Privacy Policy

Last updated: November 20, 2025

Introduction

ArcAscent Inc. operating as Electric Autonomy Canada (“Electric Autonomy,” “we,” “us,” or “our”) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you:

  • Visit our websites, including electricautonomy.ca and any additional sites we operate for our events, publications, e-learning programs, and related services
  • Subscribe to our newsletters or publications
  • Register for or attend our virtual events and in-person events
  • Use our mobile event app
  • Enroll in our e-learning programs
  • Engage our consulting services
  • Interact with us in any other way

This policy applies to all users across Canada, including Quebec, and to international visitors to our services.

We are a Canadian media, events, and education company focused on the electric vehicle and clean energy sectors. We operate in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec’s Law 25.

Information We Collect

Information You Provide Directly

We collect personal information that you voluntarily provide, including:

Website and Newsletter Subscriptions:

  • Name, job title, organization name, industry sector and email address

Event Registration (Virtual Events and In-Person Events):

  • Name, job title, organization name, industry sector and email address
  • Mailing address (for paid events and course materials)
  • Operational information you choose to provide (such as fleet size, electrification status, or related business details)
  • Information about your event interests, session priorities, or topics you wish to learn about (to help us tailor program content, experiences and communications)
  • Inclusion in the event attendee directory (name, job title, organization name), which is visible to other registered attendees; you may opt out at any time during registration or by contacting us.
  • Payment information (processed by our third-party payment providers)
  • Dietary restrictions or accessibility requirements (for in-person events)
  • Your questions and comments during virtual events and in-person events (if you choose to participate in discussions)

E-Learning Programs:

  • Name, job title, organization name, industry sector and email address
  • Operational information you choose to provide (such as fleet size, electrification status, or related business details)
  • Information about your content interests, session priorities, or topics you wish to learn about (to help us tailor program content, experiences and communications)
  • Course progress and completion data

Consulting Services:

  • Business contact information
  • Operational information you choose to provide (such as fleet size, electrification status, or related business details)
  • Project-related information and communications

Mobile Event App:

  • Profile information you choose to add
  • Event session attendance and interests
  • Networking preferences

Badge Scanning at In-Person Events:

  • When you allow an exhibitor or sponsor to scan your event badge, your contact information (name, job title, organization name, email address) is shared with that specific exhibitor or sponsor for follow-up purposes. After the scan, the exhibitor or sponsor is responsible for their own use of your information, which will be governed by their own privacy policy.

Information Collected Automatically

Website Usage Data:

  • IP address, browser type and version
  • Device identifiers and operating system
  • Pages visited, time spent on pages, and navigation paths
  • Referring website addresses
  • Approximate geographic location (e.g. city or region) based on your IP address or device settings

Mobile Event App Data:

  • Device type and operating system
  • App usage statistics (downloads, page views, session duration)
  • Location data (if you grant permission, though we don’t actively use this data)
  • Push notification preferences

Virtual Event Data:

  • Attendance records and duration
  • Registration information
  • Video recordings of speakers and moderators (not attendees)
  • Chat messages and questions and answers submitted during sessions

Event Photography and Video:

  • At in-person events, we capture photos and videos in designated areas. Signage will be posted to notify you when you are entering a recorded area. Audience members may appear incidentally in wide‑angle recordings.

How We Use Your Information

We use your personal information for the following purposes, in accordance with PIPEDA’s principles:

Core Business Operations

  • Service Delivery: To provide access to our content, virtual events, in-person events, e-learning courses, and consulting services
  • Communications: To send you newsletters, promotional emails, event confirmations, course updates, and service-related announcements
  • Payment Processing: To process ticket sales and course enrollments through our payment partners
  • Customer Support: To respond to your inquiries and provide assistance

Virtual Events and In-Person Events

  • Event Management: To organize and run virtual events and in-person events, including managing registrations and attendance
  • Post-Event Follow-Up: To share recordings, resources, and follow-up materials with attendees and event sponsors
  • Sponsor Engagement: To facilitate connections between attendees and sponsors (only when you opt in)

