Privacy Policy

1. Information We Collect

• When you create an account: Name, email, phone, and login credentials. Passwords are stored by our authentication provider in hashed form, never in plain text.
• When you request a quote or book an event: Company, event type, date, venue, guest count, budget, services requested, your notes, and our correspondence.
• When you complete your Client Logistics Form: Event details and the names and phone numbers of your day-of contacts. Please share another person's details only with their permission.
• When you contact us: Your name, contact details, and message, whether by email, contact form, or social media.
• When you buy a ticket: Order details, ticket ownership, the name of each guest where the event requires it, your confirmation that each guest meets the event's age classification, and a record of your acceptance of our Terms of Service. We do not collect dates of birth.
• When you pay: Card payments are processed by our payment provider. We receive payment status, card type, and last four digits, and never receive or store full card numbers. For e-Transfer or wire payments, we receive the payment details your bank provides, used only to record your payment.
• When you arrive at an event: The time your ticket is scanned. OCES staff check ID at the door and never photograph, copy, or keep any information from it. Some host venues run their own ID checks under their own policies, and are responsible for that information.
• When you send a review or testimonial: Your name, your comments, and any photo you choose to share.
• When you apply for a role: Name, email, phone, role interest, experience, and anything else you choose to submit.
• When you work with us as a contractor: Contact, payment, and tax details needed to engage and pay you, as set out in your Contractor Agreement.
• When you sign up for event news: Your email address and your consent record.
• When you call us: Calls to our business line may be recorded for quality, training, and record keeping. You are told at the start of the call.
• When you ask for an accommodation: Only the details you choose to share, used only to prepare for your visit.
• When you attend an event: Photographs and video, as described in section 5.
• If an incident occurs at an event: Names, contact details, and a description of what happened, recorded for safety, insurance, and legal purposes.
• When you use the Website: IP address (for rate limiting and fraud prevention), security tokens, and essential cookies.

2. How We Use It

We use personal information to respond to quotes, bookings, messages, and support requests; to perform our agreements with clients; to create accounts, issue and transfer tickets, and run door check-in; to apply age classifications; to arrange accessibility accommodations; to process deposits, ticket payments, and refunds, and to resolve payment disputes; to send confirmations, event updates, and other operational messages; to review job applications; to engage and pay our contractors; to keep guests, staff, and contractors safe; to protect the Website from spam, abuse, and payment fraud; to train our team and maintain service quality; to create and share event photographs, video, reviews, and testimonials for our marketing, as described in section 5; to tell you about upcoming events where you have agreed; and to meet our legal, tax, accounting, and insurance obligations.

We do not use your information for a new purpose without first telling you and, where the law requires, getting your consent.

3. Consent & Your Choices

By submitting a form, creating an account, or buying a ticket, you consent to our use of your information as this policy describes. By continuing a call after the recording notice, or attending an event where photography notice is given, you consent to the recording or photography described in sections 1 and 5. Event news and other promotional messages require your separate consent, which you give through an unchecked box. The same rule applies to promotional text messages. Every promotional message includes a way to unsubscribe, and we act on unsubscribes within 10 business days. Ticket confirmations, event changes, and receipts are still sent after you unsubscribe.

You may withdraw consent at any time by emailing info@onecallevents.ca, subject to legal or contractual limits. Withdrawing consent may mean we cannot complete a booking or ticket order.

4. Minors

Only adults may create accounts, book, or buy tickets. When a parent or guardian buys tickets for a minor to an All Ages event, they provide the minor's name for the door list where the event requires it, and consent to this policy on the minor's behalf. We collect no more about minors than we need to admit them, accommodate them, and keep them safe, and we do not send them marketing.

5. Photographs & Video

OCES and its photographers photograph and record our events for our portfolio, website, social media, and marketing materials. At ticketed events, notice of photography is posted at entry. At private events, photography and recording are arranged with the client under their Master Services Agreement.

At any event, if you prefer not to be featured, tell our staff or email info@onecallevents.ca, and we will not knowingly publish identifiable images of you. On request, we will remove published images of you from channels we control. We do not publish identifiable images of anyone under 18 without a parent's or guardian's consent.

