Privacy Policy

Privacy Policy
Venue West is in full support of the Government of Canada’s legislation designed to protect personal information that is collected through the internet. The Act is to support and promote electronic commerce by protecting personal information that is collected, used or disclosed in certain circumstances, by providing for the use of electronic means to communicate or record information or transactions and by amending the Canada Evidence Act, the Statutory Instruments Act and the Statute Revision Act Trust is our most important asset. We are committed to the protection and proper use of your personal information. We respect your privacy and take great care to safeguard information in our possession.

Why we ask for personal information
The information you provide when registering for a conference, event or trade show for the following purposes:

  1. To identify you and to ensure that your information is processed quickly and securely. We need to know your Username and password in order to verify that you are the correct person to receive correspondence. The Username you choose does not have to match the name on your correspondence, and it is not revealed to unauthorized third parties. However, we may reveal your Username to our service provider, if required, for diagnosing or responding to problems with delivery of your receipts or other vital correspondence.
  2. As part of the verification process, to ensure you are the authorized recipient of a receipt, or other correspondence.
  3. To enable physical delivery of mail to you by post.
  4. To establish and maintain an efficient, responsible commercial relationship with you, and to provide ongoing service with minimal disruption.
  5. To better understand your requirements and preferences related to the conference, event or trade shows.
  6. To ensure effective operation of the Service, we may need to collect on behalf of or share personal information to the client within the conference, event or trade shows.
  7. We will not, as a general policy, disclose your personal information to an unaffiliated third party. We may do so in certain limited circumstances, in which case we will make sure that any contracted third party (i.e., hotel, airline or web service provider) is aware of the confidentiality and privacy obligations that apply to your personal information. These circumstances include:
    • Specific circumstances as described above or elsewhere in the Terms and Conditions
    • Disclosure to an agent or contractor acting on our behalf, such as a contracted hotel specific to the conference, event or trade show, or our service provider.
    • Where we reasonably believe that disclosure may help to prevent commission of a crime, such as the theft of your identity, or an emergency situation.

Your personal information is stored on our secure servers and except as set out above, is not available to anyone outside of Venue West or, it’s authorized suppliers. We have strict and comprehensive security controls to protect against the unauthorized access to, or use, alteration, destruction or disclosure of your information. All employees of Venue West Conference Services, Ltd. are responsible for maintaining the confidentiality of your personal information. When you log in to one of our conference websites, your email and password are "scrambled" so they cannot be intercepted and read by anyone else. If, at any time, you feel your privacy has been compromised, or if you have any questions, concerns or comments about our Privacy Policy, please contact our Certified Professional Systems Engineer at (604) 681-5226.

Information Sharing
Venue West acts on behalf of the client(s) when collecting delegate information through our websites. The information is used for the sole purpose of a particular conference or specific event. The information collected through our websites becomes the property of our client in charge of an individual conference or event. Venue West does circulate personal delegate information to any third parties. The exception to the statute only occurs when necessary to facilitate hotel reservations and, or airline flight reservations upon request by the individual, or unless the individual has agreed to distribute their information. All information collected is to fulfill only the purpose for which it is being used.

Confidentiality and Security
Venue West uses well-established technology to protect the security of your personal information. We restrict our employees' access to personally identifiable information about you to those individuals who need to know that information to conduct our business. In addition, we maintain physical, electronic and procedural safeguards that comply with federal standards to protect the confidentiality and security of personally identifiable information.

Credit Card Security
Protecting customer information is a priority for VENUEWEST.COM. To guard your information, our website uses Secure Sockets Layer (SSL). SSL encrypts your credit card number, name and address, so only VENUEWEST.COM is able to decode your information. To be sure your connection is secure, look at the bottom status bar of your browser window. If you see an unbroken key or a closed lock (depending on your browser) the SSL is active and your information is secure. Most browsers offer additional security alerts, as well. With regard to overall security, we always use industry standard encryption technologies when transferring and receiving data exchanged with our website. The facilities that house our servers are physically secured to protect against the loss, misuse or alteration of all data and information collected.

