Rox-Out Inc. ("Rox-Out") is a company specializing in the planning and production of private and corporate events. We are committed to protecting the confidentiality of all personal information you share with us.

This privacy policy outlines how we collect, use, and process your data, as well as your rights in this regard. We emphasize that your personal information is handled in strict accordance with applicable laws and this policy. Certain personal data is essential in order to deliver our services.

Scope of Application

This policy applies to all personal information that Rox-Out—or any individual or entity acting on its behalf—collects in the course of our operations. This includes data from clients, partners, vendors, employees, or any other individuals.

This information may be collected via our website, mobile applications, emails, social media platforms, or any other interactions you may have with us.

Definition of Personal Information

"Personal Information" means any data that can directly or indirectly identify a natural person. This includes (but is not limited to) names, contact details, and email addresses.

All personal information is treated as confidential. Its confidentiality stems from the right to privacy, which grants individuals control over how their personal data is used and shared.

"Sensitive personal information" refers to data that carries a high expectation of privacy due to its nature or usage context—such as medical, biometric, or other intimate data.

Collection of Personal Information

We collect personal information directly from you when you interact with us, including:

• Contact information such as name, email address, postal address, gender, date of birth, telephone, and fax numbers;
• Communication preferences and any correspondence you send us;
• Information gathered through offline interactions (e.g., by mail, fax, or in-person meetings).

We may also collect information through your use of social media platforms, where you authorize us (or a third party) to access data such as your connections, likes, comments, groups, and location.

In certain cases, we may collect personal information from third parties (e.g., suppliers or partners), with your prior consent or as authorized by law.

Use of Personal Information

Rox-Out generally uses your personal information for the following purposes:

• To provide our event planning services and respond to your requests.

Personal information collected for event organization is retained for a maximum of 30 days after the event concludes, to allow for post-event follow-up if necessary.

After that period:

• Digital records are securely deleted;
• Any physical records are securely destroyed (e.g., shredded).

If you apply for a job at Rox-Out, your data will be used for recruitment and other human resource purposes.

Sharing of Personal Information

Rox-Out may share your personal information with third parties or service providers for the purposes for which the data was collected, or as permitted under this policy. Rox-Out does not sell, rent, or trade your personal information to third parties.

However, we may share data under the following conditions:

Business Partners

In some cases, we may share your information with event-related partners, including sponsors, venues, festivals, and production teams—with your consent or as authorized by law.

Service Providers

We may hire service providers (including affiliates) to perform certain tasks on our behalf. These providers receive only the minimum amount of data necessary and are contractually prohibited from using it for any purpose other than completing the assigned task. They are also barred from disclosing the information to third parties.

Rox-Out only shares personal information necessary for event logistics, such as:

• Meal coordination
• Food safety
• Experience personalization

Access to personal data is limited to authorized individuals only (e.g., agents, collaborators, production teams, caterers) and is retained only for the duration necessary to execute the event.

Rox-Out ensures all employees are informed of this policy. A copy is provided upon hiring and is always available in our Employee Handbook.

Your Consent and Right to Withdraw

We collect, use, or disclose personal data only with your consent or as permitted by law. You may withdraw your consent at any time, subject to legal or contractual restrictions and with reasonable notice.

Important: If you withdraw consent for essential purposes (such as those required to provide our services), we may no longer be able to offer certain services or products.

Security Measures

Rox-Out applies simple and effective safeguards to protect personal information:

• Data is processed and stored using secure tools (e.g., Google Drive with two-factor authentication);
• Access is limited to authorized team members;
• No data is stored on unsecured devices or transmitted via unsecured channels.

All employees and contractors with data access are trained on confidentiality best practices and are required to sign a Confidentiality Agreement.

Access and Correction

You have the right to access and correct your personal information. If you need help to update or amend your data, please contact us using the details below.

Contact Us

If you have questions, concerns, or complaints about this policy or your personal information held by Rox-Out, please contact:

Eliana Akl
CEO
📧 eliana.akl@rox-out.com
📍 88 Rue des Soeurs Grises, Montréal, QC, H3C 1T3