Marketing and Business Development

  • Targeted Communications: To send relevant content, event invitations and promotional emails based on your interests and professional profile
  • Market Research: To understand our audience and improve our offerings
  • Sponsor and Partner Reporting: To provide aggregated, anonymized analytics to our sponsors and partners about audience engagement

Legal and Operational

  • Compliance: To comply with legal obligations and enforce our terms of service
  • Security: To protect against fraud, unauthorized access, and other security risks
  • Business Operations: To maintain records for accounting, legal, and business continuity purposes

How We Share Your Information

We do not sell your personal information. We share your information only in the following circumstances:

With Your Consent

Event Sponsors and Exhibitors:

  • Virtual Events: When you register for a sponsored virtual event and opt in to share your information, we provide your name, job title, organization name, and email address to the sponsor(s)
  • In-Person Events: When you allow an exhibitor or sponsor to scan your badge, your contact information is shared with that specific exhibitor or sponsor
  • You control these opt-ins and can choose not to share your information

Event Attendee Directory:

  • For in-person events, your name, job title, and organization name may be included in the event attendee directory that is visible to other registered attendees. You may opt out during registration or by contacting us.

Service Providers

We work with trusted third-party companies that help us operate our business. These providers only access your information as needed to perform services on our behalf and are contractually obligated to protect it:

  • Event Management Company: Assists with planning and operating our in-person events, including attendee registration, sponsor coordination, and event logistics. They access personal information only as needed to perform these services on our behalf and are contractually required to protect it.
  • HubSpot: CRM, marketing automation, and email delivery
  • Pheedloop: Event management platform and mobile event app
  • Moneris and QuickBooks: Payment processing for ticket sales and invoicing
  • Eventbrite: Ticket sales for select events
  • Google Analytics and Google AdWords: Website analytics and advertising
  • Buffer, Publer (or replacement provider): Social media management
  • Consulting Project Tools: Secure cloud storage and project management platforms

Links to these providers’ privacy policies can be found in the Third-Party Services section.

Business Partners

Media Sales Agency:

  • We share aggregated, anonymized analytics with our media sales agency to support sponsorship opportunities
  • They do not have direct access to individual user data

Legal Requirements

We may disclose your information when required by law or in response to:

  • Court orders, subpoenas, or other legal processes
  • Requests from government authorities
  • Protection of our rights, property, or safety, or that of our users or the public

Business Transfers

If Electric Autonomy is involved in a merger, acquisition, or sale of assets, your personal information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

Your Privacy Rights and Choices

Under Canadian privacy law (PIPEDA and Quebec Law 25), you have the following rights:

Right to Access

You can request a copy of the personal information we hold about you.

Right to Correction

You can request that we correct inaccurate or incomplete information.

Right to Deletion

You can request that we delete your personal information, subject to legal retention requirements.

Right to Data Portability

You can request your data in a structured, commonly used format.

Right to Withdraw Consent

You can withdraw your consent for us to process your information at any time (though this may limit your ability to use certain services).

Right to Object

You can object to certain processing activities, such as marketing communications.

Marketing Preferences

Email Communications:

  • You can unsubscribe from marketing emails at any time by clicking the “unsubscribe” link in any email
  • Even if you unsubscribe from marketing, we may still send you service-related communications (e.g. event confirmations, course updates)

Event Data Sharing:

  • You control whether your information is shared with virtual event sponsors through opt-in checkboxes during registration
  • You control badge scanning at in-person events by choosing whether to have your badge scanned

Exercising Your Rights

To exercise any of these rights, please contact us at: Email: [email protected]

We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing certain requests.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law.

General Retention Periods:

  • Newsletter Subscribers: Until you unsubscribe, or up to 10 years of inactivity.
  • Event Attendees: Up to 10 years from last event attendance.
  • E-Learning Participants: Up to 10 years from course completion.
  • Consulting Clients: For as long as necessary to fulfill our contractual and legal obligations, and for business continuity.
  • Website Analytics: Aggregated data retained indefinitely; individual data retained according to analytics provider policies.
  • Website Analytics: Aggregated data retained indefinitely; individual data retained according to analytics provider policies. Google Analytics retention settings are configured according to Google’s policies and available controls.

When we no longer need your information, we securely delete or anonymize it.