Children's Privacy
VENUEWEST.COM will never knowingly request or collect personal information from any person under 14 years of age without prior verifiable parental consent. If we become aware that an individual is under the age of 14 and has submitted any information to VENUEWEST.COM for any purpose without prior verifiable parental consent, then we will delete his or her information from our files.

Consent to the Use of Information
Submission of a registration form, hotel reservation form, abstract form, trade show form, or a request for further information, the individual is giving consent to the collection and specified uses of their information. This applies to forms submitted electronically, or by fax or mail. Should an individual choose not to submit any necessary information vital to complete their registration, hotel reservation, abstract processing, or trade show entry, they will not be considered a participant. If the previously stated purposes of the information are changed, the individual will be contacted to secure consent before their information is used for the revised purpose(s).

Encryption is a way of "scrambling" electronic information for transmission. 128-bit encryption is the strongest, most secure form of encryption that is generally available in Internet browsers on the market in North America today. That's why we require all of our customers to use a browser that supports this level of encryption.
Most areas require 128-bit encryption. Your browser may use symbols such as a key or a padlock icon to show you when you are in a secure area. For more information about the encryption capabilities of your browser, use the browser's HELP menu. In general, if your browser's encryption level is not high enough, you will not be able to access our conference, event or trade show websites.

A firewall is an "industrial-strength" combination of hardware and software designed to separate the Internet from our internal computer systems and databases. All Internet data flows through a series of safety checkpoints on its way to and from our internal systems so that only authorized messages and transactions enter our computing environment. These firewalls also help to prevent unauthorized access to our computer systems from outside.
Venue West’s Registration Service is a Web-based service. This means that all your mail and personal information are stored on our computers and viewed by you using a Web browser. Many e-mail services work by downloading messages to your computer via the Internet when you log in. By storing your data and messages on our servers, we keep the information securely behind our firewall. Please remember, any information that moves outside our secure website may not be secure.

A software virus is a computer file which, when installed (either from a disk or by downloading it via the Internet), can cause damage to a computer. Some viruses are relatively harmless and display annoying messages; others can seriously damage your computer and the information on it. If you choose to download any mail or files, you should be aware of the risk of viruses.
New viruses continue to be detected on the Internet. In particular, if you choose to access any software available through links from this website, please take reasonable and appropriate precautions to scan for computer viruses and ensure compatibility of the software with your specific computer system. You should also ensure that you have a complete and current backup of the information contained on your computer system prior to installing such software.

The Use of Cookies
Venue West uses session cookies to manage your interactive session. A cookie is an identification tag that our server gives to your Web browser when you enter our secure registration system. We use that ID to maintain the state of your transaction as you move from one page to another. This information is stored in a safe and secure database
We use cookies in order to improve your registering experience. When you visit VENUEWEST.COM, your cookie helps us keep track of your requirements. If you have saved your information with us, your cookie allows us to recognize you when you return to our website and provides you with access to your account information. We also use cookies to monitor and maintain information about your use of our website. If you have not saved your information in the system, we may monitor and maintain information about your use of our website in a manner that does not identify you. In either case, this information helps us serve you better by improving our website design, by providing an easier and smoother means for our delegates to register.

Your Role
We are committed to maintaining the security of your information, and you play an important role in helping us meet this obligation. Never reveal your Username and password to anyone. If you change your Username or password, please remember to notify us immediately in order to continue to receive your conference correspondence.
Without limiting the disclaimers of liability set out in these Terms and Conditions, we and our service providers will not be responsible for any damages you may incur if you communicate confidential information to us over the Internet or by regular e-mail, or if we communicate such information to you, at your request.
Any information that is no longer relevant, or that we are not required for legal or audit purposes to maintain, may be destroyed.

Additional Information
This policy replaces all previous disclosures we may have provided about our information practices. We reserve the right to change this policy, and to apply any changes to information previously collected, as permitted by law. If our information practices change in the future, we will notify you by posting the policy changes on our website.
Except as expressly noted, this policy relates only to personally identifiable information and does not affect our information practices with respect to other information.
The examples contained in this Privacy Policy are illustrations only, and are not intended to be exhaustive.