Privacy Policy

Last updated: September 23, 2026

1. Introduction, Data Controller & Privacy Officer

This Privacy Policy explains how WhereIsMyEvent ("we", "us", "our"), a service operated by Arnaud Oltra, collects, uses, discloses and protects your personal information when you use our platform and services. WhereIsMyEvent acts as the controller of the personal information described in this policy.

We are committed to protecting your privacy and handling your information in a transparent manner, in compliance with Québec's Act respecting the protection of personal information in the private sector, as modernized by Law 25.

In accordance with Law 25, we have designated a person responsible for the protection of personal information (Privacy Officer):

• Privacy Officer: Arnaud Oltra, founder.
• How to reach them: through our contact form. Any request concerning your personal information (access, rectification, withdrawal, erasure) is routed to and handled by the Privacy Officer.

2. Information We Collect

We collect only the information necessary for the purposes described below:

• Account information: First name, last name, email address, organization name and password (stored as a secure hash) when you create an organizer account.
• Contact form information: Name, email address, organization name and the content of the message you send us.
• Event data: Event titles, descriptions, dates, locations, addresses, images and categories that you create through the platform.
• Widget analytics: Aggregated and anonymized data about widget interactions (views, pin clicks, add-to-calendar actions). We do not track individual end-users of the widget.
• Billing information: The offer is billed by agreement and by invoice. The Service does not collect or store credit card numbers or banking details; we keep only the information needed to invoice your organization.
• Technical data: IP address, browser type, device information and access logs for security and proper operation of the Service.
• Event notification subscriptions: when a citizen chooses to receive an organization's event notifications, we collect their email address and the categories and frequency they select. The subscription is confirmed through a validation link (double opt-in) and can be cancelled at any time from every email we send.

3. Purposes & Consent

We use your information for the following purposes:

• Provide, operate and maintain the Service;
• Manage your account and your team's access;
• Respond to contact-form requests and carry out the related sales follow-up;
• Send transactional emails (account verification, login links, team invitations);
• Invoice the offer to your organization;
• Produce aggregated analytics and usage reports for your dashboard;
• Improve the Service, fix issues and develop new features;
• Ensure security and protect against fraud and abuse;
• Comply with our legal obligations.

Our collection and use of your information rests on your consent, given freely and on an informed basis when you create an account or submit the contact form, as well as on the performance of our service agreement and compliance with our legal obligations. You may withdraw your consent at any time; withdrawal is not retroactive and may limit your ability to use the Service.

We do not use your information for advertising, profiling or resale.

4. Disclosure to Third Parties & Service Providers

We do not sell, rent or trade your personal information. We rely on a limited set of providers that act on our behalf and under our instructions, and that are bound by confidentiality and data-protection obligations:

• Platform hosting: OVH.
• Transactional email delivery: Resend.
• Web fonts: Google Fonts — loading the fonts on public pages sends the visitor's IP address to Google.

We may also disclose your information in the following circumstances:

• Legal requirements: Where required by a law, regulation, legal process or valid governmental request.
• Business transfers: In the event of a merger, acquisition or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such change.

5. Information Processed or Hosted Outside Québec

Some of our providers (hosting, email delivery) may process or host information outside Québec, including outside Canada. Before disclosing personal information outside Québec, we assess the protection it will receive — including its sensitivity, the purpose of its use and the safeguards in place — and put in place appropriate contractual measures to ensure adequate protection.

6. Cookies & Tracking

The WhereIsMyEvent platform uses cookies that are essential for authentication and session management. We do not use third-party advertising trackers and do not perform any profiling.

The embeddable map widget collects anonymized view and interaction data for analytics purposes. This data is aggregated and cannot be used to identify individuals. No third-party tracking scripts are loaded by the widget.

7. Retention & Destruction

We retain your personal information only for as long as necessary for the purposes for which it was collected, after which we destroy or anonymize it. As a guideline:

• Account information: Retained until you delete your account.
• Event data: Retained until you delete the events or your account.
• Contact form information: Retained for up to 24 months after the last exchange, then deleted or anonymized.
• Analytics: Retained in aggregated form for up to 24 months.
• Notification subscribers: Retained until the person unsubscribes, after which their email address is removed or anonymized.
• Billing records: Retained as required by applicable tax and accounting obligations (generally up to six years).
• Server logs: Retained for up to 90 days.

Upon account deletion, we will remove your personal information within 30 days, except where retention is required by law.

8. Your Rights & How to Exercise Them

You have the following rights regarding your personal information:

• Access: Obtain a copy of the personal information we hold about you.
• Rectification: Have inaccurate, incomplete or ambiguous information corrected.
• Withdrawal of consent: Withdraw, at any time, the consent you have given.
• Erasure & de-indexing: Request deletion of your information and account, or that we stop disseminating it, in the cases provided for by law.
• Portability: Receive, in a structured, commonly used technological format, the computerized information you have provided to us.
• Restriction & objection: Ask us to limit certain processing or object to it in the circumstances provided for by law.

To exercise any of these rights, write to the Privacy Officer through our contact form. We will respond within 30 days. Exercising these rights is free of charge; we may need to verify your identity before acting on your request.

9. Automated Decision-Making

We do not make decisions based exclusively on the automated processing of your personal information that would produce legal effects or significantly affect you. Should this change, we would inform you and give you the opportunity to submit observations.

10. Security & Confidentiality Incidents

We implement technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/HTTPS);
• Secure password hashing;
• Role-based access controls;
• Regular security reviews and updates;
• Minimal data collection (we only collect what is necessary).

In the event of a confidentiality incident presenting a risk of serious injury, we take reasonable steps to reduce its consequences, record the incident in a register, and notify the individuals concerned and the Commission d'accès à l'information du Québec where required by law. Because no method of transmission or storage is 100% secure, we cannot, however, guarantee absolute security.

11. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected such information, we will delete it promptly. If you believe a child has provided us with personal information, please contact us.

12. Changes to This Policy

We may update this policy from time to time. When we make material changes, we will notify you by email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised.

13. Contact & Recourse

If you have any questions about this policy or wish to exercise your rights, contact our Privacy Officer, Arnaud Oltra, through our contact form.

If you are not satisfied with how your request was handled, you may file a complaint with Québec's Commission d'accès à l'information (cai.gouv.qc.ca).