Privacy policy

• We collect what you type into our Plan Your Event form, a few details about how you found our website, and, if you book with us, your name, email address and event date. When you open a page with the form, Cloudflare's spam check, Turnstile, also receives your IP address and details about your browser.
• We use them to answer your inquiry, plan your event and see which ads and pages bring us inquiries. After your event, we may email you to ask for a Google review.
• Cloudflare hosts our website, stores our records and checks our form for spam, Resend sends our emails, and our web developer runs these systems for us. Some of this information is stored or handled outside Canada, where the authorities there may be able to access it.
• We don't sell your information, and our website doesn't use outside advertising or analytics tools.
• You can ask us to see, correct or delete your information, or to stop our review emails, at any time.

East West Event Centre is operated by [to confirm: the company's legal name]. Our mailing address is 530 Clarke Road, Unit #1, London, Ontario.

[to confirm: the name or title of the person responsible for privacy, for example “Sudhir Basumatary, Owner”] is responsible for how we handle personal information. You can reach our privacy contact at [to confirm: email address] or by mail at the address above.

When you send a Plan Your Event inquiry

Our Plan Your Event form asks for the details we need to answer you:

• what you'd like us to do (check availability, prepare a quote or arrange a tour);
• the type of event, your preferred date, an alternative date, and the start and end times;
• the estimated number of guests and the room setup you'd like;
• any services you're interested in, such as décor and setup, audio-visual support or event coordination, and whether you'll need an approved outside caterer;
• your name and email address, and your phone number and organization if you'd like to add them;
• any special requirements or comments you want to share.

Only the type of event, your name and your email address are required. Everything else is up to you.

We use this information to answer your inquiry, plan your event with you, and keep a record of what you asked for. When you send the form, we email you a short confirmation, and we receive an email alert with your details so we can reply quickly. If you send several inquiries in one day, you get one confirmation. When more inquiries than usual arrive, we receive the extra ones together in one summary email, sent at most once an hour. We keep a record of whether each of these emails was sent, and when.

How we keep spam out of the form

Our Plan Your Event form is on our Plan Your Event page.

Our Plan Your Event form is protected by Cloudflare Turnstile, a check that Cloudflare runs for us to tell people apart from automated programs that send spam.

When you open a page with our form, your browser loads Turnstile from Cloudflare's website (challenges.cloudflare.com), whether or not you send the form. Turnstile then checks in the background whether a person is using the page. Most visitors never see it. If it needs to check further, it asks you to tick a box. For this check, Cloudflare receives information from your browser, such as your IP address, the details your browser sends about itself and its secure connection, and which website the check is for. Cloudflare says it collects this information to detect and block bots, and that it doesn't collect it to identify, profile or target anyone.

When you press Send, the form passes a one-time code from Turnstile to us along with your inquiry, and our system asks Cloudflare whether the code is valid. It doesn't send Cloudflare your IP address or anything you typed in the form.

• If the check passes, we save your inquiry and handle it as described above.
• If it doesn't pass, we don't save or send anything, and the form asks you to try again.
• If Cloudflare can't answer at that moment, we accept your inquiry as usual, and our alert about it notes that the check couldn't run.

With your inquiry, we save only the result: that the check passed, or that it couldn't run. We don't keep the code from Turnstile, and we don't record your IP address.

Turnstile needs JavaScript. If your browser doesn't run it, the form can't be sent, and the form page shows our email address so you can contact us directly: bookings@eastwesteventcentre.ca.

The section “Who handles your information for us” explains Cloudflare's role and where to read its own privacy documents.

How you found us

We want to know which ads, listings and websites bring people to us. When you arrive on our website, a small script notes a few details about how you got here:

• the campaign tags in the web address you arrived on, if it has any (for example, the name of an ad campaign);
• a click code, if Google, Facebook or Microsoft added one to the link you clicked;
• the website and page that linked to us, with any search terms or other details in that address removed;
• the first page you opened on our site, and the time you arrived.

The script keeps these details in your browser's session storage for that tab, and your browser clears them when you close it. They reach us only if you send the form. We then save them with your inquiry, along with the page the form was on and a random code that stops a double click from sending your inquiry twice. The script doesn't use cookies, and it doesn't follow you to other websites.

