Privacy Policy

Effective Date: July 19, 2026

CAIO Open Mic is a brand licensed to and operated by CxO Open Mic Inc. ("CxO Open Mic", "we", "us", or "our").

This Privacy Policy describes how we collect, use, disclose, retain, protect, and otherwise process personal information in connection with CAIO Open Mic events, websites, applications, registration systems, sponsorship activities, community engagement initiatives, and other services operated by or on behalf of CxO Open Mic Inc.

By registering for, attending, speaking at, sponsoring, volunteering for, participating in, or otherwise engaging with a CAIO Open Mic event, platform, website, application, or service, you acknowledge and agree to the practices described in this Privacy Policy.

1. Our Commitment to Privacy

CxO Open Mic Inc. recognizes the importance of protecting personal information and is committed to handling information responsibly and in accordance with applicable privacy laws.

This Privacy Policy is intended to provide transparency regarding the collection, use, disclosure, retention, and protection of personal information entrusted to us.

2. Scope of This Policy

This Privacy Policy applies to:

CAIO Open Mic events and activities
CAIO Open Mic websites
Registration systems and event management platforms
Speaker, volunteer, sponsor, and attendee applications
Communications and marketing activities
Future websites, portals, applications, and services operated by or on behalf of CxO Open Mic Inc.

This Policy applies regardless of whether information is collected online, electronically, in person, verbally, or through third-party service providers acting on our behalf.

3. Information We Collect

We may collect personal information directly from participants, speakers, sponsors, volunteers, applicants, attendees, and other individuals interacting with our events and services.

Professional and contact information may include:

First and last name
Professional title
Organization or employer
Business email address
Telephone number
LinkedIn profile information
Professional social media profile information

Registration information may include:

Event registration details
Attendance records
Application information
Waitlist information
Volunteer information
Participation history

Speaker information may include:

Speaker biographies
Headshots
Presentation titles
Presentation descriptions
Professional background information
Supporting materials submitted in connection with presentations

Event information may include:

Dietary restrictions
Accessibility requirements voluntarily disclosed by participants
Event preferences
Event participation information

Media and content may include:

Photographs
Video recordings
Livestream recordings
Audio recordings
Interview content
Testimonials
Event-related media

Business information may include:

Sponsorship inquiries
Proposal-related information
Billing information
Contractual information
Communications relating to sponsorship or partnership opportunities

Other voluntarily submitted information may include:

Survey responses
Feedback submissions
Communications with event organizers
Information voluntarily provided through websites, applications, forms, email, social media, or other channels

4. Business Contact Information

CAIO Open Mic events are intended for professional networking, industry engagement, leadership development, community building, and business-related activities.

Participants are encouraged to provide business contact information where available.

Information submitted through event registrations, applications, sponsorship activities, speaker submissions, and related interactions may be used in connection with professional networking, event participation, sponsorship administration, community engagement, and future communications.

5. How We Collect Information

We may collect information:

Directly from participants
Through event registrations
Through speaker applications
Through sponsorship inquiries
Through volunteer applications
Through surveys and feedback forms
Through communications with our team
Through social media interactions
Through photographs, recordings, and event documentation
Through service providers acting on our behalf

We generally collect information directly from the individual to whom the information relates.

6. How We Use Information

We may use personal information for purposes including:

Managing registrations
Confirming attendance
Managing waitlists
Coordinating event logistics
Administering speaker programs
Managing volunteer activities
Facilitating networking opportunities
Supporting professional community development
Maintaining community records
Promoting participation in future events
Event confirmations
Event reminders
Speaker communications
Sponsor communications
Community announcements
Future event invitations
Program updates
Promoting events
Publishing event content
Sharing event photographs and recordings
Highlighting community achievements
Supporting sponsorship programs
Sponsorship administration
Proposal management
Contract administration
Billing and accounting
Financial administration
Protecting organizational interests
Preventing misuse of services
Addressing disputes
Maintaining records
Complying with legal obligations

7. Sponsor Communications

CAIO Open Mic events are made possible in part through sponsorship support.

By registering for an event, participants acknowledge that certain registration information may be shared with sponsors directly supporting the specific event for which the participant has registered.

