Privacy policy

WE Union Travel (“we,” “us,” “our”) is a Canadian travel agency serving unions, union locals,
and workplace organizations across Canada. We are committed to protecting the personal
information of the travellers, event attendees, delegates, and organizational contacts we serve.
This Privacy Policy explains what personal information we collect, how we use and disclose it,
how long we keep it, and the choices available to you. It applies to all of the ways you interact
with us: our website, our travel booking services, our event and convention registration
services (including registration sites and mobile apps powered by Cvent), telephone and email
interactions with our travel agents, in-person service at our branch offices, and our general
business operations.
We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA)
and applicable provincial privacy legislation, including the British Columbia Personal
Information Protection Act (PIPA), the Alberta Personal Information Protection Act, and, for
individuals in Quebec, the Act respecting the protection of personal information in the private
sector as amended by Law 25.

Information We Collect

We collect personal information directly from you — through our website, our registration
sites and mobile apps, by telephone or email with our travel agents, or in person at our
branches — and, in some cases, from your union or organization as described below. We limit
our collection to information that is reasonably necessary for the purposes identified in this
policy.
Travel Booking Information
When we arrange travel on your behalf (or on behalf of your union or employer), we collect
information required to complete bookings, including:

Collect device identifiers, app version, and usage information to operate and improve
the app
The app does not track your location in the background.
Information About Other People
If you provide personal information about another person — for example, an emergency
contact, a family member travelling with you, or another attendee you are registering — you
confirm that you have that person’s consent or the authority to provide their information to us
for the purposes described in this policy.
Information from Your Organization
Because we serve unions and workplace organizations, some of your information may be
provided to us by your union, local, or employer — for example, delegate lists, eligibility
information, or travel authorization. Where an organization provides us with your information,
we rely on that organization to have the authority to do so.

Full legal name (as it appears on government-issued ID), date of birth, and gender as
required by carriers

Contact information (email address, phone number, mailing address)

Passport or travel document details, including number, nationality, issue and expiry
dates, where required for international travel

Known Traveller Number, NEXUS, or other trusted traveller identifiers, if provided

Frequent flyer, loyalty program, and travel pass numbers (e.g., airline flight pass
programs)

Payment information (credit card details) used to purchase travel

Special service requirements you choose to share, such as meal preferences, mobility
assistance, or accessibility needs — some of which may reveal health-related
information

Emergency contact information
Event and Convention Registration Information
When you register for a union convention, conference, or event through a registration site or
mobile app we operate (powered by Cvent), we collect:

Name, email address, phone number, and contact details

Union, local/chapter, or organizational affiliation and delegate or attendee role

Registration type, session selections, and attendance records

Hotel and housing preferences, roommate requests, and accommodation needs

Dietary requirements and accessibility needs

Payment information for registration fees, where applicable

Badge information, including name and affiliation displayed on printed badges
Telephone and Agent Interactions
When you speak with our travel agents by phone, or correspond with them by email, we collect
the information you provide to complete your request, and our agents record relevant details
(such as booking requests, changes, preferences, and payment authorizations) in your booking
record. To protect your information, our agents may ask verification questions before
discussing or changing a booking. [If applicable: Calls may be recorded or monitored for quality
assurance, training, and record-keeping purposes; you will be informed at the start of the call.]
Information Collected Automatically
When you use our website or event apps, we and our service providers may automatically
collect:

IP address, browser type, device type, and operating system

Pages visited, links clicked, and time spent on pages

Cookies and similar technologies used for site functionality, analytics, and registration
session management
Mobile App Information
If you use our branded event mobile app (powered by Cvent), the app may, with your
permission where required by your device:

Send you push notifications about event schedules, sessions, and announcements (you
can disable these in your device settings)

Access your device camera for QR code scanning, such as session check-in or
badge/credential scanning

How We Use Your Information

We use personal information to:

Detect, prevent, and investigate fraud or misuse
We do not sell personal information. We do not use your personal information for third-party
advertising.

Book and manage air, rail, hotel, car, and other travel arrangements

Process payments, issue invoices, and manage refunds, exchanges, and credits

Communicate with you about your bookings, registrations, itinerary changes, schedule
disruptions, and travel advisories

Verify eligibility and entitlements as directed by your union or organization (for
example, delegate quotas or seat limits per local/chapter) — some event registrations
may be subject to automated eligibility or quota checks configured by your
organization; if your registration is declined by such a check, you may contact us or
your organization to have it reviewed

Print and issue event badges and credentials

Meet legal, regulatory, tax, and industry obligations (including airline reporting and
settlement requirements)

Maintain records for accounting, reconciliation, and audit purposes

Improve our services, website, and internal operations

How We Share Your Information

We share personal information only as needed to deliver our services:
Travel suppliers. Airlines, rail carriers (e.g., VIA Rail), hotels, car rental companies, tour
operators, and travel insurers, as necessary to complete your bookings.
Global distribution systems (GDS). Like most travel agencies, we create and manage
bookings through a global distribution system (Travelport). Your booking record (name,
itinerary, contact details, and related information) is transmitted through this system to the
relevant travel suppliers.
Event technology providers. Our event registration sites and mobile apps are powered by
Cvent, Inc., which processes registration data on our behalf. Cvent’s own privacy practices are
described in its privacy policy at https://www.cvent.com/en/privacy-policy.
Payment processors and financial institutions. To process payments and settle
transactions, including through the airline industry’s Billing and Settlement Plan (BSP).
Your union or organization. Where travel or event registration is arranged through your
union, local, or employer, we may share relevant information with authorized representatives
of that organization — for example, registration status, delegate counts, attendance, and billing
information.
Professional advisors and authorities. Accountants, auditors, legal counsel, insurers, and
government or regulatory authorities where required or permitted by law (for example,
advance passenger information required by border authorities).
Service providers. IT, hosting, backup, and support providers who process information on our
behalf under confidentiality obligations.
We require service providers processing personal information on our behalf to protect it with
safeguards comparable to our own and to use it only for the purposes we specify.

