DRAFT FOR REVIEW — not legal advice. This is a working draft written against what the CanAsia site actually collects today. Bracketed items need a real answer from DigiBC before publication, and it should be reviewed by whoever handles DigiBC’s privacy obligations.
Last updated: [DATE]
Who we are
CanAsia Game Summit is a programme of DigiBC, the Creative Technology Association of British Columbia. In this policy, “we” and “us” mean DigiBC, operating the CanAsia Game Summit programme.
DigiBC is the organisation accountable for the personal information described here. Our privacy contact is [PRIVACY CONTACT EMAIL], [MAILING ADDRESS].
What this policy covers
This policy covers personal information collected through this website. It does not cover the separate sites of Web Summit Vancouver, XP Game Summit, or any partner organisation, each of which has its own privacy practices.
What we collect, and why
Registration of interest
When you complete the registration form, we collect your first and last name, email address, organisation, role or title, country or region, the areas of the event you are interested in, and whether you require a formal IRCC visa invitation letter.
We collect this in order to: contact you with information about CanAsia Game Summit 2027; understand who is interested so we can plan the programme and the B2B matchmaking floor; and, where you have told us you need one, assess and prepare a visa invitation letter.
Providing this information is voluntary. If you choose not to provide it, you cannot register your interest, but you can still browse the site.
Consent to receive updates
The form asks you to consent separately to receiving CanAsia updates. That consent is what allows us to send you programme news and announcements. You can withdraw it at any time — see Your choices below — and withdrawing it does not affect your registration of interest.
Information collected automatically
Our hosting provider records standard server logs, which may include your IP address, browser type, the pages you request and the time of the request. These are used to keep the site secure and available. [CONFIRM: whether analytics is in use at launch, and if so which product, what it collects, and how long it retains data. If analytics is added later, this section must be updated before it goes live.]
Cookies
This site uses only the cookies WordPress sets in order to function. We do not use advertising or cross-site tracking cookies. [CONFIRM once analytics and any embedded media are finalised.]
Visa invitation letters
If you request a formal invitation letter for an IRCC visa application, we may need to collect and share additional information with Immigration, Refugees and Citizenship Canada or with your organisation in support of that application. We will tell you what is required at that point, and we will only use it for that purpose. [CONFIRM the actual process with whoever handles invitation letters, including what is shared and with whom.]
Who we share it with
We do not sell your personal information.
We share it only with: service providers who operate the site and our communications on our behalf, and who are bound to use it only for that purpose; our named event partners where you have asked us to connect you with them, such as through delegation or matchmaking programmes; and government bodies where required, including in support of a visa invitation you have requested.
[CONFIRM AND NAME: hosting provider, email/newsletter platform, form provider, and any CRM. Each should be listed, along with whether it stores data outside Canada.]
Where your information is stored
[CONFIRM: hosting and email providers may store or process data outside Canada, including in the United States. Where that is the case it must be stated here, along with a note that information may be accessible to foreign courts and law enforcement under the laws of that jurisdiction.]
How long we keep it
We keep registration information for as long as needed for CanAsia Game Summit 2027 and for a reasonable period afterwards, so that we can contact you about future editions where you have consented. [CONFIRM A SPECIFIC PERIOD, for example 24 months after the event.] After that it is deleted or anonymised.
How we protect it
The site is served over HTTPS, access to registration data is limited to the CanAsia team members who need it, and it is held on managed hosting with access controls in place. No system is completely secure, but we take reasonable steps appropriate to the sensitivity of the information.
Your choices
You can unsubscribe from CanAsia updates at any time using the link in any email we send, or by contacting us.
Under Canadian privacy law you can ask us to confirm what personal information we hold about you, provide you with a copy, correct it if it is wrong, or delete it where we are not required to keep it. Contact [PRIVACY CONTACT EMAIL] and we will respond within 30 days. There is no charge for a reasonable request.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca, or the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.
Children
This is a business-to-business event site. It is not directed at children and we do not knowingly collect personal information from anyone under [AGE].
Changes to this policy
If we change this policy we will update the date at the top. Where a change materially affects how we use information you have already given us, we will tell you directly.
Contact
Questions about this policy or about your personal information: [PRIVACY CONTACT EMAIL].