This page is the privacy policy for the 2026 Annual National Conference, a paid event: registering for it is your consent to the uses described here. The Institute’s privacy policy covers its website and membership.
Code of conduct and anti-harassment
The I4PL is committed to providing an inclusive and harassment-free experience for everyone, irrespective of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, national origin, religion or lack thereof, or technology choices. Harassment in any form is not tolerated. Sexual or discriminatory language and imagery are inappropriate in all settings, including personal space, presentations, workshops, parties and online media. Offensive language, unwanted physical contact, stalking, bullying and discrimination are prohibited. Any participant found violating these rules may face sanctions or expulsion from The I4PL events or venues, without a refund, at the discretion of I4PL staff.
Refunds, cancellation and transfers
Tickets purchased more than 30 days prior to the event may be cancelled for a full refund, less processing fees, within 24 hours of purchase. Purchases made within 30 days of the event are non-refundable. To cancel and request an eligible refund, notify The I4PL in writing. Eligible refunds are based on the actual fees paid and are returned to the original payment method within ninety days. Tickets cannot be transferred.
Media release and recording
By registering and by entering the conference venue, you grant The I4PL an irrevocable, perpetual, worldwide, royalty-free and transferable right to photograph, film, stream and record you, and to reproduce, edit, publish and distribute those images, recordings, your likeness, voice, name, organization and any statement you make in a session, in whole or in part, in any medium now known or later developed. This includes advertising, marketing, fundraising, membership, editorial and promotional use, on the internet, on social media, in print and in future conference materials. This right extends to our successors and to media, sponsor and partner organizations we authorize. You waive any right to inspect or approve the finished use, and you waive any claim to payment, royalty or other compensation. The I4PL owns all recordings, photographs and materials it captures of conference sessions, and credits speakers where appropriate. Speakers additionally grant The I4PL the right to record and distribute their session and its accompanying materials. No participant, including attendees, speakers, exhibitors, sponsors and guests, may photograph, record, stream or transcribe any session, or share session materials with anyone who is not registered, without prior written permission from The I4PL organizing team. If you prefer not to be photographed, tell the registration desk on arrival and we will do our reasonable best to accommodate you, though we cannot guarantee exclusion from wide shots of a full room, and we cannot withdraw material already published.
Privacy policy
The Institute for Performance and Learning collects, uses and discloses personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy law. This policy explains what we collect in connection with the 2026 Annual National Conference, why we collect it, and the choices you have. It replaces the privacy statement dated April 8, 2019.
Who is accountable
The I4PL Board of Directors is accountable for the personal information under our control, including information handled on our behalf by service providers. Questions, access requests and complaints go to contact@thei4pl.ca and are directed to the person designated as accountable for privacy compliance.
What we collect
When you register we collect your name, the name you wish to appear on your badge, your organization and role, your email address, your telephone number, your language preference, your membership status and your session selections. Where you choose to tell us, we also collect dietary requirements and accessibility needs. That information can reveal health or religious details, so we treat it as sensitive, share it only with the venue and organizers who must act on it, and delete it after the event. Providing it is always optional.
Why we collect it
We collect personal information to process your registration and payment, issue your badge, plan catering and room capacity, meet accessibility obligations, operate the event app, communicate conference logistics, and keep the financial and attendance records the organization is required to keep. We do not collect personal information for any purpose we have not identified to you, and we collect no more than those purposes require.
Consent, and how to withdraw it
Completing registration is your consent to the uses described here. You may withdraw consent at any time, subject to legal and contractual limits, by writing to contact@thei4pl.ca. Withdrawing consent for essential processing may mean we cannot deliver your registration. Marketing consent is separate: every email carries an unsubscribe link, and unsubscribing from marketing never affects the messages you need in order to attend.
Payment information
Payment card details are entered directly with our payment processor and are not stored by the I4PL. We retain only the transaction record required for accounting, audit and refunds.
The event app and the attendee directory
The conference runs on Whova. Creating a profile there is optional, and you control what appears in the attendee directory and whether other attendees may message you. You can change those settings or remove your profile at any time. Whova processes this information under its own terms as our service provider.
Who we share it with
We share personal information only with the service providers who need it to deliver the conference: the venue, the event management and app platform, the payment processor and our professional advisers. Each is bound to protect it and to use it only for the purpose we specify. Where you choose to share your details with an exhibitor, sponsor or presenter by completing its booth or session form, that one exhibitor, sponsor or presenter receives the details you entered (see the next section). Beyond that we share only aggregate, non-identifying information with sponsors. We do not sell personal information, and we disclose it otherwise only where the law requires.
