Privacy Policy

1. Introduction

This Privacy Policy explains how Ltr Event Corp. collects, uses, stores and protects personal information in the course of running an event design and production practice. The policy is issued by Ltr Event Corp., a company operating from 431 Cullen Ave, Mississauga - L5B 2X9, Canada (CA).

The studio, known to clients as LTR Events, plans and stages corporate galas, community festivals, conferences and summits. That work brings the company into contact with clients, guests, vendors, sponsors, speakers, volunteers and venue staff. Each of those groups has a reasonable interest in knowing what information is gathered, why it is gathered and how it is handled.

This document is written in plain English so that it can be read and understood without legal training. It applies to information collected through the website, through email, through telephone calls, through event registration and through the ordinary administration of a production. It is a statement of the practices followed by Ltr Event Corp., and it should be read together with the Terms of Service published on this website.

The company approaches privacy the same way it approaches a run of show: every step is planned, every access is logged, and nothing is left to improvisation. If any part of this policy is unclear, the contact details at the end of the document will reach a person who can explain it.

2. Who We Are

Ltr Event Corp. is the organisation responsible for the personal information described in this policy. The registered office is 431 Cullen Ave, Mississauga - L5B 2X9, Canada (CA). The company works in the computer systems design and related services industry, applying structured digital tools to the planning and production of live events.

The company can be reached by email at contact@ltrevents.autos or by telephone at +14437824683. Enquiries about privacy are handled by the same desk and are routed to the person responsible for data protection within the practice.

Ltr Event Corp. acts as the party that determines why and how personal information is processed for its own business purposes. In some engagements, such as when producing an event on behalf of a corporate client, the company may process guest information on the instructions of that client. In those situations the client remains the primary party responsible for the data and Ltr Event Corp. acts on the client instructions.

3. Information We Collect

The company collects several categories of personal information, always with a specific production or administrative purpose in mind.

Identity and contact data

Names, job titles, company names, email addresses, telephone numbers, postal addresses and similar details are collected when a person enquires about a service, signs a contract, registers for an event or joins a mailing list.

Event and registration data

Where a person registers for a gala, festival, conference or summit, the company may collect attendance preferences, dietary requirements, accessibility needs, seating preferences, session selections and badge details. This data is used to run the event safely and comfortably.

Financial and billing data

Billing names, invoice addresses, purchase order references, payment status and bank or card details necessary to settle accounts are held for the duration required by accounting rules. Full card numbers are not stored on company systems.

Technical and website data

When a person visits this website, the hosting infrastructure may record an internet protocol address, browser type, device type, referring page, pages viewed and the time of the visit. This data is used to keep the site available and secure.

Communications data

Emails, call notes, meeting summaries and messages exchanged during a project are retained so that the team can follow the run of show and answer questions accurately later.

Media data

Photographs and video recordings may be captured at events. Where footage is intended for promotional use, the company seeks consent in advance or provides clear notice at the venue.

4. How We Collect Information

Most information is provided directly by the person concerned, for example when a client sends a brief, when a guest completes a registration form, or when a vendor submits a quote.

Some information is collected automatically through the website and its hosting environment, as described above. Automatic collection is limited to what is technically necessary to serve the pages and protect the site from abuse.

In certain cases information is supplied by a client organising an event. A corporate client may provide a guest list, a sponsor contact sheet or a speaker roster so that invitations and logistics can be managed. In those cases the company relies on the client to have a lawful basis for sharing that information.

Information may also be collected from publicly available sources, such as a company website or a professional directory, when building an initial contact list for a legitimate business purpose.

5. Purposes of Processing

Ltr Event Corp. processes personal information for the following purposes:

• To respond to enquiries and prepare proposals, budgets and run of show documents.
• To enter into and perform contracts for event planning, production and coordination.
• To plan and operate events, including registration, seating, catering, accessibility and safety.
• To communicate with clients, guests, vendors, sponsors, speakers and venue staff throughout a project.
• To manage invoices, payments, taxes and accounting records.
• To protect the security and integrity of the website and company systems.
• To comply with legal, regulatory, insurance and licensing obligations.
• To improve services through feedback, debriefs and internal review.
• To send marketing communications where permission has been given or where a lawful basis otherwise exists.

