Privacy Policy


Effective Date: June 30, 2021


In this Privacy Statement, the terms "we", "our" and "us" mean Meeting Planner Exchange Inc. (“MPE”) This Privacy Statement governs our practices with respect to personal information we collect through this website, www.meetingplannerexchange.com (the “Website”).


We know that sharing your personal information with us is a big decision based on trust. We take this seriously and are committed to respecting your privacy when you visit the Website or use our services. Please review this Privacy Statement carefully to learn about our privacy practices and how your personal information is handled by us.


We operate an online service that seeks to provide a forum for meeting professionals to share their experiences and support the exchange of information and ideas. Our aim is to improve the meeting industry through thoughtful reflection and reviews of meeting suppliers, which include facilities, photographers, Virtual Meeting Platform, Audio visual, and Registration software (collectively referred to as our “Services”)


By visiting our Website, whether on a computer, phone, tablet or similar device (these are all referred to as a “Device”), you are accepting the practices described below.


PLEASE READ THIS PRIVACY POLICY CAREFULLY TO UNDERSTAND HOW WE HANDLE YOUR PERSONAL INFORMATION. IF YOU DO NOT AGREE TO THIS PRIVACY POLICY, PLEASE DO NOT USE THE WEBSITE.



Contact Us


If you have a data privacy request, such as a request to access or delete your data, or have questions or concerns regarding our privacy practices, you can contact our Privacy Officer at:  

MPE Privacy Officer

yourfriends@meetingplannerexchange.com

515-245 Davisville Avenue,

Toronto, Ontario M4S3H4, Canada



What Personal Information Do We Collect?


Personal information is information that identifies you or could be combined by us or our service providers and affiliates with other information to identify you. This information includes your name, personal e-mail address, your home address, your home telephone number, your personal cellphone number, your occupation, place of work, your education and work history, your image, and may include your age, your income and other similar information when associated with you. Personal information may also be information containing details as to whether you have opened our promotional e-mails or how you have used our website, if we can associate that personal information with you. Business contact information such as your name, title, business address, telephone number or email addresses that is collected, used or disclosed solely for the purpose of communicating with you in relation to your employment or profession is generally not consideration personal information.


We collect personal information from you to provide a personalized and relevant experience. Certain information is collected directly from you while other information is automatically collected. We also collect information from different sources, including affiliated entities, business parties, suppliers, service providers, and other independent third parties. When you access our Services by clicking a link from a third-party site or when you visit third-party sites through links on our Website, those sites may share information about you with us. Information we collect may include the following:


  • Contact information, including your name, phone number, address and email address;

  • Financial information, including payment or billing information, your credit card number, authentication code or billing address;

  • Your username and password when you set up your account with us;

  • Geolocation information;

  • Device information, such as information about the Device you used to access our Site and when (eg. IP address, web browser used, your operating system, browser language settings, which site you came from, searched keywords, and unique Device identifiers and advertising identifiers);

  • Online activity on our Website such as pages you visited and content you reviewed;

  • Your social media information, e.g., if you access the Services through a third-party connection or log-in, we may have access to information you provide to that social network such as your name, email address, friend list, photo, gender, location, and current city; and information you provide to us directly through our pages on social networking and blogging platforms;

  • User-generated content such as your preferences provided through surveys, reviews you leave for suppliers, opinions, feedback, testimonials you provide us with and other personal information you provide to us about yourself or others when engaging in these activities (“User Content”);

  • Any other login information to social media accounts that you linked to your MPE Account;

  • Any communications you exchange with our team related to your use of the Website and the Services; and

  • Any other information you directly provide to us in connection with your use of the Services and Website.


We may also receive personal information about you from other sources. For example, we will receive information from credit card processors regarding whether the credit card details you gave us have been accepted or declined. We may also acquire information about you from other promotional or marketing companies with whom you shared your information and whom you have allowed to provide information to us.



How Do We Use Your Personal Information?


