1.Who we are
NEO Events (9556-0363 Québec inc.) is a professional conference organizer based in Montréal, Canada. We process personal information on our own behalf and, under mandates, on behalf of the client organizations that entrust us with organizing their events.
2.Information we collect
- Event participants: name, contact details, organization, registration type, payment information (processed by payment providers, never stored by NEO), and preferences declared on the registration form.
- Speakers: professional profile (name, title, affiliation, biography, photo), uploaded presentations and materials.
- Sponsors, exhibitors and suppliers: business contact and billing information.
- Visa invitation letter requests: identity information collected exclusively through a secure form, never by email.
3.Purposes
We use this information to manage registrations and event participation; produce programs, badges and participant lists (according to the consents given); respond to inquiries; issue invoices and receipts; and, only with your consent, inform you of future activities and events.
4.Consents
Any use beyond managing your participation is subject to a distinct consent at the time of collection (promotional communications, appearance on the participant list, image capture, speaker profile publication). You may withdraw a consent at any time by writing to us or via the unsubscribe link in our emails.
5.Disclosure to third parties and outside Quebec
We never sell your information. We disclose it only: to the client organization for which the event is organized; to our technology providers to the extent necessary for the services (registration platforms, cloud hosting including servers located in Canada, office suite, email tools, payment providers); and where required by law. Some providers process data outside Quebec; in such cases we ensure the information receives adequate protection, notably through contractual commitments and measures such as minimization and pseudonymization.
6.Use of artificial intelligence tools
We use artificial intelligence tools to improve the speed and quality of our services, including preparing responses to your email inquiries. Fully automated responses are identified as such, and you may at any time request that a member of our team handle your inquiry. Our AI tools are governed by commercial terms that prohibit the use of your information to train models. Sensitive identity information (such as travel documents) is never processed by these tools.
7.Cookies and similar technologies
Our websites use cookies. Cookies essential to the operation of the site are enabled by default. Analytics, personalization or profiling cookies are only enabled with your consent, which you may give, refuse or withdraw at any time via the cookie management banner or the site settings. No technology allowing you to be identified, located or profiled is activated without your prior consent. You can reopen cookie management at any time via the Manage cookies link at the bottom of every page.
8.Retention and security
We retain information for as long as necessary for the stated purposes and legal obligations, then destroy it securely. We apply security measures proportionate to the sensitivity of the information: access controls, encryption, secure hosting and team training.
9.Your rights
You may request access to your information, its correction, the withdrawal of a consent, or the cessation of its dissemination. Address any request to the privacy officer; we will respond within 30 days.
10.Privacy incidents
Any incident presenting a risk of serious injury will be reported to the individuals concerned and to the Commission d'accès à l'information, as required by law.
11.Privacy officer and contact
Privacy Officer (Responsable de la protection des renseignements personnels), privacy@neoevents.ca, 1 807 500-8322. This policy is reviewed periodically; the version date prevails.