Information is not sold, rented or traded. It is used only for the purposes described in this policy or for a purpose that is compatible with them.

6. Legal Basis for Processing

The company relies on several legal bases, depending on the circumstances.

Consent is relied upon for marketing communications, for the publication of event photography where consent is sought, and for certain optional features of the website. Consent can be withdrawn at any time without affecting work already completed.

Contract is relied upon when processing is necessary to prepare a proposal, deliver an engagement or settle related accounts. Without this processing the company could not provide the requested service.

Legal obligation is relied upon for tax records, accounting, insurance, licensing and responses to lawful requests from authorities.

Legitimate interests are relied upon for activities such as protecting the website from abuse, maintaining business records, responding to enquiries and improving production methods. Where legitimate interests are relied upon, the company balances those interests against the rights of the individual.

Vital interests may be relied upon in rare safety situations, for example sharing an accessibility or medical note with emergency responders where a person is at risk.

7. Event Guest Data

Events generate a large amount of personal information in a short period of time, and the company treats that information with particular care.

Guest names, contact details, dietary requirements and accessibility needs are collected so that the event can be run safely. Dietary and accessibility information is shared only with the caterer, the venue or the accessibility coordinator, and only to the extent required to meet the need.

Seating charts and badge lists are handled within the production team and the client organising the event. They are not published and are not shared with sponsors in an identifiable form unless each guest has been given clear notice and a chance to object.

After the event, guest data is retained only as long as it serves a legitimate purpose, such as answering post event questions, meeting safety reporting duties or compiling anonymous attendance statistics.

Photography and video are governed by venue signage and, where required, by a release form. A guest who does not wish to appear in promotional footage may speak to the registration desk, and the production team will make reasonable efforts to respect that request.

8. Vendor and Partner Data

Vendors, venues, contractors and creative partners provide business contact details, insurance certificates, tax identifiers and payment information so that the company can engage them.

This information is used to prepare contracts, manage schedules, verify compliance and settle invoices. It is shared among the production team on a need to know basis and is not used for unrelated marketing.

Where a vendor brings its own staff to a production, the company may hold a crew list with names and contact numbers for safety and check in purposes. That list is stored securely and deleted or archived once the event is complete and any retention duty has expired.

9. Cookies and Similar Technologies

The website may use cookies and similar technologies to keep the site working correctly and to understand how visitors use the pages.

Strictly necessary cookies support core functions such as security and load balancing. These cannot be switched off without breaking the site.

Analytics cookies, where used, help the company understand which pages are read and how visitors arrive. The information is aggregated and is not used to identify individuals.

A visitor can control cookies through browser settings. Blocking some cookies may affect how the site behaves, but the essential content remains readable.

10. How We Share Information

Personal information is shared only where there is a clear reason to do so.

• With the client organising an event, to the extent needed to deliver the engagement.
• With venues, caterers, audiovisual suppliers and other vendors, to the extent needed to run the event.
• With professional advisers such as accountants, insurers and legal counsel, under duties of confidentiality.
• With technology providers that host the website or support internal systems, under written data protection terms.
• With authorities, where the law requires disclosure or where it is necessary to protect safety.
• With a successor organisation, in the event of a merger, acquisition or transfer of business assets, subject to this policy.

Information is never sold. It is not shared with advertising networks for behavioural targeting.

11. Service Providers

The company works with a small number of service providers, including website hosting, email delivery, accounting software and registration platforms. Each provider is chosen with care and is required to protect personal information and to use it only for the agreed purpose.

Providers are bound by written agreements that set out confidentiality, security and deletion duties. Where a provider processes data outside Canada, the company satisfies itself that an adequate level of protection applies.