6. Who We Share It With

We share personal information only as described here, and only what each recipient needs.

• Service providers: Website and database hosting, account authentication, payment processing, email delivery, bot protection, our business phone line and call recording, business email and document storage, and accounting, each receiving only what it needs to provide its service.
• OCES personnel, contractors, and vendors we engage: Only what they need to deliver an event or check in guests, such as event details and day-of contacts. Each works under a written agreement with OCES that includes confidentiality requirements.
• Venues and other vendors at your event: Only the event details and contacts needed to coordinate on the day. They handle any information they receive under their own policies.
• Photographers and content creators we engage: Event photographs and video, to produce our marketing content.
• A host venue or community partner named on a listing: Guest names and ticket counts for the door list, used only for that event.
• Insurers, lawyers, and professional advisers: Claims, risk management, and legal compliance.
• Government, police, or courts: Where required or authorized by law.
• A buyer or successor of our business: If OCES is sold or reorganized, subject to this policy.

We do not share your information with advertising networks.

7. Storage Outside Canada

Some of our service providers, including those that host our website and database, process payments, deliver email, provide our business email and document storage, provide our business phone line, and support our accounting, may store or process personal information in the United States or other countries. While there, it is subject to those countries' laws and may be accessible to their authorities. You may request written information about our policies and practices for service providers outside Canada, and ask questions about how they collect, use, disclose, or store your information, by contacting our Privacy Officer (section 12).

8. How Long We Keep It

• Booking, contract, payment, and ticket order records: 7 years after the event, for tax and legal purposes.
• Guest names on door lists: 2 years after the event.
• Accessibility requests: Until the event is complete, unless they form part of your booking records.
• Messages and quote requests that did not become a booking: 3 years from our last contact.
• Job applications not hired: 12 months after the hiring decision.
• Contractor records: 7 years after the engagement ends.
• Call recordings: 12 months.
• Incident reports: 7 years, or longer while a claim is open or could still be brought.
• Event photographs, video, reviews, and testimonials: For as long as we use them in our marketing, subject to removal requests under section 5.
• Website security data: Up to 12 months.
• Account details: Until you close your account, then as required above.
• Event news signups: Until you unsubscribe, plus 3 years for our consent records.

When we no longer need information, we securely delete or de-identify it.

9. Cookies & Bot Protection

We use essential cookies to keep you signed in, secure checkout, and protect our forms. Our bot protection service runs on public forms and login to block spam and bots, and it processes technical information about your browser and device to do so. Our payment provider sets its own cookies during checkout for payment and fraud prevention. Event pages include a map provided by Google to show the event location. When the map loads, Google may set its own cookies and receive technical information about your device, which Google handles under its own privacy policy. We do not use analytics or advertising cookies ourselves. If that changes, we will update this policy first and ask for consent where required. Blocking essential cookies may prevent login and checkout from working.

10. Security & Breaches

We protect personal information with reasonable security arrangements, including encryption in transit, hashed passwords, access limited to people who need it, and reputable service providers. No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will notify the Office of the Information and Privacy Commissioner of Alberta without unreasonable delay, and notify you as PIPA requires.

11. Your Rights

You may ask to see the personal information we hold about you, ask how it has been used or disclosed, and ask us to correct it. You may also ask us to delete it, and we will unless we must keep it for the reasons in section 8. Please make requests in writing to our Privacy Officer (section 12). You can close your account at any time. We respond to requests within 45 days, as PIPA requires, and will tell you if we need more time or cannot fulfil a request, with the reason. We may charge a reasonable fee for copies of your information, and will give you an estimate first.

12. Contact Our Privacy Officer

Privacy Officer
One Call Event Solutions Corp., operating as One Call Events
Email: info@onecallevents.ca
Phone: (587) 287-9090

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta at oipc.ab.ca.

13. Changes to This Policy

We may update this policy from time to time. We will post the new version here with a new date, and give notice of significant changes on our Website or by email. Where a change involves a new use of your information, we will ask for your consent where the law requires it.