Privacy Policy

Event Entry Hub — Privacy Policy

Last updated: September 5th, 2025

Event Entry Hub (“EEH”, “we”, “us”, or “our”) operates https://evententryhub.ca (the “Website”). We respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, why we collect it, how we use and share it, and the choices you have.

This policy reflects practices and standards used by other entry services in the industry and applies to all visitors, customers, and users of the Website. For reference, we reviewed publicly available privacy pages for other entry services while preparing this policy.

1. Information We Collect

Information you provide directly

  • Comments & Messages. If you leave a comment or message on the Website, we collect whatever information you include in the form (name, email, comment text) and may store metadata such as your IP address and browser user agent to help detect and prevent spam. An anonymized hash of your email address may be shared with Gravatar to display profile images (see Gravatar’s privacy policy).
  • Account Information. If you register for an account, we collect the information you supply (name, email, address, phone, billing details where required) to create and manage your account and process entries.
  • Support Requests & Phone Entries. If you call or email for assisted entry or support, we record the details necessary to process your request and confirm your entries.

Information collected automatically

  • Cookies & Tracking. We use cookies and similar technologies to operate the Website, remember your preferences (for example, login and display settings), and improve usability. Examples include:
    • A temporary cookie to check whether your browser accepts cookies (discarded on browser close).
    • Login cookies (two-day default), screen preference cookies (one year), and a “Remember Me” option (two weeks).
    • Commenter convenience cookies (one year) if you choose to save your details.
  • Server logs. We automatically collect certain technical information about your visit, including IP address, browser type/version, pages visited, and referring/exit pages.

Media & file uploads

If you upload images or other media, avoid including embedded location data (EXIF GPS) if you do not want that data to be publicly available — visitors can download and extract metadata from public images.

2. How We Use Your Information

We use personal information for the following purposes:

  • To provide, operate, and maintain the Website and our entry services (including processing event entries and sending confirmations).
  • To respond to your inquiries, support requests, and to communicate about your account and entries.
  • To monitor, detect, and prevent fraud or abuse, and to protect the security of our systems and users.
  • To comply with legal obligations and resolve disputes.
  • To improve the Website’s content, features, and performance.

We do not sell or rent your personal information to third parties.

3. Sharing Your Information

We may share personal information in the following limited circumstances:

  • Service providers. We may share data with trusted third-party service providers who help operate the Website (payment processors, hosting providers, spam detection services, email delivery platforms). These providers are contractually limited to using data only to provide services to EEH.
  • Event organizers / show secretaries. To complete entries you request, we may share relevant entry information (dog and exhibitor details) with the event organizers or secretaries for the events you enter.
  • Legal & safety reasons. If required by law, or to protect EEH, our users, or the public, we may disclose information to law enforcement or other government agencies.
  • Aggregated/anonymous data. We may publish aggregate information (for example, counts or trends) that does not identify individual users.

Visitor comments may be checked through automated spam detection services; these services may receive comment content and metadata.

4. Cookies & Similar Technologies

We use cookies and similar technologies to:

  • Remember your preferences and login status;
  • Help us provide features such as saving commenter details for convenience;
  • Measure site usage and improve functionality.

Most browsers allow you to control cookie settings (accept, reject, or delete cookies). Note that blocking cookies may prevent some Website features from functioning correctly.

5. Data Retention

  • Comments and metadata are retained indefinitely so we can recognize and automatically approve follow-up comments from the same users.
  • Account information is retained as long as the account exists and for a reasonable period afterward as required for legal, tax, or security reasons.
  • If you request deletion of your account or personal data, we will take reasonable steps to remove it from active systems but may retain backups or records to the extent required by law.

6. Your Rights and Choices

Subject to applicable law, you may:

  • Access, correct, or update personal information in your account;
  • Request an export of personal data we hold about you (for data portability);
  • Request deletion of personal information, subject to legal or operational exceptions (for example, retained records needed for legal compliance or dispute resolution).

To exercise these rights, contact us at the address below. We will respond in accordance with applicable legal timelines.

7. Security

We use reasonable administrative, technical, and physical safeguards to protect personal information. However, no internet-based service is completely secure. We cannot guarantee absolute security of your data and are not responsible for unauthorized access beyond our reasonable control.

8. International Transfers

EEH operates in Canada (Nova Scotia). Personal information may be processed in Canada and, where necessary, by service providers in other countries. Where we transfer data internationally, we will ensure appropriate safeguards are in place as required by applicable law.

9. Children

Our service is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected data from a child under 16, contact us and we will investigate and delete the data as required.

10. Embedded Content

Pages on our Website may include embedded content (e.g., videos hosted on third-party sites). Embedded content behaves as if you visited the source site directly; those sites may collect data, use cookies, or track your interaction with the embedded content.

11. Changes to this Policy

We may update this Privacy Policy from time to time. When we do, we will post the revised policy with an updated “Last updated” date on the Website. Continued use of the Website after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or our data practices, please contact:

Event Entry Hub
[Physical address in Nova Scotia — insert here]
Email: [info@evententryhub.ca]