Privacy Policy

1. Scope

This policy applies to anyone whose personal information PROMO SCÈNE processes in operating the Site, including: visitors browsing the directory, people holding a provider account, people holding an administrative or internal account, people using one of the Site's forms, people subscribed to the weekly event digest, and people following a specific provider.

2. Information we collect

Depending on how you use PROMO SCÈNE, we may collect or process the following categories of information:

Account and authentication Your email address, your display name when you provide one, the role and status associated with your account, and certain information needed for its authentication and security. Authentication is managed by our provider, Supabase. PROMO SCÈNE cannot view your password in clear text and keeps no plain-text copy of it in its own databases.

Provider listing The information you provide to create and present your listing, including your business name, category, region and municipality, descriptions, the year your business started, your website, your social media links, your services and options, as well as any photos, media, or files you choose to submit. Some of this information is meant to be displayed publicly once your listing is published.

Events Information related to the events you publish, including the title, description, details, date, time, location, municipality, and region. This information is meant to be public once an event is published.

Contact forms When you use a contact form, we may collect your name, email address, and message, as well as, depending on the form, an event date and location. PROMO SCÈNE does not currently ask for a phone number in its forms. If you voluntarily include a phone number or other personal information in a free-text field, that information will be handled together with the content of the message.

Email subscriptions When you subscribe to the weekly event digest or to follow a provider, we collect your email address, your language, your subscription preferences or criteria where applicable, the provider you follow, and the information needed to confirm or cancel the subscription.

Consents and security We keep certain information to document your acceptance of our legal documents, including the version of the document accepted, its language, and the date of your acceptance. We may also use limited technical data for security, abuse-prevention, and rate-limiting purposes. PROMO SCÈNE does not durably store your raw IP address for this purpose; a cryptographic fingerprint may, however, be kept for security purposes.

Commercial subscriptions and payments Payments are processed by Stripe. PROMO SCÈNE keeps only the information needed to manage your subscription and billing, including certain Stripe identifiers, the type and status of the subscription, the periods covered, amounts, taxes, currency, and payment status.

Payment card information is entered directly in Stripe's secure environment. PROMO SCÈNE does not collect or store full payment card numbers, CVV/CVC security codes, or any information that would allow a card transaction to be carried out directly.

PROMO SCÈNE keeps the metadata needed to manage your subscription and billing. PROMO SCÈNE may also keep a copy of certain accounting records and the billing information they contain, notably name, billing address, and tax identifiers, when necessary to meet its accounting and tax obligations.

Information provided freely Some fields on the Site let you enter text or submit files freely. If you choose to include other personal information there, it will be handled together with the content you voluntarily submitted.

3. How we use this information

PROMO SCÈNE uses the information it collects only for the purposes necessary to operate, secure, and run the platform, notably to:

Account and access Create and activate your account, confirm your email address, authenticate you, allow you to recover access to your account, manage your role and account status, and apply appropriate security measures.

Legal consents Document your acceptance of the applicable terms of use and privacy policy. Where required by how the Site operates, accepting the applicable versions of these documents may be a condition for activating or maintaining certain account features.

Provider listings Allow providers to create and edit their listing, verify that it meets the conditions required for submission, carry out the approval process, display it in the directory once it is eligible, and let visitors find it using the Site's search and filtering tools.

Information intended to be public may also be used to produce the titles, descriptions, and other metadata needed for the Site's search engine indexing. Only information about the listing that is already public is used for this purpose.

Commercial subscriptions and listing visibility Create and administer subscriptions, process billing events coming from Stripe, manage renewals, payment failures, cancellations, and paid periods, and determine whether a listing meets the conditions required to remain publicly visible. Information related to Stripe is not used for advertising or profiling purposes. Some of this information is also used for record-keeping, accounting reconciliation, meeting tax obligations, and keeping the supporting documents required.

Events Display public events, allow them to be searched and filtered, produce the exports available on the Site, and include eligible events in the summaries or notifications a person has voluntarily subscribed to.

Contact requests Forward a request to the relevant provider or to PROMO SCÈNE's administration, keep a record of the request and its associated consent, carry out any necessary follow-up, and prevent abuse. The content of messages is not reused for advertising or commercial purposes.

