Canapii Privacy Policy

Disclaimer: This page has been translated using AI technology

Version 1.3 •  Updated 08 July 2022

Introduction and purpose

At Canapii we are committed to protecting your personal data. In this Privacy Notice we outline clearly how Canapii collects and processes your personal data through use of Canapii’s products and services, in addition to any applications or online tools containing reference to this Notice.

When we collect information that relates to an identified or identifiable individual (the “personal data” or “personal information”), we do this on our own behalf as a “Controller” of your data. This Notice highlights the information we collect from you as a Controller and the purposes for which we collect your data.

It is important that you read this Privacy Notice so that you are fully aware of how and why we are using your data.

Who We Are

We are Canapii Limited (collectively referred to as “Canapii”, “we“, “us” or “our” in this Privacy Notice). We are registered in England & Wales under registration number 13234100. Our registered address is Cumberland Court, 80 Mount Street, Nottingham, Nottinghamshire, United Kingdom, NG1 6HH. 

Canapii provide a mobile and web based platform that enables its customers to perform events onsite or remotely. By using its products and services, Canapii will be processing personal data on behalf of its customer, the organizer. Where data is controlled by Canapii, Canapii is the Controller of that personal data. Where data is controlled by a customer of Canapii, the customer organization is the Controller. Canapii remains a Controller of personal data entered when a Canapii profile is created.

How we Collect Your Personal Data

During your interactions with Canapii and its Platform, Canapii may collect, use and store different kinds of personal data about you. The collection mechanism could consist of direct or technology interactions.

We may collect the following personal data:

  • Information on how you use Canapii’s products and services (usage data).  We may also collect anonymised usage data.  Such data is not regarded as personal data under UK data protection law, as it does not identify individuals.

  • Your preferences on if and how we can contact and communicate with you (marketing data).

  • First name, maiden name, last name, username or similar identifier, title and any visual data, such as profile photo or video content, which may identify you (user identity data).

  • Billing address, email address and telephone number (contact data).

  • Information about how you use our site, products, and service (usage data).

  • Any content which you upload onto the site such as comments, live Q&A, and other text or images that contain personal data (content data).

  • Information on payments. Please note we do not store card details on our server, and credit and debit card payments are processed by Stripe or Chargify on their secure payments server and all card details and fully encrypted and store by them (transactional data).

  • Device, browser, IP address/location, time zone, microphone, and video settings (technical data).

  • Other delegate/organizer identifiers such as job title, industry and company worked for, phone number, gender, sessions attended, networking information, accommodation and flight information, onsite registration and check in and social media information (delegate data).

We also collect aggregated data for statistical and demographical purposes. This data does not identify individuals. It is not therefore considered personal data for the purposes of  data protection law. We collect aggregated data to improve and tailor the service we provide to you through our Platform.

How we use Your Personal Data

Conducting data analytics and supporting our platform

We use personal information we collect from you and information that we collect automatically to manage and improve our platform and our business. For example, we use information to:

  • Monitor, analyze, and improve services and our product’s performance and functionality.

  • Analyze user behavior and conduct research and analysis about the way you and other users use our products or services.

We process your personal information for these purposes where we have a legitimate interest to do so.

To manage risk and protect the product and services

We use data to better protect our services, our products and you by helping to detect and prevent fraud and abuse.

We process your personal information for these purposes where we have a legitimate interest to do so.

To market our own services to you 

Personal Information we collect about you and how you use Canapii provides valuable information about how we can improve and offer additional products and services that we think might interest you.

We process your personal information for these purposes where we have a legitimate interest to do so.

To comply with our legal and regulatory obligations

We will use your information as necessary to enforce the terms of our Apps and Services and to comply with all applicable laws and regulations.

To Perform our Contract with You

We conduct processing necessary to fulfill other contractual obligations for you.

To Train and to Develop Products and Services

We may also use your Personal Information to:

  • Conduct internal monitoring and training.

  • Develop new products and services.

We process your personal information for these purposes where we have a legitimate interest to do so.