Information shared with sponsors may include:

Name
Professional title
Organization
Business email address
Telephone number
LinkedIn profile information
Other professional profile information voluntarily provided by the participant

Sponsors may contact participants regarding:

Products and services
Educational programs
Industry initiatives
Event-related opportunities
Future engagement opportunities

Sponsors are responsible for their own privacy practices and policies.

Participant information is shared only with sponsors supporting the specific event for which the participant registered.

We do not provide attendee information to community partners solely because of their partnership status.

We do not sell personal information to data brokers or unrelated third parties.

8. Photography, Video, Audio, and Event Recording

CAIO Open Mic events may be photographed, filmed, livestreamed, recorded, or otherwise documented.

By attending a CAIO Open Mic event, participants acknowledge that their name, voice, image, likeness, comments, presentations, and participation may appear in:

Event recordings
Livestreams
Promotional materials
Social media content
Websites
Publications
Sponsor materials relating to the event
Historical archives
Future event marketing

Participants grant CxO Open Mic Inc. permission to use such content without compensation for promotional, educational, operational, archival, community, and business purposes.

Individuals may submit reasonable requests regarding specific photographs or recordings. While such requests will be considered in good faith, CxO Open Mic Inc. cannot guarantee removal from previously distributed, published, archived, third-party, or historical materials.

9. Third-Party Service Providers

We may engage third-party service providers to support our operations. These providers may process personal information on our behalf.

Current providers may include:

Luma – event registration and event management
Cloudflare – website, infrastructure, security, and application hosting
PandaDoc – proposal and agreement management
QuickBooks – accounting and billing services
Email and communications providers
Other vendors supporting event operations and administration

Service providers may change from time to time.

10. Data Storage and International Transfers

CxO Open Mic Inc. currently operates primarily in Canada.

Personal information may be stored, processed, transferred, or accessed within Canada, the United States, or other jurisdictions utilized by our service providers.

By participating in our events or using our services, individuals acknowledge that information may be transferred across provincial, territorial, or international borders.

11. Cookies, Tracking Technologies, and Turnstile

CxO Open Mic Inc. does not intentionally use cookies or tracking technologies for advertising purposes.

However, third-party services integrated into websites, applications, registration systems, communications platforms, or infrastructure providers may use cookies, analytics technologies, or similar tools subject to their own privacy practices.

We use Cloudflare Turnstile, which may operate invisibly, to help distinguish human users from bots and protect our websites, forms, and services from malicious activity and abuse. In providing Turnstile, Cloudflare may process client-side signals such as an IP address, TLS fingerprint, user-agent header, sitekey, and associated origin. For more information about Cloudflare’s processing of these signals, please review the Cloudflare Turnstile Privacy Addendum.

12. Data Retention

CxO Open Mic Inc. maintains records relating to participants, speakers, sponsors, volunteers, applicants, waitlisted individuals, rejected applications, and historical events.

Information may be retained indefinitely where reasonably necessary for historical records, community engagement, sponsorship administration, future event invitations, organizational operations, security, fraud prevention, legal compliance, and business continuity.

13. Security

We maintain administrative, technical, and organizational safeguards intended to protect personal information against unauthorized access, disclosure, alteration, misuse, or destruction.

Despite these measures, no system of transmission, storage, or processing can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

14. Children's Privacy

CAIO Open Mic events and services are intended for individuals eighteen (18) years of age or older.

We do not knowingly collect personal information from individuals under the age of 18.

15. Access and Correction

Individuals may contact us regarding personal information maintained by CxO Open Mic Inc.

Reasonable requests for access or correction will be considered in accordance with applicable legal requirements.

CxO Open Mic Inc. reserves the right to retain information where retention is reasonably necessary for legitimate business, operational, historical, legal, regulatory, security, sponsorship administration, community engagement, or event management purposes.

16. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any dispute arising out of or relating to this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of Ontario.

17. Changes to This Policy

CxO Open Mic Inc. may revise this Privacy Policy from time to time.

Updated versions will be posted with a revised effective date.

Continued participation in events or use of services following publication of an updated Privacy Policy constitutes acceptance of the revised policy.

18. Contact Us

Questions regarding this Privacy Policy may be directed to:

CxO Open Mic Inc.

privacy@cxoopenmic.com