Privacy Policy

Last updated: June 2026

This Privacy Policy explains how Vivin Facilitators Ltd. (“Vivin”, “we”, “us”, “our”), an Ontario, Canada corporation, collects, uses, discloses, and protects personal information when you visit vivinsales.ca (the “Site”), book a call with us, subscribe to our communications, appear as a guest on a show we produce, or use our services (together, the “Services”).

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada’s Anti-Spam Legislation (CASL). By using the Site or Services, you consent to the practices described in this policy.

1. Information we collect

Information you provide to us

  • Contact and booking details. When you book a call through our scheduling provider, email us, or fill in a form: your name, email address, company, role, time zone, and anything you choose to include in messages or booking notes.
  • Client information. If you become a client: billing details, business information, brand assets, account credentials you choose to share for service delivery, and the content of our communications.
  • Guest information. If you appear as a guest on a show we produce: your name, title, company, biography, social profiles, headshot, and the audio and video recordings of your appearance.
  • Newsletter and marketing sign-ups. Your email address and your consent record (when and how you subscribed).

Information collected automatically

  • Usage and device data. Pages visited, referring pages, time on page, approximate location (city level), browser type, operating system, and device identifiers, collected through cookies and similar technologies described in section 4.
  • Email engagement data. Whether emails we send are opened and which links are clicked, where permitted.

Information from other sources

  • Professional and publicly available information. For our business-to-business outreach (for example, identifying potential podcast guests for our clients), we collect publicly available business contact information such as names, job titles, company names, business email addresses, and public professional profiles. We handle business contact information in accordance with PIPEDA’s provisions for business contact information used to communicate with individuals in their professional capacity.

2. How we use personal information

We use personal information to:

  • Provide, operate, and improve the Site and Services;
  • Schedule and conduct calls and recording sessions;
  • Produce, edit, publish, and distribute podcast episodes and derivative content (clips, transcripts, quotes, articles, newsletters, and social posts);
  • Conduct business-to-business outreach on our own behalf and on behalf of clients, in their professional capacity;
  • Send newsletters, episode notifications, and marketing communications where we have your consent or are otherwise permitted by CASL;
  • Measure and improve the performance of our website, content, and advertising;
  • Bill for and administer client accounts;
  • Comply with legal obligations and enforce our agreements.

We do not sell personal information.

We collect, use, and disclose personal information with your consent, or as permitted or required by law. Consent may be express (for example, subscribing to a newsletter or booking a call) or implied (for example, where you provide information to receive a response you requested, or where business contact information is used for business purposes). You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting us at contact@vivinsales.ca. Every commercial email we send includes an unsubscribe mechanism that takes effect promptly.

4. Cookies, analytics, and advertising

We and our providers use cookies, pixels, and similar technologies:

  • Google Analytics 4 (Google LLC). Usage analytics: how visitors find and use the Site. Google may set cookies and process usage data on servers outside Canada. You can opt out with the Google Analytics opt-out browser add-on.
  • Meta Pixel (Meta Platforms, Inc.). Advertising measurement and retargeting on Facebook and Instagram. You can manage ad preferences in your Meta account settings, including at facebook.com/adpreferences.
  • Cal.com (Cal.com, Inc.). Our scheduling provider sets cookies and processes the information you submit when booking through the embedded calendar, under its own privacy policy.
  • Email tracking. Newsletters and marketing emails may contain pixels and tracked links that tell us whether a message was opened and which links were clicked. You can stop this at any time by unsubscribing.

You can also block or delete cookies through your browser settings. Parts of the Site (such as the booking calendar) may not function without them.

5. How we share personal information

We share personal information only with:

  • Service providers who process it on our behalf and only as needed to perform their function: website hosting and content delivery (Cloudflare), scheduling (Cal.com), analytics (Google), advertising (Meta), email delivery and engagement tools, payment processors, and cloud storage and production tools used to deliver our Services. Service providers are bound by contract to protect the information.
  • Clients, where you are a guest on a show we produce for a client: we share your guest information and recordings with that client as part of delivering the show.
  • Podcast and content platforms (such as YouTube, Spotify, and Apple Podcasts), when episodes and derivative content featuring guests are published. Published content is public.
  • Legal and safety recipients, where disclosure is required by law, court order, or to protect rights, safety, or property.
  • A successor business, if we are involved in a merger, acquisition, financing, or sale of assets, in which case personal information may be transferred as part of that transaction, subject to this policy.

6. Podcast guests and recordings

By scheduling and participating in a recording session, you consent to being recorded and to our production, editing, publication, and distribution of the recording and derivative materials (clips, transcripts, quotes, graphics, and promotional posts) on the show’s channels and the channels of the client for whom the show is produced. If you want something you said removed or corrected before or after publication, contact us at contact@vivinsales.ca and we will work with you in good faith. Published material that has been publicly distributed (for example, syndicated to podcast platforms or shared by others) may not be fully retrievable.

7. International transfers

Some of our service providers (including Google, Meta, Cal.com, and Cloudflare) store or process information in the United States or other countries. While information is outside Canada, it is subject to the laws of those jurisdictions, which may permit access by courts, law enforcement, and national security authorities. We use providers with appropriate contractual and security safeguards.

8. Retention

We keep personal information only as long as needed for the purposes described in this policy or as required by law: booking and inquiry data for as long as needed to respond and maintain our relationship; client records for the duration of the engagement plus the period required for legal, tax, and accounting purposes; published content (including guest appearances) indefinitely as part of the public record of the show, unless removed under section 6; consent and unsubscribe records as required by CASL.

9. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encryption in transit, access controls, and reputable infrastructure providers. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

10. Your rights

Subject to limited exceptions under PIPEDA, you have the right to:

  • Access the personal information we hold about you and ask how it has been used and disclosed;
  • Correct inaccurate or incomplete information;
  • Withdraw consent to our use of your information, including unsubscribing from marketing at any time;
  • Request deletion of information we are not required or permitted to retain.

To exercise any of these rights, email contact@vivinsales.ca. 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.

11. Children

The Site and Services are intended for businesses and individuals 18 years of age or older. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

The Site links to third-party websites and platforms (including podcast platforms and social networks). Their privacy practices are governed by their own policies, which we encourage you to read.

13. Changes to this policy

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

14. Contact us

Vivin Facilitators Ltd. Privacy contact: contact@vivinsales.ca