Cookies and Tracking Technologies

What Are Cookies?

Cookies are small data files stored on your device that help websites function properly and collect usage information.

Types of Cookies We Use

Essential Cookies:

  • Required for our website and services to function properly
  • Enable security features and basic functionality
  • Cannot be disabled

Analytics Cookies:

  • Help us understand how visitors use our website
  • Collect information about page visits, time spent, and navigation patterns
  • Used through Google Analytics

Advertising Cookies:

  • Used through Google AdWords to deliver relevant advertising
  • May track your activity across websites

Preference Cookies:

  • Remember your settings and preferences
  • Enhance your experience on return visits

Managing Cookies

Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. However, disabling cookies may limit your ability to use certain features of our services.

Browser Controls:

  • Chrome: Settings > Privacy and Security > Cookies
  • Firefox: Preferences > Privacy & Security
  • Safari: Preferences > Privacy
  • Edge: Settings > Privacy, Search and Services

Google Analytics Opt-Out: You can install the Google Analytics opt-out browser add-on: https://tools.google.com/dlpage/gaoptout

Third-Party Services

We use the following third-party services. Each has its own privacy policy governing how they handle data:

  • HubSpot: https://legal.hubspot.com/privacy-policy
  • Pheedloop: https://www.pheedloop.com/privacy-policy
  • Moneris: https://www.moneris.com/en/privacy-policy
  • Eventbrite: https://www.eventbrite.com/help/en-us/articles/460838/eventbrite-privacy-policy/
  • Google (Analytics and AdWords): https://policies.google.com/privacy
  • QuickBooks (Intuit): https://www.intuit.com/privacy/statement/

Third-Party Links

Our website and communications may contain links to third-party websites, services, or content. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Security

We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect it, including:

  • Secure data transmission using encryption (SSL/TLS)
  • Access controls limiting who can view personal information
  • Regular security assessments of our systems and partners
  • Secure storage with reputable cloud service providers
  • Employee training on privacy and data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information using commercially reasonable means, we cannot guarantee absolute security.

What You Can Do:

  • Use strong, unique passwords for your accounts
  • Do not share your login credentials
  • Be cautious about the information you share in public areas (virtual event chats, event networking)
  • Report any suspected security breaches to us immediately

International Users

Electric Autonomy is based in Canada and primarily serves the Canadian market. However, we welcome international visitors and participants.

Data Transfers

Your personal information may be transferred to and processed in countries other than your country of residence, including the United States, where some of our service providers operate. These countries may have data protection laws that differ from your jurisdiction.

When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

  • Contracts with service providers requiring appropriate data protection
  • Compliance with cross-border data transfer regulations
  • Use of reputable service providers with strong security practices

California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA):

  • We do not sell personal information
  • You have the right to request disclosure of information collected and shared
  • You have the right to request deletion of your information
  • You have the right to opt-out of certain data sharing (which we facilitate through event opt-ins)

To exercise these rights, contact us at [email protected]

European Visitors

If you are visiting from the European Economic Area, you may have additional rights under the General Data Protection Regulation (GDPR). While we do not specifically target European markets, if we process your data, we do so based on:

  • Your consent (e.g., newsletter sign-ups, event registrations)
  • Contractual necessity (e.g., providing services you’ve purchased)
  • Legitimate interests (e.g., improving our services, security)

Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at [email protected], and we will take steps to delete such information.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or for other operational reasons.

How We Notify You:

  • We will post the updated policy on our website with a new “Last Updated” date
  • For material changes, we will provide additional notice by:
    • Sending an email to registered users
    • Posting a prominent notice on our website

Your Continued Use: Your continued use of our services after changes become effective constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Attention: President or CEO
ArcAscent Inc. (Electric Autonomy Canada)
Email: [email protected]
Website: https://electricautonomy.ca/contact/

We will respond to your inquiry within 30 days.

For Quebec Residents: You also have the right to file a complaint with the Commission d’accès à l’information du Québec: https://www.cai.gouv.qc.ca

For Other Canadian Residents: You have the right to file a complaint with the Office of the Privacy Commissioner of Canada: https://www.priv.gc.ca

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