Privacy Policy

Effective August 24, 2026

Okimaw Community & HR Solutions (“Okimaw”, “we”, “us” or “our”) respects privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, retain and protect personal information when people use our website, register for events, purchase or receive services, participate in memberships or programs, communicate with us, or otherwise interact with Okimaw.

This Policy is intended to reflect applicable Canadian private-sector privacy requirements, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial privacy laws where they apply. If applicable law provides greater protection than this Policy, the law will govern.

Relationship to Okimaw Terms

This Privacy Policy should be read together with Okimaw’s applicable event terms, Event Refund & Cancellation Policy, Membership Program Terms and Conditions, service agreements, proposals and other written terms. Those documents govern commercial matters such as fees, credits, cancellations and service delivery. This Privacy Policy governs Okimaw’s general handling of personal information. A specific written agreement may contain additional or more stringent privacy and confidentiality obligations.

This Policy applies to personal information that Okimaw collects, uses or discloses in the course of its commercial activities, including through:

• okimaw.com and related web pages, forms and online registration tools;
• conferences, workshops, training institutes, webinars and other events;
• consulting, human resources, organizational development, governance, law and policy development, strategic planning and related services;
• membership programs, subscriptions and client portals;
• email, telephone, social media, surveys and other communications; and
• third-party platforms used by Okimaw to deliver or administer services.

This Policy does not replace privacy or confidentiality terms contained in a client-specific agreement. It also does not limit any rights or obligations that cannot lawfully be limited.

Depending on how you interact with Okimaw, we may collect information such as:

• identity and contact information, including name, title, organization, email address, telephone number and mailing address;
• event and registration information, including event selections, attendance, dietary or accessibility requests, travel-related information voluntarily provided, and participant substitutions;
• billing and transaction information, including invoice details, payment status, transaction identifiers, tax-exempt documentation and related accounting records;
• membership and service information, including subscriptions, service requests, correspondence, meeting information and records needed to deliver contracted services;
• professional or employment-related information that a client or individual provides to us when it is relevant to an Okimaw service;
• communications, feedback, survey responses, testimonials and inquiries;
• website and technical information, such as IP address, browser or device information, pages visited, referral information and cookie or analytics data; and
• photographs, audio or video recordings from events or programs where recording or photography occurs and appropriate notice or consent is provided.

We seek to collect only the information reasonably necessary for identified purposes. We do not intentionally request sensitive personal information unless it is needed for a legitimate service, legal, safety, accessibility or contractual purpose.

If you provide Okimaw with personal information about another individual – for example, by registering an employee, providing a participant substitution, or supplying employee or stakeholder information as part of a consulting engagement – you represent that you have the authority to provide that information and to permit Okimaw to collect, use and disclose it for the applicable purpose, unless the law permits otherwise.

We may collect personal information directly from you, from the organization you represent, from clients who engage us to provide services, and from service providers or platforms used to administer our website, events, payments, communications or services. We may also collect information from public sources where permitted by law and reasonably relevant to a legitimate business purpose.

Okimaw may use personal information for purposes that include:

• processing registrations, memberships, service requests, payments, invoices and credits;
• confirming attendance and sending operational notices, reminders, materials, venue information and event updates;
• delivering consulting, training, HR, governance, planning and related services;
• communicating with clients, participants, members, suppliers and prospective clients;
• responding to questions, complaints, access requests and support needs;
• administering contracts, maintaining business and accounting records, and enforcing applicable terms and agreements;
• improving our website, programs, services, customer experience and business operations;
• conducting internal analysis using aggregated or de-identified information where reasonably possible;
• protecting the security, integrity and lawful use of our systems, services and events;
• meeting legal, regulatory, insurance, audit, tax, contractual and recordkeeping obligations; and
• other purposes that are explained at or before the time of collection, or that are otherwise permitted or required by law.

Okimaw obtains consent where required by law. The form of consent may be express or implied depending on the sensitivity of the information, the purpose for which it is collected, and the reasonable expectations of the individual.

You may withdraw consent to a non-required use of your personal information, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to provide an event registration, membership, service or other benefit where the information is necessary to deliver it.

Okimaw may send transactional or service-related communications that are necessary to administer an event, membership, payment, contract or service. We may also send promotional or commercial electronic messages where we have consent or are otherwise permitted by law. Marketing messages will include an unsubscribe mechanism where required. Unsubscribing from marketing does not prevent us from sending necessary transactional, contractual or service communications.