We use your information to provide the Services and to manage our business operations. Some examples include:


  • to register your Account;

  • to authenticate you when you log into your Account;

  • to fulfill your requests for products and subscription services;

  • to communicate with you about your requests and/or complaints;

  • to administer contests and promotions that you participate in;

  • to conduct research and analytics about how you use and interact with our Website;

  • to recommend or to offer you other products and services based on your inferred interests;

  • to improve our services and provide new ones;

  • to post your information and reviews to our Users;

  • to register you for events;

  • to communicate with you;

  • to investigate and resolve disputes and troubleshoot problems;

  • to prevent potentially prohibited and unlawful activities;

  • to investigate fraud, protect our legal rights and to enforce our Terms and Conditions of Use; and

  • to protect the security or integrity of our Sites and our business.


We use your information to monitor and review accounts (including reviews and any other information uploaded by you to our Website) for content that might be in breach of our Terms and Conditions of Use. If we believe that you are in fact in breach of our Terms and Condition of Use, we will give you a warning and your access will be restricted and/or blocked. Restricted or blocked Users can contact MPE to contest our decision. FOR ANY CONTENT POSTED ON OUR WEBSITE THAT IS INCONSISTENT WITH OUR TERMS AND CONDITIONS OF USE, WE RESERVE THE RIGHT TO TERMINATE OR RESTRICT ACCESS TO YOUR ACCOUNT.



How Long Do We Retain Your Personal Information?


We retain your personal information for as long as it is required to maintain your membership or perform the purpose for which it was originally submitted. Unnecessary personal information will be deleted after 18 months and otherwise securely destroyed when it is no longer needed, except for whatever record may be required by law, for the management and resolution of disputes of Users or finally for our legitimate business interests (namely fraud prevention, safety and security). When your Account is deactivated, we take reasonable efforts to make sure it is no longer viewable on the Website. For up to 30 days, it is still possible to restore your Account if it was accidentally or wrongfully deactivated. After 30 days, we begin the process of deleting your personal information from our systems.


Also, we may retain your information for the duration of any period necessary to establish, exercise or defend any legal rights.  



Cookies

Our Website uses cookies to distinguish and recognize visitors. Some functions of the Website may not be available if cookies are disabled. For detailed information on our Website’s cookies and the purposes for which we use them see our [Cookie_Policy_Link].





Personalized Offers and Web Analytics


We also automatically collect information when you visit our Website in order to customize your experience. For example, we collect information about what site referred you to our Website, your browser type, operating system type and version, language, and your Internet Protocol ("IP") address. We also collect information about how you browse through our Website, including logging the pages you visit and the amount of time you spend on certain pages. We use this information for a number of technical purposes to ensure that our pages load correctly in your browser, as well as to personalize our offers to you. We also use this information to improve our Website. For example:


  • we use IP addresses to correct pages for your geographical location;

  • we log the frequency of visits to certain pages on our Website and how visitors navigate through our Website in order to detect problems, improve our Website and learn about what products and services are of interest to our customers;

  • we use information about products that you have clicked on to make suggestions about other products or services that you might be interested in viewing; and

  • we track whether certain types of promotional e-mails were opened by you and whether you sought information about a particular product or service in order to make inferences about other products and services you might be interested in.



Online Advertising: Interest-Based Advertising


The Website may integrate third-party advertising technologies that allow for the delivery of relevant content and advertising on the Services, as well as on other websites you visit and other applications you use. These ads may be based on many factors such as the content of the pages you visit, your searches, demographic data, user-generated content, and other information we collect from you. These ads may be based on your current activity or your activity over time and across other websites and online services and may be tailored to your interests.


Third parties, whose products or services are accessible or advertised via the Website, may also place cookies or other tracking technologies on your computer, mobile phone, or other device to collect information about you as discussed above. We also allow other third parties (e.g., ad networks and ad servers such as Google and others) to serve tailored ads to you on the Website, other sites, and in other applications, and to access their own cookies or other tracking technologies on your computer, mobile phone, or other device you use to access the Website. We sometimes provide our customer information (such as email addresses) to service providers, who may “match” this information in de-identified form to cookies (or mobile ad identifiers) and other proprietary IDs, in order to provide you with more relevant ads when you visit other websites and mobile applications.