International Transfers

Travel is inherently international. Your information may be transferred to, stored in, or
processed in countries outside Canada — including the United States — by travel suppliers,
global distribution systems, Cvent, and other service providers. While outside Canada, your
information is subject to the laws of those jurisdictions, and may be accessible to courts, law
enforcement, and national security authorities there. We take reasonable contractual and other
measures to protect personal information handled by our service providers regardless of
location.

Consent

By providing your personal information to us, or by authorizing your union or organization to
provide it, you consent to its collection, use, and disclosure as described in this policy. Where
we collect sensitive information (such as health-related accessibility or dietary information),
we rely on your express consent, and we use it only for the purpose it was provided.
You may withdraw consent at any time, subject to legal and contractual restrictions and
reasonable notice. Withdrawing consent may limit our ability to provide travel or registration
services to you.
Electronic Communications (CASL)
We send transactional messages (itineraries, booking confirmations, schedule changes,
registration and payment confirmations) as part of providing our services. Where we send
commercial electronic messages

— such as newsletters, travel offers, or event announcements
— we do so in compliance with Canada’s Anti-Spam Legislation (CASL), based on your express
or implied consent. Every commercial message includes our identification and an unsubscribe
mechanism, and unsubscribe requests are honored promptly. Opting out of marketing
messages does not affect transactional communications about your bookings or registrations.

Retention

We retain personal information only as long as necessary for the purposes described above and
to meet legal, tax, accounting, and industry requirements. Booking, invoicing, and financial
records are generally retained for seven (7) years in accordance with Canadian tax and recordkeeping requirements, after which they are securely destroyed or anonymized. Call recordings are retained for 90 days and then securely deleted

Safeguards

We protect personal information with physical, organizational, and technological safeguards
appropriate to its sensitivity, including access controls, encryption in transit for our web
services, restricted access on a need-to-know basis, and secure backup and retention practices.
Payment card information is handled in accordance with applicable payment card industry
(PCI DSS) requirements.
No system is perfectly secure. If a breach of security safeguards creates a real risk of significant
harm, we will notify affected individuals and the applicable privacy regulators — including the
Office of the Privacy Commissioner of Canada and, where required, provincial commissioners
— as required by law, and we maintain records of security breaches as the law requires.

Cookies and Analytics

Our website and registration pages use cookies and similar technologies that are necessary for
site functionality (such as maintaining your registration session) and, where enabled, analytics
that help us understand site usage. You can manage cookies through your browser settings;
disabling required cookies may prevent registration or booking features from working.

Accuracy

We make reasonable efforts to keep your personal information accurate, complete, and up to
date for the purposes for which it is used. Because travel documents must match governmentissued identification exactly, please review confirmations carefully and tell us promptly about
errors or changes (for example, a renewed passport or a legal name change).

Your Rights

Subject to applicable law, you have the right to:

Access the personal information we hold about you
Correct inaccurate or incomplete information
Withdraw consent to our handling of your information, subject to legal and
contractual limits
Ask questions or make a complaint about our privacy practices
Individuals in Quebec may have additional rights under Law 25, including the right to receive
computerized personal information in a structured, commonly used technological format (data
portability) and the right to request that it be communicated to another organization.
To exercise these rights, contact our Privacy Officer using the details below. We will respond
within the time required by law (generally 30 days). If you are not satisfied with our response,
you may contact the Office of the Privacy Commissioner of Canada (www.priv.gc.ca) or your
provincial privacy regulator, including the Office of the Information and Privacy Commissioner
for British Columbia (www.oipc.bc.ca), the Office of the Information and Privacy Commissioner
of Alberta (www.oipc.ab.ca), or the Commission d’accès à l’information du Québec
(www.cai.gouv.qc.ca).

Children

Our services are directed at adults. Where a booking includes a minor (for example, family
travel to an event), we collect the minor’s information from a parent, guardian, or authorized
organizational contact solely to complete the booking.

Links to Other Sites

Our website and apps may link to third-party sites (such as airline check-in pages, hotel sites,
or Cvent-hosted pages). We are not responsible for the privacy practices of third-party sites,
and we encourage you to review their policies.

Changes to This Policy

We may update this policy from time to time. The “Last updated” date at the top reflects the
most recent revision. Material changes will be posted on this page, and where required, we will
seek renewed consent.

Contact Us

Privacy Officer
WE Union Travel
233 W 1st St
North Vancouver, BC V7M 3H8
Email: [email protected]
Phone: +1 (604) 969-5585
This policy applies to WE Union Travel’s website, travel services, and event registration sites and
mobile applications operated by WE Union Travel and powered by Cvent.