Privacy Policy

What personal information do we collect, and for what purposes?

1. WHEN YOU REGISTER, ATTEND OR SPEAK AT OUR EVENTS

We collect personal data to register you for the event, when we take photographs and video recordings during the events or otherwise, and to manage your preferences. Below, we describe the personal information we collect from registered attendees. We collect this information directly from you, with your consent. You can withdraw that consent at any time, including by writing us at privacy@ceiba.law.

• Invitation. Our events are by invitation only. To receive an invitation, our team reviews and approves your application. We do this based on the information that you share with us in the Registration Form. This includes your name, email address, job title, employer and professional field, as well as a URL to your LinkedIn.
• Registration. Once we have accepted your application, we share the relevant event information with you. If you then choose to register, we collect the information needed to confirm your participation.
• Payment. We invoice your organization directly, and payment is made by bank transfer or Interac e-Transfer.
• Credit Card. If you decide to pay by credit card, you must register using a partner platform, such as Eventbrite, and you share your payment information directly with that platform. We will have access to your payment history and transactions regarding our event, but not your full credit card information. Credit card payments may not be available for your event.
• Wellness Credit. Wellness credits can also be purchased directly from partners, or directly with us, and are exchanged for wellness activities coordinated by the Wellness Concierge. We keep track of each attendee’s wellness-credit balance to manage the experience and coordinate the event.
• Event Planning. To organize our events, we collect personal information from attendees as necessary to personalize the learning experience with relevant content, keep the group safe — for example, by selecting activities suited to the cohort’s fitness level — and coordinate logistics such as transport and arrival. We collect this information directly from you, including in forms.
• Prior fitness experiences, such as whether you’ve done certain sports Any physical limitations or disabilities we should be aware of, so we can plan the events and make them properly accessible
• Allergies and dietary preferences as necessary to plan meals.

If you decide to participate in wellness activities with on-site partners, the information collected during those sessions stays between you and the professional. We only collect the initial information needed to curate your activities, coordinate your stay, and proceed with the reservation.

• Pictures & Videos: Each attendee at our event is asked to sign a specific form indicating when and how they allow us to take pictures and videos, and what we can do with them. Unless we have a specific consent stating otherwise, photos and videos will not contain recognizable individuals during wellness or fitness events. We do not record conversations during learning activities. Galas and offline activities may include photographs, but attendees will be informed before and always have the option to step out of photographs.
• Referrals: Speakers and partners can refer attendees using a referral code. If they do so, we track which attendee registers using the referral code to proceed with the referral compensation, for instance, the assignment of a wellness credit.

2. WHEN YOU SPEAK AT OUR EVENTS

If you speak or facilitate an event with us, we collect the information needed for your stay, just as we do for any other attendee. In addition, in order to promote the event, we take pictures and recordings as agreed upon with you in the applicable form, and we collect your name, biography, professional experience and relevant information to promote your session.

This may include partial recordings used to promote future editions of this event or similar events. We also process the information needed to plan the learning program and to handle any payments or reimbursements in accordance with your contract.

3. WHEN YOU INTERACT WITH US

We collect personal information when you interact with us before registering for an event, or otherwise engage with our event-related websites, contact forms, email communications, newsletters, social media pages, promotional communications, or other digital activities.

When you contact us or send us a message, we collect the information you share with us, such as your contact and professional details — your name, email address, and professional title and field — along with the content of your messages, contact-form submissions, feedback, and survey responses.

We use this information to respond to your inquiries, manage our relationship with you, understand your interests, and improve our events, websites, and communications.

• Social Media. When you interact with us on social media, we may also see your handle, profile information, comments, messages, and reactions, which help us respond to you, understand interest in our events, and promote our activities.
• Website. When you visit our websites and event pages, we automatically collect technical information such as your IP address, device and browser type, operating system, pages viewed, links clicked, and referral source. We use this to operate, secure, and improve our digital services, remember your preferences, and understand how people engage with our content.
• Newsletter. If you decide to subscribe to our newsletter, we collect your consent and information such as whether you’ve opened the newsletter. You can withdraw your consent or opt out of marketing communications at any time by using the unsubscribe link in our communications or contacting us at hello@ceibawellness.co. If you opt out, we can still send you non-marketing communications, such as responses to your inquiries or messages about an event for which you have registered.

4. WHEN WE MARKET OUR SERVICES

As part of our marketing activities, we use contact and professional information — such as your name, professional title, employer, professional field, and professional profiles — to identify professionals who may be interested in our events and to promote our events, programs, and newsletters to relevant audiences.

Because our events are curated and by invitation, we may extend a personal invitation to professionals whose background aligns with a particular event, including through professional networks such as LinkedIn. If you would prefer not to receive these invitations, you can let us know at any time by contacting us at privacy@ceiba.law.

Please refer to the section below for more information on our use of cookies.