Disclosures of your Personal Data

We may share your personal data with the following:

  • Event organizers.

  • Service providers acting as processors who provide our IT and system administration services.

  • Providers of our cloud services such as AWS and Google.

  • Stripe – for the purposes of payment transaction management.

We may also disclose your personal data in the following cases:

  • To third parties where we choose to sell, transfer or merge parts of our business or our assets.

  • To advisers who provide professional services to us.

  • To regulators and other authorities.

Canapii does not allow any third-party Event service providers or advertisers  to use your personal data for their own purposes without your express permission, and (where it does so), it only allows them to process your personal data for specific purposes and in compliance with your instructions.

Canapii’s sites may include links to third-party websites and applications designed to support or enhance particular Event processes. However, as these sites are not operated by Canapii, as Canapii does not control the privacy policies of third parties, it is the user’s responsibility to ask questions before disclosing personal information to them. Canapii cannot be responsible for the privacy practices or content of these sites and therefore advises you to exercise caution when submitting personal information online.

Third parties might request your consent to obtain some of your personal data if they provide Events or help the provision of services made available to you via Canapii sites. When such approach is necessary, we require all third parties to respect the security of your personal data and to treat it in accordance with the law.

As the platform provider, Canapii will not initiate engagement with Event attendees or Service Providers of any event held in its platform.

You accept all responsibility in ensuring that any specific services which you make use of are suitable for you.

Our use of Cookies

This website uses cookies. Please refer to our cookies notice at https://canapii.com/cookies-notice for further information.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

If you would like further information about how long we retain your personal data, please contact us using the details below.

International Transfers of Your Personal Data

Canapii is a global organization, with legal entities, business processes, management structures, and technical systems that cross borders. 

Please note that some countries have privacy laws that are not equivalent to privacy laws in the UK or EU.

Whenever we transfer your personal data out of the UK or EEA, we ensure a similar degree of protection is afforded to it, for example by entering into  UK or EU-approved standard contractual clauses or agreements with our partners, suppliers or other third parties to govern the transferring, processing and protection of the personal information.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA.

Data Security

Canapii has in place appropriate technological and operational security processes designed to protect personally identifiable information from loss, misuse, alteration or destruction. Only authorized employees and contractors will have access to any data provided by you, and that access is limited by need. Each employee or contractor having access to any personal information is obligated to maintain its confidentiality. 

Although we take steps that are generally accepted as industry standard to protect your personal information, Canapii cannot guarantee that your personal information will not become accessible to unauthorized persons and Canapii cannot be responsible for any actions resulting from a breach of security when information is supplied over the Internet or any public computer network. Our processes when dealing with any suspected personal data breach are designed to ensure we notify the subject of breach and any applicable regulator, where we are legally required to do so.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights, please contact us using the details set out in the “Contact Details” section below. In summary, those rights include: (i) the right to access your personal data; (ii) the right to have your data corrected; (iii) the right to erase your personal data; (iv) the right to object to the processing of your personal data; and (v) the right to restrict the processing of your personal data.

Please note that we may ask you to prove who you are before we can assist with your request to exercise your personal data rights.

You will not normally need to pay us a fee to access your personal data or to exercise any of the other rights. However, Canapii may charge a reasonable fee if the request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.  

Contact Details

We welcome questions and comments regarding this Privacy Notice or our use of your data. If you would like to contact us please email us at info@canapii.com. When contacting us, please use reference ‘Privacy003Can’.

Privacy Complaints Procedure

Where UK and EU data protection law applies, you always have the right to make a complaint to your local supervisory authority if you think your data is being mis-used. The ICO is the UK’s supervisory authority for data protection issues (www.ico.org.uk).

We always appreciate the chance to try to deal with any data protection concerns before they are referred to the ICO so, if you are happy to do so, please do not hesitate to contact us using the details above so that we can try to help you out in the first instance.

Updates to this Notice

Any updates on the same will be updated here for your reference. We may update this Privacy Notice from time to time.  Any material changes will be specifically notified to you, but please check back regularly for any other changes.