Email subscriptions Confirm sign-ups to the weekly digest or to following a provider, apply the preferences chosen by the subscriber, send the requested communications, and allow unsubscribing. The criteria a subscriber voluntarily selects are used only to provide the requested service and are not used to build a behavioural profile.

Communications necessary to the Site's operation Send, among others, account confirmations, password resets, messages related to listings and their approval, contact requests, email subscription confirmations, event notifications, and communications related to a subscription's lifecycle.

PROMO SCÈNE does not currently use this information to send a general commercial newsletter.

Security and abuse prevention Limit excessive attempts, verify certain automated submissions, protect accounts and forms, and keep the technical information necessary for security, diagnostics, and the traceability of administrative operations.

Audience measurement When you have consented to the analytics tools concerned, measure aggregated traffic and page usage to better understand how the Site is generally used. PROMO SCÈNE does not use this data to individually identify visitors.

PROMO SCÈNE does not sell your personal information and does not use it for targeted advertising or individual profiling.

4. Administrative and internal accounts

An administrative or internal account is subject to the same general categories of processing as a provider account, notably regarding the email address, display name, role, account status, authentication, and the applicable legal consents.

When an account is created by invitation, the information needed for that invitation is used to create and activate the account and to deliver the invitation email using the technology providers PROMO SCÈNE relies on, notably Supabase for authentication and Resend for sending the email.

In carrying out their duties, authorized administrators may have access to certain non-public information necessary to operate, administer, support, and secure the platform.

PROMO SCÈNE also keeps a log of certain administrative actions, such as sending an invitation or certain management decisions, for security, diagnostic, and accountability purposes in operating the platform.

5. Technology providers

PROMO SCÈNE relies on technology providers to operate and secure the Site and to deliver its various features. Depending on the service used, certain information may be transmitted to these providers or processed using their infrastructure.

Supabase Supabase is used for account authentication, database hosting, and the storage of certain files and media. PROMO SCÈNE's main Supabase project is currently configured in the ca-central-1 region, located in Montréal, Québec.

Vercel Vercel is used to host and run the web application. Vercel may process the technical information necessary to handle requests and operate the Site. When you have consented to it, Vercel Web Analytics is also used to measure the Site's traffic in an aggregated way.

Resend Resend is used to send PROMO SCÈNE's transactional and functional emails. The information transmitted may include the recipient's email address as well as the content needed for the email being sent. In the case of a contact request, the content of the submitted message may in particular be transmitted to Resend so it can be delivered to the relevant recipient.

Cloudflare Cloudflare Turnstile is used to protect certain forms against automated submissions and abuse. As part of this verification, a validation token and the visitor's IP address may be transmitted to Cloudflare. PROMO SCÈNE does not durably store the Turnstile token or the raw response received from Cloudflare.

Stripe Stripe is used to create and manage subscriptions, process payments, handle billing and taxes, and provide the billing management portal. Payment information, including the full card number and the CVV/CVC security code, is entered directly in Stripe's environment and is not received or stored by PROMO SCÈNE. PROMO SCÈNE keeps only the information needed to manage the subscription and billing, such as certain Stripe identifiers, statuses, periods, amounts, taxes, and currency. PROMO SCÈNE may also keep its own limited accounting copies of the billing documents and information necessary for its record-keeping.

Processing outside Québec Certain technology providers may process or host information outside Québec or Canada. This is notably the case for certain application functions hosted by Vercel, whose execution is currently configured in the United States. The location of processing may also depend on the infrastructure used by each provider.

PROMO SCÈNE limits the information transmitted to these providers to what is necessary for the services they provide in operating the Site.

6. Public versus private information

When a listing meets the conditions required to be publicly visible on PROMO SCÈNE, certain information provided by the provider may be displayed publicly.

This may notably include: the listing's name, category, description, tagline, the municipality and region associated with the listing, the territories served, the services offered, the year the business started and the resulting experience, the website, links to social media, the PROMO SCÈNE APPROVED badge when awarded, published events, and the media provided for the listing.

A listing's public visibility notably depends on its approval, maintaining an eligible subscription, and the associated account being active.

The following remain private and are not displayed publicly: your account email address, your private email address used to receive contact requests, your authentication information, administrative and internal account information, proof of consent, technical security data, your billing information, the accounting records and supporting documents kept by PROMO SCÈNE, and the email addresses of people subscribed to PROMO SCÈNE's communications.

Some of this private information may nonetheless be accessible to authorized individuals or technology providers when such access is necessary to operate, administer, secure, or deliver PROMO SCÈNE's services, in accordance with the other sections of this policy.

7. Retention

PROMO SCÈNE keeps personal information for the period necessary for the purposes for which it was collected, subject to longer retention periods that may be necessary for certain applicable obligations, security, accountability, or keeping evidence.

Accounts and deletion requests When an account deletion request is made, the account is placed in a deletion-requested state and content that depends on an active account stops being eligible for public display. A 30-day grace period applies before the account becomes eligible for final anonymization and cleanup processing.

During final processing, identity information that is no longer needed may be anonymized, and provider-listing content that does not need to be kept is deleted or permanently taken out of public view. Some information may nonetheless be kept longer when necessary, notably to preserve proof of consent, ensure administrative traceability, or meet accounting, tax, or other applicable obligations.

Contact requests Information contained in the provider and general contact forms is kept for a maximum period of 12 months, after which it is deleted along with the delivery metadata directly associated with it.

Unconfirmed email subscriptions Requests to subscribe to the weekly digest or to follow a provider that are not confirmed are kept for a maximum of 7 days before being deleted.

Information associated with a confirmed subscription is kept for as long as necessary to provide the requested service and manage unsubscribing. Certain records related to consent or unsubscribing may be kept longer when necessary for evidentiary or compliance purposes.

Technical security data Cryptographic fingerprints used to limit abuse and the number of requests are kept for a maximum of 48 hours within PROMO SCÈNE's general maintenance mechanism.

Billing and commercial subscriptions Information needed to manage an active subscription is kept for as long as required to provide the service.

Records, supporting documents, and billing information necessary for accounting and tax obligations are generally kept for six years following the end of the last year to which they relate. They may be kept longer when an audit, objection, dispute, appeal, or other applicable requirement requires it.

Technical logs of Stripe events used to process and diagnose webhooks are kept for a maximum of 90 days once they are no longer needed for any other purpose.

Proof of consent and administrative logs Certain proof of consent and certain traceability information may be kept after an account is closed or anonymized when it remains necessary for the purposes for which it is kept. PROMO SCÈNE then limits the information kept to what is necessary for those purposes.

When information is no longer necessary and no further retention is required, PROMO SCÈNE provides for its deletion or anonymization depending on the nature of the information involved.

8. Security

PROMO SCÈNE implements reasonable measures to protect personal information against unauthorized access, use, modification, or disclosure.

These measures notably include access controls based on role, identity, and active account status, as well as mechanisms intended to limit access to non-public information, files, and media to authorized individuals or systems.

PROMO SCÈNE also uses various technical and administrative measures to protect accounts, forms, and the platform's administrative functions.

Despite these measures, no computer system or online service can be considered entirely immune to a security incident.

9. Cookies

The Site uses cookies essential to authentication and security, notably those needed to manage your session while you're signed in to an account.

The Site also uses Cloudflare Turnstile on certain forms to prevent automated submissions and abuse. This security technology may use cookies or other storage mechanisms necessary for its operation. It is not used for advertising or profiling purposes.

The Site also offers, on an opt-in basis, aggregated traffic measurement through Vercel Web Analytics. This tool operates without an individual tracking cookie and is only activated when you explicitly consent to it.

Your choice regarding traffic measurement is stored locally in your browser. In the absence of consent, or when you decline traffic measurement, Vercel Web Analytics is not loaded. You may change your choice at any time using the "Manage my cookies" link in the Site's footer.

PROMO SCÈNE does not use any advertising cookies or third-party tracking tools for targeted advertising.

10. Your rights

Subject to applicable Québec law, notably the Act respecting the protection of personal information in the private sector, you may exercise the rights recognized to you with respect to your personal information.

You may notably request access to the personal information PROMO SCÈNE holds about you and, where it is inaccurate, incomplete, or ambiguous, request its correction.

Where the conditions provided by law are met, you may also request the deletion of certain information, the cessation of its dissemination, or the de-indexing of a hyperlink giving access to it.

You may request that certain computerized personal information collected from you be communicated to you in a structured, commonly used technological format, in accordance with the right to data portability provided by law. This right may be subject to the limits and exceptions provided by applicable legislation.

Where processing relies on a consent that can be withdrawn, you may withdraw that consent using the applicable mechanisms. You may notably change your choice regarding traffic measurement using the "Manage my cookies" link, and unsubscribe from the weekly digest or from following a provider using the links provided for that purpose.

Certain information can also be corrected directly in your account, notably that of your provider listing. A request to delete your account can be made using the feature provided for that purpose in your account. Processing such a request remains subject to the retention and anonymization rules described in this policy.

For a complete access request, a correction not available in self-service, a portability request, or any other request concerning your personal information, contact the person responsible for the protection of personal information at:

vieprivee@promoscene.ca

PROMO SCÈNE will process your request in accordance with the deadlines and limits provided by applicable law. Some requests may require identity verification before personal information is communicated or modified.

11. Person responsible for the protection of personal information

The person responsible for the protection of personal information at PROMO SCÈNE is Julien Sirois, a self-employed individual and operator of PROMO SCÈNE.

For any question or request concerning your personal information, you may contact him at:

vieprivee@promoscene.ca

12. Changes to this policy

PROMO SCÈNE may modify this policy, notably to reflect changes to the Site, its practices, or applicable requirements.

Each new version is published separately under a new version number. A version that has already been published is not retroactively modified within PROMO SCÈNE's system.

The version currently in effect is available on this page, and its version number is indicated here.

Where explicit acceptance is required as part of how your account operates, PROMO SCÈNE requests that acceptance through the mechanism provided for that purpose.

PROMO SCÈNE does not currently send an automatic email notification every time a new version of this policy is published.

13. Merchandise store (Fourthwall)

PROMO SCÈNE displays its merchandise store's products directly on its own pages, on promoscene.ca itself, using its partner Fourthwall's technical interface. Browsing the catalog and product pages therefore happens on promoscene.ca. Only the order and payment step redirects you to Fourthwall's secure environment, at boutique.promoscene.ca.

To let you add items to your cart before that redirection, PROMO SCÈNE places a first-party technical cookie on its own domain, described in the "Strictly necessary technologies" section of our Cookie Policy. This cookie contains only a cart identifier; before you are redirected to Fourthwall to complete your order, only that cart identifier, the item and quantity selected, and the currency are transmitted to Fourthwall — no personally identifiable information, such as your name, address, or payment information, is transmitted to it at that stage.

Once an order is started on boutique.promoscene.ca, Fourthwall acts as the Merchant of Record for products sold in the store — a role Fourthwall officially confirms it holds for its sales, payments, and applicable taxes. In that capacity, Fourthwall processes the information necessary to place, process, and pay for your order, including your contact details, your shipping address, and your payment information. PROMO SCÈNE does not itself collect or store your full payment card or payment method information; it is processed directly by Fourthwall and its own payment providers.

Depending on how the Fourthwall platform operates, certain information related to your order or your relationship with the store, such as your name, email address, or order history, may be accessible to PROMO SCÈNE or communicated to it through the Fourthwall dashboard, notably for customer service, sales tracking, or statistical purposes.

Fourthwall has its own privacy policy, separate from this policy, which governs its own processing of personal information in operating the store. We invite you to review it before making a purchase: https://fourthwall.com/legal/privacy-policy

Fourthwall's status as Merchant of Record for these transactions does not have the effect of setting aside any rights or protections you cannot legally waive under applicable Québec law.

14. Contact us

For general questions about this policy, you may reach us using the general contact form available on the Site. For any question or request concerning your personal information specifically, write directly to vieprivee@promoscene.ca.