Privacy Policy

Information We Collect

We collect information that you provide directly as well as technical data gathered automatically when you interact with our sites and emails.

• Contact & interaction details you submit through forms (e.g., name, email, phone number, organization, dietary or accessibility notes, learning goals).
• RSVP preferences such as attendance status, guest counts, or resource requests for our events.
• Business intelligence we maintain in Lead Mine, including company profiles, contact roles, and engagement history collected from public sources and internal research.
• Analytics signals collected by our sites when cookies are enabled—device type, browser, operating system, screen size, language, time zone, approximate location derived from IP, session identifiers, and usage telemetry (scroll depth, time on page, interaction counts, storage estimates, navigation performance).
• Marketing identifiers and campaign metadata embedded in invitation links (eid tokens, UTM parameters, ad platform click IDs).

How We Use Information

We use the information we collect to operate the business, deliver requested services, and measure program effectiveness.

• Coordinating event logistics—confirming attendance, tailoring agendas, planning resources, and sending confirmations or reminders.
• Providing digital services and follow-up support you request, including AI readiness assessments or resource kits.
• Maintaining accurate business records in Lead Mine so we can prioritize outreach, track engagement over time, and avoid redundant communication.
• Measuring campaign performance, understanding how invitees engage with our content, and improving the event experience and product roadmap.
• Protecting Evergreen, our clients, and visitors by detecting abuse, troubleshooting issues, and complying with legal obligations.

Cookies & Tracking

The RSVP experience sets cookies to remember your session, associate visits with invite tokens, and persist campaign parameters for up to 90 days. We do not sell tracking data, but we use it internally to understand which invitations generate engagement and to connect RSVPs with prior activity.

If your browser sends a Global Privacy Control or Do Not Track signal, our richer analytics beacon stays disabled. You can also clear cookies at any time to reset identifiers.

Email Controls

When you receive an Evergreen invitation or follow-up, we track delivery results (sent, opened via a tracking pixel, bounced) and invite-token visits to measure campaign health. Every email includes instructions for opting out of future outreach, and you can unsubscribe by replying to the message or contacting us directly.

Data Retention

RSVP records are retained for up to 24 months after an event to support follow-up programming unless you request deletion sooner. Lead Mine business intelligence is reviewed quarterly—entries without continuing value are archived or removed. Telemetry captured by analytics beacons is associated with hashed identifiers and stored to help us understand visit patterns over time.

How We Share Data

We do not sell personal information. We share data only with trusted service providers who help us deliver the Evergreen experience, under contracts that limit their use of the information.

• Infrastructure and analytics platforms such as Vercel (hosting), Prisma-managed PostgreSQL (data storage), and Resend (transactional email delivery).
• Consultants or collaborators working with Evergreen under confidentiality agreements to support event planning, AI programming, or customer research.
• Legal authorities if required to comply with applicable law, regulation, or enforceable governmental requests.

Your Choices & Rights

You can request access to, correction of, or deletion of the information we maintain about you. If you would like to opt out of analytics tracking or marketing outreach, we will honor your request wherever technically feasible and permitted by law.

• Email privacy@evergreenwebsolutions.ca with the subject line 'Privacy Request' to initiate access, correction, or deletion.
• Reply to any Evergreen invitation to opt out of future emails using that channel.
• Adjust browser settings to block or delete cookies; note that doing so may limit RSVP session continuity.

Contact Us

Questions or requests regarding this policy can be directed to our privacy lead. We will respond within 30 days and aim to resolve most inquiries sooner, especially for event-related data.

Contact: privacy@evergreenwebsolutions.ca