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Last Updated: January 2, 2026

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Elemental Event Planning (“we,” “us,” or “our”) is committed to protecting the privacy of our clients, prospective clients, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy laws.

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By using our website or providing your personal information to us, you consent to the practices described in this Privacy Policy.

 

1. Information We Collect​

We may collect personal information through our website, intake forms, email subscriptions, contracts, and during events we plan or coordinate.

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a) Information You Provide Directly

This may include:

• Name

• Email address

• Phone number

• Mailing address

• Event details (date, location, guest count, preferences)

• Information submitted through inquiry or intake forms

• Communication preferences

• Any other information you voluntarily provide​

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b) Email Newsletter Sign-Ups

When you subscribe to our newsletter, we collect:

• Your email address

• Your name (if provided)

You may unsubscribe at any time using the link included in our emails.

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c) Photography & Media at Events

During events we plan, coordinate, officiate, or design, photographs and video may be taken. These images may include:

• Clients

• Guests

• Event details and décor

Images may be used for:

• Marketing and promotional purposes

• Social media

• Website portfolios

• Printed or digital promotional materials

We make reasonable efforts to obtain consent before using identifiable images of clients and will honour reasonable requests to remove content upon request.

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2. How We Use Your Information

We use personal information to:

• Respond to inquiries and provide services

• Plan, coordinate, and manage events

• Communicate with clients before and after events

• Send newsletters, updates, and promotional content (with consent)

• Improve our services and website

• Meet legal and contractual obligations

• Showcase our work through photography and testimonials (with consent)

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Photography & Media Use

By engaging our services or attending an event planned, coordinated, officiated, or designed by Elemental Event Planning, you acknowledge and agree that photographs and/or video recordings may be taken during the event.

These images may include, but are not limited to:

• Clients

• Wedding parties

• Guests

• Event décor, florals, styling, and overall design elements

Photographs and recordings may be used for:

• Portfolio display

• Website and blog content

• Social media platforms

• Marketing, advertising, and promotional materials

• Print or digital publications related to our business

We make reasonable efforts to obtain consent before using identifiable images of clients for marketing purposes. Where practical, we will seek permission prior to publication, particularly for featured or close-up imagery.

By participating in the event, you grant Elemental Event Planning a non-exclusive, royalty-free, worldwide license to use, reproduce, edit, and publish such images for lawful business purposes.

Opt-Out & Removal Requests

We respect your privacy and understand that some individuals may prefer not to appear in promotional materials.

Clients may request:

• That specific images not be used, or

• That previously published images be removed from our platforms

Requests must be made in writing to nicole@elementaleventplanning.com. We will make reasonable efforts to comply with removal requests in a timely manner, subject to existing print or third-party usage.

Third-Party Photography

Professional photographers or videographers engaged for an event may retain their own rights to the images they capture, subject to their own privacy policies and contractual agreements. Elemental Event Planning is not responsible for the independent use of images by third-party vendors.

Minors

We do not knowingly publish identifiable images of minors for promotional purposes without the consent of a parent or legal guardian.

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3. Consent

By submitting your personal information, you consent to its collection, use, and disclosure as outlined in this Privacy Policy.

You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting us using the information below.

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4. Sharing of Information

We do not sell or rent your personal information.

We may share personal information only when necessary with:

• Trusted vendors or service providers (e.g., photographers, florists, venues) for the purpose of executing your event

• Email marketing platforms used to send newsletters

• Legal or regulatory authorities if required by law

All third parties are expected to maintain appropriate privacy and security standards.

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5. Data Storage & Security

We take reasonable steps to protect your personal information against loss, theft, unauthorized access, disclosure, copying, or modification.

Information may be stored electronically or in paper format and is accessible only to authorized personnel.

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6. Retention of Information

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy or to comply with legal requirements.

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7. Access & Corrections

You may request access to the personal information we hold about you or request corrections if the information is inaccurate or incomplete.

Requests can be made by contacting us using the information below.

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8. Cookies & Website Analytics

Our website may use cookies or analytics tools to understand how visitors interact with our site. These tools may collect non-identifying information such as browser type, pages visited, and time spent on the site.

You can disable cookies through your browser settings.

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9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The most current version will always be posted on our website with the updated date.

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10. Contact Information

If you have questions about this Privacy Policy or wish to access, update, or withdraw consent regarding your personal information, please contact:

Elemental Event Planning
Email: nicole@elementaleventplanning.com
Location: Ontario, Canada