security and site improvement purposes, where this is not overridden by your privacy interests.

4. Data Retention

We retain personal information for as long as necessary to fulfil the purposes outlined in this policy. Specifically:

• Enquiry data from visitors who do not proceed to booking: deleted within 12 months of the enquiry date.
• Client booking records: retained for 7 years following the event date, as required for Canadian tax and accounting obligations.
• Marketing consent records: retained for 3 years following the date of consent or withdrawal.

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. Our website uses HTTPS encryption for all data in transit. Access to client records is restricted to authorised personnel only.

Despite these safeguards, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security and encourage you to contact us immediately if you suspect any unauthorised use of your personal information.

6. Third-Party Services

We may use third-party service providers to assist in operating our website and business, including:

• Web hosting and infrastructure providers
• Payment processors (for booking deposits and balances)
• Email service providers (for booking confirmations and correspondence)

All third-party providers are required to maintain the confidentiality of your information and are prohibited from using it for any purpose other than to provide services to us. We do not transfer personal data outside of Canada except where necessary and compliant with applicable privacy law.

7. Your Rights

Under Canadian privacy law, you have the right to:

• Access the personal information we hold about you
• Correct any inaccurate or incomplete information
• Withdraw consent for processing where consent is the legal basis, without affecting the lawfulness of processing before withdrawal
• Request deletion of your personal information, subject to our legal obligations to retain certain records
• Lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe we have not handled your information appropriately

To exercise any of these rights, please contact us at the details below. We will respond within 30 days.

8. Children's Privacy

Our website and services are intended exclusively for persons aged 18 and over. We do not knowingly collect personal information from anyone under the age of 18. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be published at NorthernAceEvents.com/privacy.html. We will not reduce your rights under this policy without your explicit consent. Material changes will be communicated by email to existing clients.

10. Contact Us

For privacy-related enquiries, to exercise your rights, or to report a concern, please contact our privacy officer at: