Protection of personal information

Réunions & Motivation Inc. (“R&M,” “we,” “us,” or “our”) places great importance on privacy and the protection of personal information.

This Policy explains how we collect, use, disclose, retain, and protect personal information when you visit reunions-motivation.com, create an account, complete a form, communicate with us, or use our services.

It applies to website visitors, members, clients, property representatives, event planners, partners, suppliers, and any other person who provides personal information to us.

1. Privacy Officer

The Privacy Officer oversees compliance with this Policy and applicable privacy laws. Questions, access or correction requests, complaints, and privacy concerns may be directed to:

Privacy Officer: Garim Bang, COO and CTO Email: info@reunions-motivation.com Address: 1211 Saratoga Crescent, Saint-Lazare, Quebec J7T 2L9, Canada

2. Personal information we collect

Identification and contact information

•  First and last name;

•  Company or organization name;

•  Title or position;

•  Email address and telephone number;

•  Mailing address;

•  Preferred language.

Information submitted with a request

•  Subject and content of a message;

•  Information about an event, destination, or property;

•  Certification, service, or partnership requirements;

•  Documents, preferences, and other information you choose to provide.

Please do not provide sensitive personal information that is not necessary for us to process your request.

Account and member-area information

•  Username and email address;

•  Password stored in encrypted form;

•  Profile information;

•  History of use, requests, or transactions;

•  Communication preferences;

•  Information required to manage a membership or certification.

Transaction information

•  Name and billing contact information;

•  Products or services ordered;

•  Transaction amount, date, and status;

•  Information required for invoicing and recordkeeping.

Payments may be processed by a specialized service provider. R&M does not necessarily retain complete payment-card numbers. Payment data is also subject to the applicable provider’s privacy practices.

Technical and usage information

•  IP address;

•  Device, browser, and operating-system type;

•  Browser language and settings;

•  Date, time, and duration of a visit;

•  Pages viewed and actions taken;

•  Referring page or website;

•  Data collected through cookies and similar technologies.

3. How we collect information

We may collect personal information:

•  When you complete a form;

•  When you create or use an account;

•  When you request certification, services, information, or a quote;

•  When you complete a transaction;

•  When you register for a communication or activity;

•  When you communicate with us;

•  Automatically through cookies and similar technologies;

•  From an authorized partner or representative, with your consent or as permitted by law.

4. Purposes of collection

We use personal information to:

•  Respond to inquiries;

•  Process certification and service requests;

•  Administer accounts and the member area;

•  Communicate with members, clients, partners, and suppliers;

•  Plan, organize, or promote meetings, events, and incentive travel;

•  Evaluate or showcase properties, destinations, and services;

•  Provide recommendations and support;

•  Process orders, payments, and renewals;

•  Manage billing and accounting obligations;

•  Send requested or authorized communications;

•  Improve the website, its content, and the user experience;

•  Measure audiences and understand website use;

•  Prevent fraud, misuse, and security incidents;

•  Meet legal obligations and protect our rights.

We collect only the information reasonably necessary for the stated purposes.

5. Consent

Where required by law, we obtain your consent before collecting, using, or disclosing personal information. Consent must be clear, free, informed, and given for specific purposes. It may be express or implied depending on the nature of the information, the circumstances, and applicable legal requirements.

You may withdraw consent by contacting us. Withdrawal is not retroactive and may limit our ability to provide certain services. We may also process information without consent where permitted or required by law.

6. Cookies and similar technologies

The website uses cookies and similar technologies. A cookie is a small file stored on your device that allows the website to operate, remember preferences, or collect information about its use.

Necessary cookies

These support website operation, security, navigation, sign-in, account or cart management, and essential preferences. They generally cannot be disabled through our consent mechanism.

Functional cookies

These remember choices such as language or display preferences and improve website functionality.

Analytics cookies

We may use Google Analytics or a comparable service to measure traffic, understand website use, and improve content. These tools may collect an IP address, device type, pages viewed, visit duration, and website interactions.

