Personal information is information about an identifiable individual.

Depending on how you interact with Vanguard Impact, this may include information such as:

• name;
• email address;
• telephone number;
• mailing address;
• city, province or state, and country;
• professional title;
• employer or business;
• industry;
• social media profiles;
• photographs;
• audio and video recordings;
• event participation;
• ticket and registration information;
• transaction information;
• communications with us;
• survey responses;
• accessibility information voluntarily provided to us;
• dietary or accommodation information, where relevant;
• speaker application information;
• biographies and professional credentials;
• IP address;
• device and browser information;
• website activity; and
• other information voluntarily provided to Vanguard Impact.

We seek to collect only information reasonably necessary for the purposes identified at the time of collection or otherwise permitted by law.

When you visit the Vanguard Impact website, certain information may be collected automatically through website technologies and third-party services.

This may include:

• IP address;
• browser type;
• device type;
• operating system;
• referring website;
• pages visited;
• time spent on pages;
• approximate geographic location derived from an IP address;
• links clicked; and
• other website usage information.

We may use cookies and similar technologies to operate the website, understand website performance, improve the visitor experience, remember preferences, and measure the effectiveness of our communications and marketing.

Where required by applicable law, we will obtain consent before using non-essential cookies or similar technologies.

Visitors may also provide information directly when they:

• subscribe to a newsletter;
• complete a contact form;
• purchase a ticket;
• register for an event;
• submit an application;
• participate in a survey;
• enter a contest or prize draw; or
• otherwise communicate with us.

When you purchase a ticket, register for an event, or participate in Vanguard Impact programming, we may collect:

• name;
• email address;
• contact information;
• billing information;
• ticket type;
• registration information;
• organization or employer;
• professional title;
• industry or areas of interest;
• networking profile information;
• accessibility or accommodation requests;
• survey responses;
• event participation information;
• questions submitted during sessions;
• chat contributions;
• prize draw participation;
• communications with Vanguard Impact; and
• other information voluntarily provided during registration or participation.

Payment information may be processed directly by a third-party payment processor or ticketing provider. Vanguard Impact may not receive or retain complete payment card information where payment is processed by such a provider.

Vanguard Impact events may include interactive features such as:

• networking;
• attendee profiles;
• chat;
• Q&A;
• breakout rooms;
• virtual exhibitor booths;
• discussion areas;
• polls;
• community groups; and
• other participant interaction.

Information you choose to make visible or share through these features may be seen by other attendees, speakers, sponsors, exhibitors, partners, or participants, depending on the functionality of the platform.

Participants should avoid sharing personal information in public or group areas that they do not want others to see.
Vanguard Impact cannot control how another participant uses information that an individual voluntarily shares directly with that participant.

Eligible attendees may be invited to participate in private Vanguard Impact online communities, including private social media groups.
Participation is optional.

If you choose to join a community hosted on a third-party platform, your participation will also be subject to that platform’s privacy policy, terms, account settings, and data practices.

Information you post or share within a community may be visible to other community members.

Members are expected to respect the privacy of others and comply with applicable Vanguard Impact community guidelines.

When an individual applies or agrees to participate as a speaker, facilitator, moderator, or contributor, we may collect information including:

• name;
• email address;
• telephone number;
• mailing address;
• professional title;
• employer or business;
• biography;
• headshot and other photographs;
• professional credentials;
• website;
• social media profiles;
• session proposals;
• presentation materials;
• speaker application responses;
• interview or meeting notes;
• signed agreements;
• payment information;
• tax or financial information where reasonably required for payment or reporting;
• audio and video recordings;
• communications with Vanguard Impact; and
• other information required to administer the speaker relationship.

Speaker information may be used to:

• evaluate speaker applications;
• communicate with applicants and speakers;
• develop event programming;
• administer speaker agreements;
• schedule sessions;
• coordinate rehearsals and event logistics;
• process speaker payments;
• create speaker profiles;
• promote the speaker’s participation;
• create website and social media content;
• produce event programs and promotional materials;
• communicate with media;
• administer recordings and content rights in accordance with the applicable Speaker Agreement; and
• maintain appropriate business and event records.

Information specifically intended for public promotion, such as an approved biography, headshot, professional title, organization, session title, website, and social media accounts, may be published on Vanguard Impact websites, event platforms, social media accounts, promotional materials, media materials, and other event-related communications.

The collection, use, and publication of speaker content and recordings will also be governed by the applicable Speaker Agreement.

Information supplied privately for administration, payment, contracting, or other internal purposes will not be treated as public speaker-profile information.

Vanguard Impact may retain information submitted through speaker, volunteer, ambassador, partnership, or other applications for a reasonable period for:

• administering the application process;
• maintaining business records;
• responding to questions;
• considering future opportunities where appropriate and permitted; and
• meeting legal obligations.

