Personal Information Protection and Privacy

What This Policy Covers

This Privacy Policy applies to personal information collected through:

• Our website and event registration platforms
• The Departure mobile app
• Artist submission platforms
• In-person attendance at our events
• Communications and newsletters
• Delegate directories and networking programs
• Nomination and voting portals

What We Collect

When you engage with Departure – whether through our app, website, or live events – we may collect the following types of personal information:

• Name and contact details
• Payment information (processed securely through third-party platforms)
• Artist submission materials (e.g. music files, bios, media kits)
• Demographic or professional information
• Preferences, feedback, and communication history
• Device and browser type, IP address, and usage patterns
• Social media handles or other voluntarily provided identifiers

We also collect personal information through various platforms and technologies that support the delivery, administration, and analysis of our events and services. These may include:

• Our website and mobile applications
• Event registration and ticketing platforms, such as Eventbrite, TicketWeb (a Ticketmaster company), Microspec or other platforms required by venue partners or third-party vendors
• Payment processors, such as Square
• Electronic signature platforms, such as DocuSign
• Email marketing platforms, including Constant Contact and Mailchimp
• Analytics and advertising tools, such as Google Analytics, Meta Pixel, and internal systems like the Departure analytics platform or data lake, which help us understand engagement and improve the attendee experience

Please note that some of these platforms may operate under their own privacy policies. We encourage users to review those policies before submitting personal information through third-party services.

How We Use Personal Information

We use the information we collect to:

• Register attendees, delegates, and artists
• Process transactions and issue confirmations
• Curate artist showcases and event programming
• Personalize your experience on our app and site
• Communicate updates, offers, and announcements
• Manage delegate directories and networking tools
• Evaluate and improve our operations and user experience

Artist Submissions

Artists submitting materials are asked to provide biographies, music samples, media kits, and professional information. This information is used solely for programming, curation, and internal evaluation purposes. Departure retains submitted content securely and does not share or repurpose materials without consent, except as required to evaluate or feature approved participants.

Award Nominations

Departure collects personal information in connection with nominations for Departure Honours, the Canadian Sync Awards, and the Canadian Live Music Industry Awards. This may include a nominee’s name, contact information, biography, professional accomplishments, and supporting materials submitted by third parties.

This information is used solely for evaluation, curation, and communication related to the awards process. It is reviewed by authorized staff and jury members and is retained securely for administrative purposes.

Nominees are contacted directly only if they are shortlisted or selected, at which point they will have the opportunity to verify, update, or withdraw their information. Departure does not publish or disclose nominee information without first providing notice or obtaining consent.

Mobile App

Our mobile app may collect limited user information, including login credentials, usage behavior, and networking preferences, to deliver personalized schedules, updates, and delegate interactions. You may control certain permissions (e.g. notifications or location services) via your device settings.

Applications for Staff, Contractor, or Volunteer Positions

Personal information you provide to us when applying for a staff, contractor, or volunteer position with Departure is used solely for recruitment, scheduling, and internal administrative purposes. Once identified as part of an application, this information is stored in a secure environment and is not shared or used for any other purpose.

Delegate Directories

If you hold a Priority Pass or participate in curated networking programs, your name, role, and contact details may be included in the delegate directory, viewable by other approved participants. You may opt out of this directory by contacting us.

Photography and Event Recordings

Photographs, video, and recordings may be taken of you in public areas at Departure events, including during performances, panels, and networking sessions. These may be used by Departure for promotional or archival purposes.

Your Consent

By choosing to provide us with your personal information – whether through our website, mobile app, ticketing system, artist submission platform, or by attending our events in person – you are consenting to its collection, use, and disclosure in accordance with this Privacy Policy and applicable laws.

If you are under the age of 18, please do not provide personal information without the consent of a parent or legal guardian, unless otherwise permitted by law.

We encourage you to review this Privacy Policy periodically. Your continued use of Departure platforms or attendance at our events following any updates constitutes your agreement to the updated terms. If you do not wish to have your personal information collected, used, or disclosed as described, please contact us at the time the information is requested or reach out using the contact information below.

Withdrawing Consent

We collect, use, or disclose your personal information only with your consent (implied or explicit). You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us at hello@departureto.com.

Disclosure to Third Parties

Departure does not sell or trade your personal information. We may share your information with trusted service providers (e.g. event platforms, payment processors, cloud storage providers) who are bound by confidentiality and data protection terms.

Some data may be processed or stored on servers located outside of Canada, including in the United States, Europe, or other jurisdictions where our service providers or their affiliates operate. In such cases, your data may be subject to the laws of those jurisdictions, which may differ from those in Canada.

Security and Retention

We use industry-standard safeguards (encryption, firewalls, access restrictions) to protect your personal information. Information is retained only as long as necessary for the purposes outlined above, after which it is securely destroyed or anonymized.

The internet is, by its nature, an open network and subject to the potential interception of information. While we use safeguards to protect your personal information, we cannot guarantee that data you transmit to us online or through other electronic means will not be intercepted while in transit by parties outside of our control.

Cookies and Tracking Technologies

Our website may use cookies or similar technologies to:

• Analyze site traffic and performance
• Maintain secure sessions
• Customize content

You may manage or disable cookies at any time through your browser settings. Please note that some features of the Services may not function properly if cookies are disabled.

Verifying and Amending Your Personal Information

We make every effort to ensure that the personal information we hold is accurate, complete, and up to date. To help us maintain accuracy, please notify us of any changes to your contact or profile information.

You may request access to, or correction of, your personal information held by Departure. We will respond in a timely manner and advise you of any costs in advance, if applicable. In certain cases, we may be unable to provide access – for example, if doing so would violate another person’s privacy or if the information cannot be disclosed for legal reasons. If access is denied, we will provide an explanation.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we do, we will post the updated version on our website and, where appropriate, notify you via email, app notification, or in connection with event registration. Your continued use of Departure platforms or attendance at our events after changes are made will constitute acceptance of the revised policy.

Contact Us

If you have any questions or concerns about this policy or our privacy practices, please contact:

Privacy Officer

Departure Conference & Festival

hello@departureto.com

Further information about your rights under Canadian privacy law is available at https://www.priv.gc.ca/en/