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Privacy Policy

1. Who We Are

MeetingRoomGear.ca (the “Website”) is an e-commerce store owned by Century Audio Visual (“Century AV”) and managed by Farm 6 Media (“Website Manager”). We sell professional AV equipment and meeting room solutions to businesses across Canada.

Our website address is https://meetingroomgear.ca. If you have questions about this policy, contact us at info@meetingroomgear.ca.

2. What Personal Data We Collect and Why

2.1 Account Registration

When you create a customer account, we collect your name, email address, and password (stored in encrypted form). Your account stores your order history, saved shipping and billing addresses, and communication preferences. This data is used to manage your account and provide order-related services.

2.2 Checkout and Orders

When you place an order, we collect:

  • Name, billing address, and shipping address
  • Email address and phone number
  • Order details (products, quantities, pricing)
  • Payment information — processed securely by Stripe. MeetingRoomGear.ca does not store your full credit card number. Stripe handles all payment data in compliance with PCI-DSS standards. See Stripe’s Privacy Policy at https://stripe.com/en-ca/privacy.

This information is required to fulfill your order, process payment, arrange shipping, and provide after-sale support.

2.3 Contact Forms and Inquiries

When you submit a contact or quote request form, we collect your name, email address, phone number, and any details you provide. This information is used solely to respond to your inquiry. We may also collect your IP address and browser information for spam prevention.

2.4 Customer Reviews and Comments

If you submit a product review or comment, we collect your name, email address, and the content of your review. Your IP address and browser user agent string may also be collected to assist with spam detection.

2.5 Website Analytics

We use Google Analytics and Microsoft Clarity to understand how visitors use our Website. Data collected includes pages visited, time on site, device and browser type, how you arrived at the site, and how you interact with pages (scrolling, clicks). This data is used to improve Website design and content.

2.6 Email Marketing

If you opt in to marketing communications — either during checkout or via a sign-up form — we will use your email address and name to send you promotional content, product announcements, and offers relevant to AV equipment and meeting room solutions. You can unsubscribe at any time using the link in any marketing email or by contacting us at info@meetingroomgear.ca.

We use a third-party email marketing platform to deliver these communications. Your data may be stored and processed on servers outside Canada. We will not share your email address with unaffiliated third parties for their own marketing purposes.

2.7 Retargeting and Advertising

We use retargeting technologies — including Google Ads remarketing and Meta Pixel (Facebook/Instagram) — to show relevant advertising to visitors who have previously interacted with our Website. This is done through cookies placed on your device. You can opt out of personalized advertising through the options described in Section 5 below.

3. Cookies and Tracking Technologies

We use cookies and similar technologies for the following purposes:

  • Functional Cookies: Essential for core site functionality, including your shopping cart, login session, saved preferences, and checkout flow.
  • Performance Cookies: Used by Google Analytics, Google Search Console, Microsoft Clarity, and Bing Webmaster Services to track site usage and help us improve the Website.
  • Marketing and Retargeting Cookies: Used by Google Ads and Meta Pixel to deliver relevant advertising based on your browsing behaviour. These cookies may track your activity across other websites.

You can manage cookie preferences through your browser settings. Note that disabling functional cookies may affect your ability to use the shopping cart and checkout.

4. How We Share Your Data

We do not sell your personal data. We share data only with the service providers necessary to operate our business:

All third-party service providers are contractually required to protect your data and use it only for the services they provide to us.

5. Your Rights and Choices

5.1 Access and Correction

You may access, update, or correct the personal information in your account at any time by logging in to your account or contacting us at info@meetingroomgear.ca.

5.2 Right to Erasure

You may request deletion of your personal data by contacting info@meetingroomgear.ca. We will fulfill deletion requests within 30 days, subject to any legal or contractual obligations that require us to retain certain records (e.g., order and tax records).

5.3 Opting Out of Marketing Emails

You can unsubscribe from marketing emails at any time using the unsubscribe link in any email, or by contacting us directly. Note that transactional emails (order confirmations, shipping notifications) are not affected by marketing opt-outs.

5.4 Opting Out of Analytics and Advertising

5.5 Cookie Management

Most browsers allow you to block or delete cookies through their settings. You can also use browser extensions to manage third-party tracking cookies. Blocking functional cookies may impair shopping cart and checkout functionality.

6. Embedded Content from Other Websites

Product pages and blog posts on this site may include embedded content from external platforms, primarily YouTube. Embedded content behaves as if you visited the originating website directly. YouTube and other platforms may collect data about you, set cookies, and track your interactions — including if you are logged into an account on that platform. Century AV does not control these third-party data practices. Please review the relevant platform’s privacy policy for details.

7. Data Retention

  • Order records: Retained for a minimum of 7 years for accounting and tax compliance purposes.
  • Customer account data: Retained for the life of your account. You may request deletion at any time.
  • Contact form submissions: Retained for up to 2 years, or until the matter is resolved.
  • Analytics data: Governed by Google Analytics and Microsoft Clarity retention settings and policies.
  • Marketing email data: Retained until you unsubscribe and request removal.

8. Where Your Data Is Sent

MeetingRoomGear.ca is operated in Canada. However, some of our service providers (including Stripe, Google, Meta, and Microsoft) store and process data on servers located outside Canada, including in the United States. These countries may have different data privacy laws than Canada. We take reasonable steps to ensure your data is handled in accordance with applicable Canadian privacy law (PIPEDA) when transferred internationally.

9. Data Security

We implement reasonable technical and organizational measures to protect your personal data from unauthorized access, disclosure, or misuse. These include SSL/TLS encryption for all data transmitted through the Website, encrypted storage of account passwords, and PCI-DSS compliant payment processing through Stripe.

No method of transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

10. Children’s Privacy

MeetingRoomGear.ca is a business-to-business e-commerce platform intended for adult professionals. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has submitted personal data through our Website, please contact us at info@meetingroomgear.ca so we can remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. The “Last Updated” date at the top of this page indicates when the most recent revision was made. Continued use of the Website following any update constitutes your acceptance of the revised policy.

12. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact:

We aim to respond to all privacy-related inquiries within 30 days.