Privacy policy

> Last updated: April 20, 2026

Vexora is committed to protecting your personal information in accordance with Quebec's Act respecting the protection of personal information in the private sector (Law 25). This policy explains what information we collect, why, and what your rights are.

Information we collect

Information you voluntarily provide (anonymous audience measurement is described in the Web analytics section below):

• Through the contact form: email address and message
• Through newsletter signup: email address (and, optionally, a first name if you choose to provide one)
• At our events: photographs and video footage captured on site, in which you may appear. See the Event photo/video capture section below.

Our infrastructure systems may transiently log your IP address solely to ensure server security (protection against attacks and abuse). These logs are not used for any other purpose and are not kept long-term.

Purposes of collection

Your information is used to:

• Reply to your message or inquiry
• Send you our newsletter, if you voluntarily subscribed to it
• Measure site audience in an anonymous and aggregated way (see Web analytics)
• Ensure the security and operation of the site

We only use your information for the purposes listed above. We do not sell it, do not use it for advertising targeting, and do not exploit it to build behavioral profiles. You can unsubscribe from the newsletter at any time via the link provided in every email.

Third-party sharing and service providers

We rely on service providers to operate the site and communicate with you. These providers act on our behalf and are not authorized to use your data for any other purpose.

• Ozenik (Quebec, Canada), our technical, security and analytics provider. They host our infrastructure, including the self-hosted newsletter server and the web analytics stack.
• Scaleway SAS (France), our SMTP relay for replying to messages and sending newsletter emails. Subscriber management stays inside our self-hosted newsletter application; Scaleway only handles delivery.
• Contracted photographers and videographers (Quebec), who capture images at our events on our behalf, under a written contract binding them to the same protection obligations as those set out in this policy.

Transfer outside Quebec: use of Scaleway involves moving your information to France, a member of the European Union. The EU has a personal data protection framework (GDPR) that provides a level of protection comparable to that required under Quebec law.

We do not sell, rent, or trade your information with any other third party.

Web analytics

We use Umami, a web analytics tool hosted by Ozenik on our own infrastructure (no reliance on a public third-party analytics service). Umami is built to respect your privacy:

• No IP addresses are stored by the analytics tool
• No cookies are placed on your device
• No identifier is written to browser storage (localStorage, sessionStorage, IndexedDB)
• No cross-site tracking
• Data is strictly aggregated and anonymized

The session identifier is derived server-side from a salted hash (rotated daily) and is never transmitted to or stored on your device. No individual profile is built: only aggregated statistics (page views, load timings, Core Web Vitals) are retained. Under article 8.1 of Quebec's Act respecting the protection of personal information in the private sector (Law 25), this anonymous audience measurement includes no identification, location or profiling function and therefore does not require prior consent; we disclose it here in the interest of transparency. No session-replay tool is active on this site.

Event photo/video capture

Our events are documented by contracted photographers and videographers for promotional purposes. Captured images may be used by Vexora on our social media, website, and any promotional material, without compensation, for an unlimited duration (marketing archive use).

Consent. Entry into a Vexora event constitutes consent to capture and to this use. A visible notice is displayed at the entrance of every event. As our events are reserved for persons aged 18 and over, no images of minors are captured.

Opt-out — declining close-up shots. Each event may provide a visible distinctive marker (such as a sticker, wristband, lanyard, or pin) that you can request at the front desk and wear throughout the night. The exact arrangement is shown on the notice posted at the entrance of the event. Contracted photographers and videographers commit to stopping targeted capture of persons wearing this marker and to making reasonable efforts not to include them as an identifiable subject. Ambient and crowd shots may still include you in a non-individualized way.

No-capture zones. No images are captured in private areas (bathrooms, coat check), in accordance with article 36 of the Civil Code of Quebec.

Removal requests. You may at any time request the removal of an image identifying you by writing to captation@vexora.quebec. Requests are processed within 48 hours for publications under our direct control (our website, Vexora social media). Copies already re-shared by third parties may be beyond our reach.

Data retention

Your emails are kept in our inbox until your request is resolved, then for a reasonable follow-up period. Infrastructure security logs are cleared periodically on a short-term rotation cycle. Images captured at events are kept for an unlimited duration for marketing archive purposes, subject to your removal right described above.

Your rights

Under Law 25, you have the right to:

• Access the personal information we hold about you
• Have inaccurate or incomplete information corrected
• Withdraw your consent. For the newsletter, every email includes an unsubscribe link that withdraws your consent and removes your address from the list.
• Request deletion of your information
• Receive in a structured format (portability) the information you provided to us: newsletter subscription (email, first name if provided) and messages sent through our forms, if retained.

Event photos/videos. Not indexed per person: we cannot provide an individual copy (art. 27 §3, serious practical difficulty). Flag a specific image and we will delete or blur it.

Anonymous audience statistics. Not linked to an identifiable person. We cannot locate or delete them individually.

To exercise any of these rights, contact our Privacy Officer (details at the bottom of this page). We will respond within a reasonable time.

If you believe your rights have not been respected, you may file a complaint with the Commission d'accès à l'information du Québec (CAI): www.cai.gouv.qc.ca.

Automated decision-making

Vexora does not use any automated decision-making or profiling systems that affect you.

Minors

Our events are reserved for persons aged 18 and over. We do not knowingly collect personal information from minors. If you believe we hold information about a minor in error, please contact us immediately.

Privacy officer

The role of Privacy Officer is carried out by our security and compliance service provider, Ozenik. For any question, access request, correction, or deletion of your personal information:

• Jérémy Dicaire, Ozenik
• protectiondonnees@ozenik.com