Do we use cookies and tracking technologies?

We use the following types of cookies and tracking technologies to make this website available to you, and to promote our events, products, and services. Our events are otherwise offline entirely, without tracking of attendees, ideas, or relationships.

TYPE OF COOKIES

DESCRIPTION

Essential Cookies

Essential cookies are necessary to operate the core functions of our websites. These include login cookies, session ID cookies, language cookies as well as security cookies.

Functional Cookies

Functional cookies help us provide certain website functionality and remember website preferences, consents, and configurations. For example, they may help us remember your communication preferences when interacting with our event-related digital services.

Analytical Cookies

Analytical cookies are used to generate aggregated statistical data about traffic and behaviour of our users, such as pages viewed or links clicked. We use this information to manage our website and improve our activities.

Targeting Cookies

These cookies help us deliver more relevant promotional messages, measure campaign effectiveness, and understand interactions with our promotional content, including through advertising partners such as LinkedIn.

1. INTEREST-BASED ADVERTISING AND ANALYTICS

We use analytics and advertising technologies to better understand how individuals interact with our websites, registration forms, social media pages, events, and content, and to promote our services, programs, newsletters, and events to relevant professional audiences.

These technologies may include cookies, pixels, tags, software development kits (SDKs), device identifiers, and similar tools provided by third parties such as Google, LinkedIn, Meta (Facebook and Instagram), Eventbrite, and other marketing or analytics providers.

These tools may collect information about your device, browser, IP address, pages visited, links clicked, referring websites, time spent on our websites, interactions with forms, registrations, event pages, and other online activities. This information helps us:

• measure the effectiveness of our marketing campaigns;
• understand audience engagement and website usage;
• improve our content, services, and events;
• identify professional audiences that may be interested in our offerings; and
• deliver or facilitate advertising that is more relevant to individuals based on their interests, professional activities, or prior interactions with our websites, content, or social media channels.

In some cases, advertising platforms may use information collected through these technologies together with information they already hold about users to create audience segments, measure advertising performance, and deliver interest-based advertising. We generally receive aggregated reports, audience insights, and campaign performance information rather than detailed advertising profiles about individual users.

You may be able to manage your preferences regarding interest-based advertising through your browser settings, cookie preferences, or the privacy and advertising settings offered by the relevant platform.

2. PREFERENCE MANAGEMENT

You can withdraw your consent on the use of cookies at any time by managing your preferences.

You can manage your cookie preferences through your browser, by uninstalling and blocking certain cookies. Click on your browser below to obtain instructions.

• Google Chrome
• Firefox
• Safari
• Microsoft Edge
• Opera
• Brave

Disabling cookies may affect the availability or functionality of certain online services. Certain features may require cookies for security purposes.

Do we share your personal data with third parties?

Yes, with service providers, and with third parties. Service providers are required to use personal data only for the permitted purposes.

1. SERVICE PROVIDERS

We use service providers to support our operations, events, websites, communications, marketing activities, and business administration. These service providers process personal information on our behalf and only for the purposes authorized by us and described in this Privacy Notice.

CATEGORIES

PURPOSE

PERSONAL INFORMATION

Communication Providers

Distribution of newsletters, communications, registrations, surveys, and related marketing activities.

Name, email address, communication preferences, professional information, engagement metrics

Technology and Cloud Services Providers

Website hosting, cloud services, collaboration tools, cybersecurity, analytics, business applications, and technical operations

Contact information, technical information, website activity, registration information, and information stored within the relevant systems

Event Providers

Registration management, ticketing, scheduling, event administration, and attendee communications

Name, contact information, registration information, attendance information, and event preferences

Hospitality and Logistics Providers

Accommodation, transportation, venue management, catering, accessibility arrangements, and event logistics

Name, contact information, travel or logistical requirements, dietary restrictions, accessibility needs, and information reasonably required to coordinate participation

Wellness and Experience Providers

Delivery and coordination of wellness experiences selected by attendees

Name, scheduling information, selected activities, preferences, and information necessary to coordinate the requested experience

Professional Advisors

Accounting, insurance, legal, auditing, and other professional support services

Information reasonably necessary to obtain professional advice, administer our business, comply with legal obligations, or protect our rights

2. THIRD PARTIES

In certain circumstances, we may share personal information with organizations that are not acting as our service providers. These organizations use the information for their own purposes, or jointly with us, in connection with your participation in an event, your interactions with our digital services, or activities you choose to undertake.

CATEGORIES

ADDITIONAL INFORMATION

Event Sponsors and Partners

Certain events may be organized with sponsors, industry partners, speakers, facilitators, or participating organizations. Where reasonably necessary for the administration of the event, we may share limited information such as your name, organization, professional title, registration status, participation details, or logistical information. We will inform you of these partners as part of the registration process.