We neither have access to, nor does this Privacy Statement govern, the use of cookies or other tracking technologies that may be placed on your device by such non-affiliated third parties. If you are interested in more information about tailored browser advertising and how you can generally control cookies from being put on your computer to deliver tailored advertising, you may visit the Network Advertising Initiative’s Consumer Opt-Out link, or the Digital Advertising Alliance of Canada’s Your AdChoices website, to opt-out of receiving tailored advertising from companies that participate in those programs. To opt out of Google Analytics for display advertising or customize Google display network ads, visit the Google Ads Settings page. We do not control these opt-out links or whether any particular company chooses to participate in these opt-out programs. We are not responsible for any choices you make using these mechanisms or the continued availability or accuracy of these mechanisms.


Please note that if you exercise the opt out choices above, you will still see advertising when you use the Website, but it will not be tailored to you based on your online behavior over time.


Do Not Track (“DNT”) is a privacy preference that users can set in certain web browsers. We are committed to providing you with meaningful choices about the information collected on our website for online advertising and analytics purposes, and that is why we provide the variety of opt-out mechanisms listed above. However, we do not currently recognize or respond to browser initiated DNT signals. Learn more about Do Not Track.



Regarding Children and Minors


Our Website and the services offered on our Website are directed towards individuals that are the age of majority in Canada or their applicable jurisdiction, whichever is greater. We will not knowingly collect personal information about minors.


We do not allow minors (persons who are under the age of majority in their place of residence) to create accounts, make purchases or enter contests or promotions.



Do We Share and Disclose Your Personal Information to Others?


To provide some of the Services on our Website, we may need to share your information with other third parties, including our affiliates, in the following cases:


  • Our Affiliates: We may share information collected from you within our group of affiliated companies to deliver products and services to you, to consistently deliver a quality service across our products, and to enhance our products, services and your experience on the Website.

  • Service Providers that perform services for us: We may share information with various service providers who perform different services for us, such as marketing, data analysis, research, technical support and customer service, data storage, security, fraud prevention, accounting services, payment processing, sales, billing, and legal services providers.

  • Suppliers: We may share information with meeting suppliers who list their products on our Website, such as your contact details if you send a Request for Proposal or email a supplier with a question.

  • Business Partners: We may share information about you, your Devices and your use of our Services with our trusted business partners. For example, we may share information so that we can provide you with relevant content or to facilitate payment for products or services you may purchase on the websites of our partners. This sharing is generally pursuant to written agreements which include confidentiality, privacy and security obligations; however, please note that we do not control the privacy practices of these third-party business partners.

  • Reviews you submit: If you provide us with a review of a meeting product listed on our Website, you authorize us to publish the review on our Website or associated Services.

  • Payment Processing Services: We may require credit card information to take payment from you, in which case your payment information will be shared with our third-party payment processors and other third-party service providers (eg. fraud detection and prevention services).

  • Social Media Sites: When you use our Services and elect to share information with third-party social media sites, the information you share will be governed by the privacy policies of those social media sites and the privacy settings you have set with those social media websites.

  • Advertising Networks: As discussed in the “Online Advertising” Section above, the Website may integrate third-party advertising technologies that allow for the delivery of relevant content and advertising on the Website, as well as on other websites you visit and other applications you use, and these technologies will collect certain information from your use of the Services to assist in delivering such ads.

  • Corporate Transactions: We may disclose or transfer your information to a third party if we sell, transfer, divest, or disclose all or a portion of our business or assets to another company in connection with or during negotiation of any merger, financing, acquisition, bankruptcy, dissolution, transaction, or proceeding.

  • To protect rights and property: We may disclose your information to third parties when we believe in good faith that disclosure is necessary to protect our rights, our property, the integrity of the Website and Services, personal safety, or the interests of you or any other person, and to detect, prevent and/or otherwise address fraud, risk management, security or technical issues.

  • To comply with and as required by law: We may disclose your personal information to government authorities or other relevant third parties in order to comply with applicable legal requirements, judicial proceedings, court orders, legal process, or lawful requests from governmental authorities.

  • Aggregate Information: We share aggregate statistical data for the improvement of our Services. We may also share aggregate or de-identified information with third parties at our discretion.