Where consent is required to retain or use information for a materially different future purpose, we will seek that consent.

Depending on the circumstances, Vanguard Impact may use personal information to:

• process ticket purchases and registrations;
• provide access to events and programs;
• administer ticket benefits;
• communicate important event information;
• provide customer service;
• administer speaker, sponsor, exhibitor, partner, volunteer, and ambassador relationships;
• facilitate networking and community participation;
• personalize event experiences;
• administer contests and prize draws;
• conduct surveys;
• collect feedback;
• improve events and programming;
• understand audience interests;
• analyze website and event performance;
• prevent fraud, misuse, and security incidents;
• enforce event terms, agreements, and codes of conduct;
• maintain business and financial records;
• meet legal and regulatory obligations;
• communicate about Vanguard Impact where permitted; and
• carry out other purposes disclosed when information is collected.

We will not use personal information for a materially different purpose without obtaining additional consent where required by law.

Individuals may receive communications from Vanguard Impact when they have consented to receive them or where communications are otherwise permitted by applicable law.

These communications may include:

• Vanguard Impact news;
• upcoming events;
• workshops and sessions;
• ticket announcements;
• educational resources;
• community opportunities;
• speaker announcements;
• sponsor or partner initiatives;
• surveys; and
• other Vanguard Impact updates.

Marketing emails will include an unsubscribe mechanism where required.

You may unsubscribe from marketing communications at any time.

Unsubscribing from marketing communications will not prevent Vanguard Impact from sending necessary transactional or administrative communications related to a ticket purchase, registration, agreement, program participation, account, or other existing relationship.

Vanguard Impact works with sponsors, exhibitors, service providers, and community partners.

Attendees may encounter sponsors and exhibitors through:

• virtual booths;
• event programming;
• downloadable resources;
• networking;
• prize draws;
• digital swag;
• sponsored content;
• special offers; and
• other event features.

Participation in these interactions is generally voluntary.

Sharing Attendee Information

Vanguard Impact will not sell attendee personal information.

Where a sponsorship or event feature involves sharing identifiable attendee information with a sponsor, exhibitor, or partner, Vanguard Impact will provide appropriate notice and obtain consent where required by applicable law.

Once personal information has been knowingly and validly provided to an independent third party, that organization’s own privacy practices may apply to its subsequent handling of the information.

If you voluntarily enter a Vanguard Impact prize draw, contest, giveaway, or promotion, we may collect information necessary to administer the activity and contact winners.

Where a prize is supplied by a sponsor or third party, information necessary to arrange delivery or fulfilment may be shared with that organization where appropriate and disclosed to the participant.

Participation in a prize draw will not automatically constitute consent to unrelated marketing communications unless that consent is separately obtained.

Vanguard Impact events may be photographed, recorded, streamed, or otherwise captured.

Depending on the nature of an event, recordings may include:

• speakers;
• attendee video or audio participation;
• screenshots;
• chat contributions;
• questions submitted during sessions;
• audience interaction; and
• other event participation.

Recordings and event media may be used for purposes described in applicable event terms, notices, speaker agreements, releases, or consent processes, including educational, archival, promotional, and marketing purposes.

Where practical, Vanguard Impact will provide notice when recording is taking place.

Attendees who prefer to limit their appearance in recordings should follow any participation or privacy instructions provided for the applicable event.

Vanguard Impact may use third-party service providers to help operate our organization, website, events, and communications.

These may include providers of:

• website hosting;
• ticketing and registration;
• payment processing;
• virtual event technology;
• email marketing;
• customer relationship management;
• surveys;
• analytics;
• cloud storage;
• document management;
• video conferencing;
• social media;
• accounting;
• professional services; and
• other operational technology.

These providers may process personal information on our behalf or, depending on the service, under their own applicable privacy terms.

We seek to work with service providers that maintain appropriate privacy and security practices for the nature of the information they process.

Some of Vanguard Impact’s service providers may store or process information outside Canada, including in the United States or other jurisdictions.

When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, or government authorities in accordance with applicable law.

Where appropriate, Vanguard Impact uses contractual, organizational, or other measures to help protect personal information handled by service providers.

The Vanguard Impact website may use cookies, pixels, analytics technologies, and similar tools.

These technologies may be used to:

• enable website functionality;
• remember preferences;
• understand website traffic;
• identify technical issues;
• measure page performance;
• understand how visitors interact with content; and
• evaluate marketing effectiveness.

Some technologies may be provided by third parties.

Visitors may be able to manage cookies through browser settings and, where provided, website cookie controls.

Disabling certain cookies may affect website functionality.

Vanguard Impact maintains profiles on third-party social media platforms.

When you interact with Vanguard Impact through a social media service, the platform may collect and process information according to its own privacy policy.