Booth and session forms
Exhibitor booths and presenter sessions show a QR code. Scanning it opens a form on the Institute's website where you can choose to share your name, email address, organization and job title with that one exhibitor or presenter, and, if you wish, a phone number and a note. Your details go to an exhibitor or presenter only when you complete its form yourself. Each exhibitor or presenter receives only the details people share at its own booth or session, and may use them to follow up with you about its products, services or presentation. As the conference organizer, the Institute holds the complete collection of these details and may match them to registration records to confirm that you attended. When you submit a form we also record the time, the approximate location of your network address and your device type, to prevent misuse. You may withdraw your consent at any time with the Institute's unsubscribe, at thei4pl.ca/go/unsubscribe. It is automatic: your details are then removed from every exhibitor and presenter list, and the Institute keeps its own record. We keep these details for two years after the conference and then destroy them.
Storage outside Canada
Some of our service providers, including the event app platform, store and process information on servers outside Canada, primarily in the United States. While it is there it is subject to the laws of that country, and may be accessible to courts and law enforcement under those laws. We require contractual protections comparable to our own standards.
How long we keep it
We keep registration records for seven years to meet financial and audit obligations. Dietary and accessibility information is deleted within thirty days of the conference. Marketing contact details are kept until you unsubscribe. Information no longer needed for an identified purpose is securely destroyed or anonymized.
Accuracy, access and correction
You may ask what personal information we hold about you, how it has been used and to whom it has been disclosed, and you may ask us to correct it. Write to contact@thei4pl.ca. We respond within thirty days, and if we need longer or must refuse in part we will tell you why and what you can do about it. We may ask you to confirm your identity before we release information.
How we protect it
We apply physical, organizational and technical safeguards proportionate to the sensitivity of the information, including encryption in transit, access limited to those who need it for a stated purpose, and contractual obligations on our providers. No system is perfectly secure. If a breach creates a real risk of significant harm we will notify affected individuals and the Office of the Privacy Commissioner of Canada as the law requires.
Photography and recording
Images and recordings made at the conference are personal information and are governed by the media release and recording policy set out on this page.
Concerns and complaints
If you are not satisfied with how we have handled your personal information, write to contact@thei4pl.ca and we will investigate and respond. You also have the right to complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca. This policy is reviewed periodically; material changes will be posted here with a revised date, and we will not apply a change retroactively to information already collected without your consent.
Data collection and exhibitor badge scanning
Personal information provided at registration is collected and stored for event administration, including registration processing, event communications, badge printing and attendance verification. If you visit exhibitor booths or activations where badge scanning is used, your registration information may be shared with that exhibitor and you may receive communications from them under their own privacy practices. Badge scanning is optional and you may decline at any exhibitor engagement without penalty. Your information will not otherwise be disclosed to third parties without your consent, except where required by law or necessary to administer the event, for example hotel or venue coordination.
Admittance and right to refuse
To enter the event you must be at least 18 years old, present valid identification and hold a valid, confirmed ticket. The I4PL reserves the right, at its sole discretion, to refuse admission to or remove from the conference or venue any registrant who fails to comply with these terms, or who in I4PL’s opinion poses a safety or security risk or represents a nuisance or disruption, without refund of registration fees paid.
Dietary and accessibility accommodation
The I4PL will make reasonable efforts to accommodate dietary restrictions and accessibility needs indicated at registration. All requests must be submitted no later than November 5, 2026. Requests submitted after that date may not be able to be accommodated. You are encouraged to submit requests as early as possible and may contact The I4PL directly to discuss specific needs in more detail.
Assumption of risk and limitation of liability
Attendance is voluntary and at your own risk. To the fullest extent permitted by law you assume full responsibility for your own safety and well-being during the event, and for any loss, injury or damage to your personal property. You agree to comply with all reasonable instructions issued by The I4PL, its approved event planners and the venue owners, and assume full responsibility for any damage to the venue resulting from your negligence or wilful actions. I4PL, its staff, volunteers and the venue are not liable for personal injury, loss, theft or property damage arising from or connected to your attendance, except to the extent such liability cannot be excluded by law.
Program changes, cancellation and governing law
The I4PL reserves the right to alter the conference program, including substituting or cancelling speakers or sessions, or changing the schedule or venue, without liability, where reasonably necessary. If I4PL cancels or postpones the conference for reasons beyond its reasonable control, including venue unavailability, severe weather or other force majeure events, The I4PL will notify registrants and determine at its discretion whether fees are refunded, credited toward a future event, or otherwise addressed. These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein.
These terms are reproduced from the official I4PL 2026 Conference Terms and Conditions. Completing registration confirms that you have read, understood and agree to them in full.