We use this information only to see which of our ads, listings and pages bring us inquiries. We don't send it to Google, Facebook, Microsoft or any other advertising company.

When you book an event with us

When you book, we record your name, your email address and the date of your event on our private bookings page. We do this however you booked, whether by phone, in person or after an inquiry on our website. If you sent us an inquiry from the same email address, the booking is linked to it, so we can see which inquiries became bookings.

Review requests after your event

After your event, we may email you to ask whether you'd share your experience on Google. The email goes out at 10 a.m. the day after your event. If we add your booking later than that, it goes out at the next 10 a.m. Five days later, we send one reminder, and then we don't email you about it again. We keep a record of each review email we send you, and when it went out. Every client we ask gets the same email, and we never offer anything in exchange for a review.

We don't send a review request if the booking was cancelled, if you've asked us not to email you, or if the event was more than two years ago. We ask each client at most once in any 12 months, however many events they hold with us.

Every review email has an unsubscribe link, and your email app may also show an unsubscribe button that works the same way. You can also tell us by email, by phone or in person, and we'll stop. If you write a review, you do it on Google's own website, under Google's privacy policy. Our review emails don't share any of your information with Google.

Sign-in for our team

Only the people we authorize can sign in to our bookings page. Right now, that's our owner and our web developer, who supports the page for us. To sign in, they enter their email address and receive a one-time code by email. We keep each code, in scrambled form, with the address it went to, for about a day. Our log of actions keeps a note of each code we send and each sign-in, with the team member's address. If someone enters an address that isn't on our list, no code is sent, and we don't keep that address. Signing in sets cookies in that person's browser, which the section on cookies below describes.

When you visit our website

Like any website, ours receives technical information with every visit, such as your IP address, your browser type and the page you asked for. Our hosting provider, Cloudflare, uses this information to deliver our pages and to protect the site from attacks. Our own system writes short technical logs of what happened, for example that an inquiry was saved or an email was sent. Those logs don't include your name, your contact details or your message.

To slow down automated abuse, Cloudflare counts how often each IP address sends the form, uses an unsubscribe link or tries to sign in to our bookings page. Each count covers a minute or less, and then it starts again. We don't store your IP address in our database.

Our system also keeps a log of actions, such as when a booking was added, changed or cancelled, when someone unsubscribed, and when we exported our records. It notes which member of our team made each change. It doesn't store messages or our clients' contact details.

A few service providers help us run our website and email. Each one handles your information only to provide its service to us, apart from one use of Cloudflare's own, which the Cloudflare item below explains.

• Our web developer builds and runs our website, form and bookings page for us under a written agreement. He uses this information only to keep these features working and to help us with them. He receives our hourly summary email of inquiries that arrived without an instant alert, which lists each sender's name, email address, type of event and preferred date. If a review email to you, or our alert about your inquiry, can't be sent, he's told your name and your event details so he can fix the problem. For an inquiry alert, he's also told your email address.
• Cloudflare, Inc. hosts our website, stores our inquiry and booking records in its database service, and runs Turnstile, the spam check on our Plan Your Event form, all through our web developer's Cloudflare account. For these services, Cloudflare handles your information on our behalf and on our instructions. Cloudflare also uses the information Turnstile collects to improve how well Turnstile detects bots, and for that one use, Cloudflare itself decides how the information is handled. Its Turnstile Privacy Addendum (cloudflare.com/turnstile-privacy-policy) and its Privacy Policy (cloudflare.com/privacypolicy) explain this. For questions about that use, you can write to Cloudflare's Data Protection Officer at dpo@cloudflare.com. For questions or requests about the check on our own form, please contact us.
• Resend (Plus Five Five, Inc.) sends our emails: your confirmation, our alerts and hourly summaries about new inquiries (an alert includes your full inquiry), review requests and reminders, our notices when one of these can't be sent, and our team's sign-in codes. Resend keeps a copy of each email and its delivery record for 30 days.
• Our business email provider, [to confirm: provider, for example Microsoft 365], holds the inquiry alerts we receive and the emails we exchange with you.

We don't sell or rent your personal information, and we don't share it with anyone for their own marketing. We share it beyond these providers only when the law requires it.