We require our service providers to keep your personal information secure. We also evaluate the privacy practices of all the service providers we use. All service providers we work with must agree to protect your personal information with at least the same level of protection that we do. In addition, our service providers may not use or disclose personal information for any purpose other than providing the services on our behalf unless we or they have obtained your consent.



Law Enforcement Requests


We will disclose personal information without your knowledge or consent if we receive an order, subpoena, warrant or other legal requirement issued by a court, tribunal, regulator or other person with jurisdiction to compel disclosure of your personal information. If we receive a request from a police officer or other law enforcement agency for access to your personal information in the course of an actual or potential investigation, our policy is to require the police officer or law enforcement agency to obtain an order, subpoena or warrant, unless the information is urgently required to prevent serious bodily injury or serious damage to personal property.



Storage Outside of Canada


Your personal information may be used or stored by us or our service providers outside of Canada. We require that our service providers use technical, administrative and technological safeguard your personal information. However, if your personal information is used or stored outside of Canada, it will also be subject to the laws of the country in which it is used or stored and may be accessible by law enforcement agencies in that country.



How Do You Access and Modify Your Personal Information or Make a Complaint?


If you have an account, log in to access and to modify the personal information stored with your account. If you have questions or concerns about other personal information collected by us and would like assistance accessing that information, please contact our Chief Privacy Officer at yourfriends@meetingplannerexchange.com.



How Do We Protect Your Personal Information?


We take administrative, technical and physical measures to safeguard your personal information against unauthorized access, unauthorized disclosure, theft and misuse. This includes limiting access of employees to, and the use of, your personal information through the use of passwords and graduated levels of clearance. We do not publish all of our security measures online because this may reduce their effectiveness. We take physical precautions to ensure that the computer servers on which your personal information is stored and archived are secure and that access to such servers is protected. We educate our employees with respect to their obligations to protect your personal information and we require our affiliates and any third-party service providers to take comparable steps to ensure the protection of any of your personal information that is shared with them.


Although we take precautions against possible breaches of our security systems, no company can fully eliminate the risks of unauthorized access to your personal information and no website is completely secure. We cannot guarantee that unauthorized access, hacking, data loss or breaches of our security systems will never occur. Accordingly, you should not transmit personal information to us using our website if you consider that information to be sensitive, or legally privileged.



Links to Third-Party Websites and Social Network Plug-Ins


You may be able to access third-party websites through links available on our websites. You may also connect to social networks such as Facebook, Twitter, and LinkedIn. These links are provided for your convenience. We do not have any control over those third-party websites, and we do not provide any guarantee that the privacy practices of the hosts of those websites meet our standards. Your use of such third-party websites is at your own risk and will be governed by the privacy policies of those websites and not by this Privacy Statement. Do not transmit personal information using those websites without reading the privacy policies governing those websites.


You may create links between our website and social networking sites. If you do so, we may be able to publish updates about our products and services to your social network account through the links that you establish. You may terminate those links at any time by modifying your social network account.


If you are logged into a social networking site when visiting our page, your visit to our website will be personalized based on your social networking profile.


You may change the way social networking sites and our Sites interact by modifying your privacy settings in your social networking account. You can also log-out of your social networking account before visiting our website. For more information, please refer to your social networking site's privacy policy, which governs your use of these social plug-in features.



Updates and Notification of Change to this Privacy Policy


We may update this Privacy Policy in the future. If any material changes are made to the Privacy Policy, we will let you know by doing one or more of the following: sending you a communication about the changes, placing a notice on the website and/or posting an updated Privacy Statement on the website. We will note at the top of this Privacy Statement when it was most recently updated.


We encourage you to check back from time to time to review the most current version and to periodically review this Privacy Statement for the latest information on our privacy practices. Regardless of any changes we make to our Privacy Policy we will only use your personal information in accordance with the version of the Privacy Policy in place at the time you provided your information unless you later give your express consent for us to do otherwise.



Notice to Persons Outside of Canada


This Privacy Statement is governed by the laws of Canada and the Province of Ontario. By submitting personal information to us, you understand that your personal information will be subject to the laws of Canada and Ontario.