Information you make publicly available through social media may also be visible to Vanguard Impact and other users.

We encourage users to review the privacy settings and policies of the social platforms they use.

Vanguard Impact obtains consent for the collection, use, and disclosure of personal information where required by applicable law.

The appropriate form of consent may depend on:

• the sensitivity of the information;
• the purpose for which it is collected;
• the individual’s reasonable expectations; and
• applicable legal requirements.

Consent may be express or implied where legally appropriate.

Individuals may withdraw consent to certain uses of their personal information, subject to legal or contractual restrictions and reasonable notice.

Withdrawal of consent may affect our ability to provide certain services, benefits, event features, or program participation.

Vanguard Impact does not intentionally seek unnecessary sensitive personal information.

Please do not provide sensitive personal information unless it is reasonably necessary for a specific purpose, such as requesting an accessibility accommodation, fulfilling contractual or payment requirements, or addressing another legitimate need.

Where sensitive information is required, we will seek to limit collection and access appropriately.

Vanguard Impact’s website, events, and services are primarily intended for adults and are not directed toward children.

We do not knowingly collect personal information from children without appropriate authorization where required by law.

If we learn that personal information from a child has been collected in circumstances where appropriate consent was required but not obtained, we will take reasonable steps to address the situation.

Vanguard Impact retains personal information only for as long as reasonably necessary to:

• fulfil the purposes for which it was collected;
• administer ongoing relationships;
• maintain appropriate business and financial records;
• resolve disputes;
• enforce agreements;
• demonstrate required consent;
• meet tax, accounting, regulatory, or legal requirements; and
• address legitimate operational needs.

Retention periods may vary depending on the type of information and the reason it was collected.

When personal information is no longer reasonably required, we will take appropriate steps to securely delete, destroy, or anonymize it, subject to applicable legal requirements.

Vanguard Impact uses reasonable administrative, technical, and organizational safeguards appropriate to the nature and sensitivity of the personal information under our control.

Measures may include:

• limiting access to personal information;
• password and account controls;
• secure cloud services;
• access permissions;
• appropriate record management practices;
• security measures provided by our technology providers; and
• limiting the collection and retention of unnecessary information.

No electronic system, website, transmission, or storage method can be guaranteed to be completely secure.

If Vanguard Impact becomes aware of a privacy or security incident involving personal information, we will assess and respond to the incident in accordance with applicable legal requirements.

Subject to applicable law, individuals may request information about the personal information Vanguard Impact holds about them and may request access to or correction of that information.

We may need to verify your identity before responding to a request.

Certain legal exceptions may apply to access requests.

Requests may be submitted using the contact information at the end of this Privacy Policy.

Where Vanguard Impact relies on consent, you may request to withdraw that consent, subject to legal or contractual restrictions.

Examples may include:

• unsubscribing from marketing emails;
• changing certain communication preferences;
• withdrawing from optional networking features;
• declining optional sponsor communications; or
• requesting changes to optional public profile information where reasonably possible.

Withdrawal does not necessarily affect uses or disclosures that occurred lawfully before consent was withdrawn.

The Vanguard Impact website, event platforms, newsletters, community spaces, and other materials may contain links to third-party websites.

Vanguard Impact is not responsible for the privacy practices, security, accuracy, or content of third-party websites.

We encourage users to review the privacy policies of external services before providing personal information.

If Vanguard Impact undergoes a restructuring, merger, partnership change, sale, transfer, or other organizational transaction, personal information may be transferred or disclosed where reasonably necessary and permitted by applicable law.

Appropriate measures will be taken to protect personal information in connection with such a transaction.

Vanguard Impact may disclose personal information where reasonably necessary or permitted by law, including to:

• comply with legal obligations;
• respond to lawful requests or legal processes;
• investigate fraud or misuse;
• enforce contracts, event terms, or policies;
• protect the rights, safety, or security of Vanguard Impact, participants, or others; or
• address an emergency or security incident.

Vanguard Impact may update this Privacy Policy from time to time to reflect changes to our programs, technology, business practices, or legal obligations.

The current version will be posted on the Vanguard Impact website with the date it was last updated.

Where a change materially affects how personal information is collected, used, or disclosed, we will provide additional notice or obtain consent where required by applicable law.

Questions, requests, concerns, or complaints regarding this Privacy Policy or Vanguard Impact’s handling of personal information may be directed to:

Vanguard Impact
Email: the.vanguard.impact@gmail.com
Website: www.vanguardimpact.com

Please include sufficient information for us to understand and respond to your request.

Vanguard Impact will review privacy concerns in a reasonable manner and take appropriate steps where necessary.

Vanguard Impact is responsible for personal information under its control and will designate an individual responsible for overseeing its privacy practices.

Privacy inquiries may be directed to the contact information provided above.