We ask Cloudflare to keep our database in eastern North America, and it may be stored in the United States. Resend stores email in the United States. Cloudflare's network may also handle visits to our website, and Turnstile's check of our form, outside Canada.

While your information is in another country, the courts, law enforcement and national security authorities of that country may be able to access it under that country's laws.

We keep inquiries, with the result of the spam check, and booking records for [to confirm: retention period, 13 months or more, for example “X years after your inquiry or event”]. After that, our system deletes them automatically.

Copies also exist outside our booking records. The alerts and emails about your inquiry or booking stay in our mailbox, our web developer keeps the summaries and notices he receives, and we sometimes export our records to a spreadsheet. We keep these copies for [to confirm: how long, for example “the same period”], and we delete them sooner if you ask.

If you unsubscribe, ask us not to email you, or ask us to delete your information, we keep your email address on our list of people who don't want review emails, with the date and how you asked. We keep that list permanently, because it's the only way to make sure we never send you another review request or reminder, even if you book with us again. It stays after we delete your other information.

Our log of actions has no set end date. Once the records it refers to are deleted, nothing in it points back to you.

Our team's sign-in codes are deleted after about a day, and a signed-in session ends after 30 days at most. The record of a browser our team has signed in from is deleted once that browser hasn't been used to sign in for a year. Resend keeps its copies of our emails for 30 days, and its backups can hold them for up to 7 days more. When we delete a record, it can stay in Cloudflare's automatic backups for up to 30 days before it's gone.

You can ask us:

• what personal information we hold about you, how we've used it, and who we've shared it with;
• to correct anything that's wrong or incomplete;
• to delete your information;
• to stop emailing you.

Send your request by email to [to confirm: email address], or by mail to 530 Clarke Road, Unit #1, London, Ontario. We'll answer within 30 days of receiving it, and there's no charge. To protect your information, we may ask you to confirm the request from the email address we have for you.

If you ask us to delete your information, we delete your inquiry and booking records, any exported copies of them, and the emails about you that we and our web developer keep. We keep only what the law requires us to keep, such as records of payments, and, if your event hasn't happened yet, the details we need to host it. We then add your email address to our list of people who don't want review emails, with the date of your request, so our system never sends you another review request or reminder, even if your details are entered again later. Copies kept by Resend and in Cloudflare's backups clear on their own within about five weeks. If we haven't answered your inquiry yet, we won't be able to reply to it once it's deleted.

If you're not satisfied with how we've handled your information, please tell us first so we can try to put it right. You can also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

• Our website and bookings page use encrypted connections (HTTPS).
• Only the people we authorize can open the bookings page, and each sign-in needs a one-time code sent to their email.
• We store sign-in codes, session keys and the keys that recognize our team's browsers only in scrambled form, so the stored copies can't be used to sign in.
• Only the people who need your information to plan your event and run these features can see it.

No website or email system is perfectly secure, and we can't promise that nothing will ever go wrong. We take the steps above to keep the risk low.

Our website doesn't use outside analytics or advertising tools, such as Google Analytics or the Meta Pixel. The only record we keep of how you found us is the one described under “How you found us”. If we ever add analytics or advertising tools, we'll update this policy before we do.

Apart from our bookings page, described below, our own code sets no cookies on our site. On the pages with our Plan Your Event form, Turnstile runs inside a small frame from Cloudflare's own website. Cloudflare's Turnstile Privacy Addendum says the information Turnstile collects is strictly necessary to detect and block bots, and Cloudflare's Cookie Policy (cloudflare.com/cookie-policy) describes the cookies Cloudflare uses.

Our bookings page sets cookies for sign-in:

• When anyone enters an email address on its sign-in page, a cookie links that browser to the one-time code for 10 minutes.
• When someone on our team signs in, a cookie keeps them signed in for up to 30 days.
• Signing in also sets a cookie that lets our system recognize that browser the next time the same person signs in. It lasts about a year.

For the last two, we store only a scrambled copy, together with that team member's email address.

We update this page whenever we change how we handle personal information, and the date at the top shows when it last changed. If you'd like to see an earlier version, please ask us.

[to confirm: name or title of the privacy contact]
East West Event Centre
530 Clarke Road, Unit #1, London, Ontario
[to confirm: email address]
[to confirm: phone number, if you'd like one listed]