Employers, Registration Sponsors, Referring Organizations

Where your employer, sponsor, or referring organization is involved in your participation, we may share information reasonably necessary to administer registrations, attendance, invoicing, sponsorship benefits, wellness-credit allocations, or related logistics. We don’t share information about your treatments, experiences, or what happens at the event, unless you specifically request that we do so.

Marketing and Social Media Partners

We use platforms such as LinkedIn, Google, Meta (Facebook and Instagram), Eventbrite, and Luma in connection with marketing, event promotion, registration management, analytics, and audience measurement. These organizations may collect information directly from you through their platforms or through cookies and similar technologies as described in this Privacy Notice.

Independent Wellness, Health, and Experience Providers

Attendees may choose to participate in activities offered by independent professionals or businesses, such as fitness instructors, wellness practitioners, healthcare professionals, therapists, coaches, guides, transportation providers, or local experience providers. We may share limited information necessary to coordinate reservations, scheduling, accessibility requirements, dietary requirements, or attendance. Information collected directly by these providers as part of their professional services remains subject to their own privacy practices and professional obligations.

Other Event Participants

Information you choose to share during an event, including your name, professional title, employer, biography, comments, questions, or participation in discussions and networking activities, may be visible to other participants.

We may also disclose personal information:

• as part of a merger, acquisition, financing, reorganization, or other business transaction;
• where required or authorized by law, including in response to a court order, subpoena, regulatory request, or other lawful process;
• to law enforcement, regulators, emergency services, insurers, or other appropriate organizations where reasonably necessary to protect individuals, investigate incidents, prevent fraud, address security concerns, or comply with legal obligations; or
• where necessary to establish, exercise, or defend legal claims.

Where we store your data

As part of our operations, our systems are primarily located in Canada. For example, our communications are distributed through a service provider in Canada, and our cloud hosting environment is located in Canada. The responses you submit through our forms are stored on our systems in Canada.

Some of our service providers, which support certain management and operational functions, are located in the United States. In addition, several of the third-party tools we use for marketing and outreach — including Google, LinkedIn, and registration platforms such as Eventbrite or Luma — may store or process data in the United States. We may also share limited personal data with partners located outside Canada, such as hospitality and transport providers, where this is necessary to coordinate your stay at the location of an event.

When we transfer personal data across borders, we apply data minimization so that only the information required is shared, and we put in place reasonable contractual and security arrangements appropriate to the risks involved.

how long we keep your personal data

We keep personal information only for as long as we need it for the purposes described in this Privacy Notice, and for as long as we are required or permitted to keep it under applicable law.

How long we keep information depends on the nature of the information and why we collected it, the time needed to administer an event and manage our relationship with you, and any legal, tax, accounting, insurance, or recordkeeping obligations that apply. We may keep certain information longer where it is needed to resolve a dispute or to protect the rights, safety, or security of individuals or our organization.

For each event, we keep the sensitive details you share to take part — such as dietary restrictions, allergies, and accessibility needs — only for as long as that event requires, and we delete or de-identify them shortly afterward, unless we genuinely need to keep them longer, for example to address a health or safety incident.

Once information is no longer needed, we take reasonable steps to delete, de-identify, or securely destroy it.

how we secure your personal data

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information and support the confidentiality, integrity, and availability of our systems, event platforms, and service-provider arrangements.

These safeguards include measures such as multi-factor authentication (MFA), single sign-on (SSO), access controls based on need-to-know, encryption of information in transit, secure communication tools, activity monitoring and logging, internal privacy and security practices, and incident-response procedures. We also work with established service providers that maintain their own security programs to host our information and deliver our communications, and we require them by contract to protect the personal information they handle for us. We do not store your full credit card information; card payments are handled directly by our payment and registration platforms.

Your privacy rights

You can contact us at privacy@ceiba.law to ask questions about how we handle your personal information or to exercise your privacy rights. Depending on where you live and which laws apply, you can have the rights described below.

You can ask to access the personal information we hold about you, correct information that is inaccurate or incomplete, withdraw consent where we rely on consent, and ask questions about how your information has been used or shared. We may request additional information to identify you and respond to your request.

If Quebec privacy laws apply, you can also have the right, in certain circumstances, to ask for computerized personal information in a structured, commonly used technological format, to ask who within Ceiba has access to your information, and to request de-indexing or the cessation of dissemination of certain personal information.

To exercise your rights, contact us at privacy@ceiba.law. We may ask for information to verify your identity before responding. If we cannot fulfill your request, we will explain why.

To file a complaint with Quebec’s privacy regulator:

• Commission d’accès à l’information (CAI): www.cai.gouv.qc.ca
• Toll-free: 1-888-528-7741

Updates to this privacy notice

We may update this Privacy Notice from time to time to reflect changes to our practices, the event, legal requirements, or operational needs. If possible, we will inform you of changes. Please refer to the date above to know the latest change applicable.