Providers are reviewed periodically. If a provider cannot meet the required standard, the relationship is ended and the data is migrated or deleted.

12. International Transfers

Ltr Event Corp. is based in Canada, and most processing takes place there. Some service providers may store data in other countries, including the United States.

When personal information leaves Canada, the company takes steps to ensure it remains protected. Those steps may include contractual clauses, provider certifications or an assessment that the destination offers comparable safeguards.

By using the website or engaging the company, a person understands that their information may be processed in a country other than their own, subject to the protections described here.

13. Data Retention

Personal information is kept only as long as it is needed for the purpose for which it was collected and for any period required by law.

Enquiry records are generally kept for up to two years so that a later follow up can be handled accurately. Contract and accounting records are kept for the period required by tax and corporate rules. Event guest lists are kept only for the operational window of the event and a short period afterwards. Marketing consent records are kept until consent is withdrawn or the contact becomes inactive.

When information is no longer needed, it is securely deleted or anonymised so that it can no longer be linked to an individual.

14. Security of Information

The company applies administrative, technical and physical safeguards to protect personal information.

Administrative safeguards include access controls, clear internal responsibilities, staff guidance and confidentiality obligations. Technical safeguards include encrypted connections, password protection, restricted accounts and routine backups. Physical safeguards include locked storage for any paper records and controlled access to the office at 431 Cullen Ave.

No system can be guaranteed to be perfectly secure. If a breach occurs that creates a risk of harm, the company will notify affected individuals and the relevant authorities as required by law, and will take prompt steps to contain the incident.

Anyone who suspects a security issue should contact the company immediately using the details in the final section of this policy.

15. Your Privacy Rights

Individuals have rights over their personal information, subject to applicable law.

• The right to know whether the company holds personal information and to receive a copy.
• The right to correct inaccurate or incomplete information.
• The right to request deletion where there is no overriding legal reason to keep it.
• The right to withdraw consent to marketing at any time.
• The right to object to processing based on legitimate interests in certain circumstances.
• The right to request a portable copy of information provided by the individual.
• The right to lodge a complaint with a supervisory authority.

To exercise a right, send a request to contact@ltrevents.autos. The company will verify identity before acting and will respond within the time required by law. There is no charge for a reasonable request.

16. Privacy for Children

The services of Ltr Event Corp. are directed at businesses and adults. The company does not knowingly collect personal information from children without the consent of a parent or guardian.

Some community festivals welcome families, and a parent or guardian may register a child for a specific activity. In those cases the information is collected from the adult, used only for the activity, and deleted when the activity ends.

If the company learns that it has collected information from a child without appropriate consent, it will delete that information promptly. A parent or guardian who believes this has happened should contact the company so the matter can be resolved.

17. Marketing Communications

The company sends occasional updates about services, seasonal booking openings and event news. These messages are sent only where permission has been given or where a lawful basis otherwise exists.

Every marketing message includes a simple way to unsubscribe. A request to stop receiving marketing is honoured promptly, and the company keeps a minimal suppression record so that the preference continues to be respected.

Service messages, such as confirmations, schedule changes and invoices, are not marketing and may still be sent while an engagement is active or while records must be retained.

18. Third Party Links

This website may link to venues, ticketing platforms, sponsor pages or other external sites. Those sites are governed by their own privacy policies.

Ltr Event Corp. does not control the content or the data practices of external sites and cannot accept responsibility for them. Visitors are encouraged to read the privacy policy of any site they reach through a link before providing personal information.

19. Changes to This Policy

This policy may be updated from time to time to reflect changes in the services, the tools in use or the law. The effective date at the top of the page shows when the current version took effect.

Material changes will be communicated through a notice on the website or through a direct message where appropriate. Continued use of the website after an update indicates acceptance of the revised policy.

Earlier versions can be requested from the contact desk.

20. How to Contact Us

Questions, requests and complaints about privacy should be directed to Ltr Event Corp. using the details below.