Advertising or profiling cookies

If used, these tools may measure campaign performance or personalize communications. Non-essential cookies and identification, location, or profiling functions are activated only after consent is obtained where required.

You can accept or reject categories of non-essential cookies through the website’s cookie-management tool and change your browser settings. Rejecting some cookies may limit certain features.

7. Electronic communications

We may send communications when you have requested them, consented to them, they relate to an existing business relationship, or the law permits us to do so. You may unsubscribe using the link in promotional messages or by emailing info@reunions-motivation.com. Necessary administrative or transactional messages may continue.

8. Disclosure to third parties

We do not sell or rent personal information. Where necessary, we may disclose it to:

•  Web-hosting and cloud-service providers;

•  Information-technology and cybersecurity providers;

•  Email-service providers;

•  Audience measurement and analytics providers;

•  Payment and invoicing providers;

•  Providers administering the website or member area;

•  Professional advisers, including accountants, legal counsel, and insurers;

•  Partners, properties, or suppliers involved in a requested service;

•  Competent authorities where required by law.

Third parties should access only the information necessary to perform their functions. Where required, we use contractual and other safeguards. Information may also be disclosed in connection with a reorganization, financing, merger, asset sale, or other business transaction, in accordance with the law.

9. Processing outside Quebec

Some providers may store or process information outside Quebec or Canada, where it may be subject to local laws. Before information is disclosed outside Quebec, we assess privacy-related factors and implement appropriate safeguards where required by law.

10. Retention and destruction

We retain information only as long as necessary for the stated purposes, subject to legal, tax, accounting, contractual, and regulatory obligations. Generally:

•  Inquiry records may be retained for up to 24 months after the last exchange;

•  Account information may be retained while the account is active and for a reasonable period after closure;

•  Contractual, transactional, and accounting records may be retained for at least seven years or for another legally required period;

•  Analytics data is retained according to the settings of the relevant provider.

At the end of the applicable period, information is securely destroyed or anonymized in accordance with legal requirements.

11. Security safeguards

We implement reasonable physical, administrative, and technological safeguards against unauthorized access, use, disclosure, alteration, copying, loss, or destruction. Measures may include access controls, passwords, encrypted communications, backups, security updates, and role-based access restrictions.

No electronic transmission or storage method is entirely risk-free. If a privacy incident creates a risk of serious harm, we will take reasonable steps to reduce that risk and notify affected individuals and competent authorities where required by law.

12. Your rights

Subject to legal exceptions, you may:

•  Ask whether we hold information about you and request access to it;

•  Request correction of inaccurate, incomplete, or ambiguous information;

•  Where legal conditions are met, request that information no longer be disseminated or that it be de-indexed;

•  Withdraw consent to certain uses or disclosures;

•  Request deletion of information that is no longer required, subject to our obligations;

•  In circumstances provided by law, obtain certain information in a structured, commonly used technological format;

•  File a complaint about our practices.

We may verify your identity before responding. To exercise your rights, email info@reunions-motivation.com and clearly describe your request. If you are dissatisfied with our response, you may contact the Commission d’accès à l’information du Québec or another competent authority.

13. Links to third-party websites

The website may contain links to third-party platforms or services. R&M is not responsible for their privacy practices, content, or security. Please review their privacy policies before providing personal information.

14. Children’s privacy

Our services are primarily intended for professionals and businesses. We do not knowingly seek personal information from anyone under 14 without the consent of a parent or person having parental authority where required. Please contact us if you believe a child has provided information inappropriately.

15. Changes to this Policy

We may amend this Policy to reflect changes in our practices, services, technologies, or legal obligations. The revised version will be posted with the date of the latest update. A notice may be displayed or sent when changes are significant.

16. Contact us

For any question, request, complaint, or concern about this Policy or our handling of personal information:

Privacy Officer: Garim Bang, COO and CTO Email: info@reunions-motivation.com Address: 1211 Saratoga Crescent, Saint-Lazare, Quebec J7T 2L9, Canada