Okimaw events may include photography, audio or video recording for event documentation, training, communications or promotional purposes. Where appropriate, Okimaw will provide notice and obtain consent where required. Participants who have concerns about being photographed or recorded should advise Okimaw before or at the event so reasonable steps can be considered.

Any separate media release, testimonial consent, speaker agreement or recording consent will supplement this Policy and will govern the specific use described in that document.

Okimaw frequently works with First Nations, Indigenous organizations, employers and other clients that may provide personal, confidential, community or organizational information so we can perform contracted services. Where Okimaw processes personal information on behalf of a client, we will use the information for the agreed service purposes and in accordance with applicable law and the client agreement.

The client is responsible for ensuring it has the authority to provide information to Okimaw and for identifying any special legal, cultural, community, data-governance or confidentiality requirements that apply. Okimaw does not obtain ownership of client or Nation information merely because it is provided to us. Where specific Indigenous data governance, confidentiality or community protocols are agreed in writing, Okimaw will follow those agreed requirements.

Payments may be processed through third-party payment processors or registration platforms. Depending on the payment method, payment card information may be collected directly by the payment provider. Okimaw generally receives transaction and billing information needed to confirm payment, issue invoices or credits, reconcile accounts and meet recordkeeping requirements. Third-party payment providers handle information under their own privacy and security practices as well as any contractual obligations owed to Okimaw.

Okimaw does not sell or rent personal information as a standalone commercial product. We may disclose personal information where reasonably necessary for the purposes described in this Policy, including to:

• event registration, venue, virtual-event and logistics providers;
• payment processors, accounting providers and financial institutions;
• website hosting, cloud storage, email, communications, survey, IT support and analytics providers;
• facilitators, contractors, consultants or partners involved in delivering an Okimaw service, where they need the information for that purpose;
• professional advisers, auditors, insurers or legal counsel;
• government, regulatory, law-enforcement or other authorities where disclosure is required or permitted by law; and
• a purchaser, investor, lender or successor organization in connection with a proposed or completed financing, restructuring, merger, sale or transfer of all or part of Okimaw’s business, subject to appropriate confidentiality and legal safeguards.

Service providers are expected to use personal information only for authorized purposes and to protect it using safeguards appropriate to the sensitivity of the information.

Some service providers used by Okimaw may store or process personal information in another province, territory or country. As a result, information may be subject to the laws of the jurisdiction where it is processed and may be accessible to courts, law-enforcement or national-security authorities in that jurisdiction. Okimaw takes reasonable steps to select and manage service providers and to require appropriate safeguards for personal information.

Our website may use cookies and similar technologies to operate the site, remember preferences, understand site usage, improve performance and support analytics. Some cookies are necessary for website functionality; others may be optional depending on how the website is configured.

You may be able to manage cookies through the website consent tool or your browser settings. Disabling certain cookies may affect website functionality. If Okimaw introduces advertising or other non-essential tracking technologies that require additional consent, we will seek that consent where required by law.

Okimaw retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to satisfy legitimate business, contractual, legal, accounting, tax, insurance, dispute-resolution and recordkeeping requirements. Retention periods vary depending on the type of information and the context in which it was collected.

When personal information is no longer required, Okimaw will take reasonable steps to securely destroy, delete or de-identify it, subject to legal holds, backup practices and other lawful retention requirements.

Okimaw uses administrative, technical and physical safeguards that are reasonable in light of the sensitivity, volume and format of the personal information in our custody or control. These may include access controls, password and account protections, staff confidentiality obligations, secure storage, service-provider controls, backups and other information-security measures.

No method of electronic transmission or storage is completely secure. While Okimaw takes reasonable steps to protect information, we cannot guarantee that unauthorized access, loss, misuse or disclosure will never occur.

Okimaw maintains procedures for responding to suspected privacy and security incidents. Where a breach of security safeguards is subject to mandatory reporting or notification requirements, Okimaw will take the steps required by applicable law, which may include notifying affected individuals and the appropriate privacy regulator and keeping required breach records.

You may request access to personal information that Okimaw holds about you and may request correction of information that is inaccurate or incomplete, subject to exceptions permitted by law. We may need to verify your identity before responding.

Okimaw may refuse or limit access where permitted or required by law, including where disclosure would reveal confidential commercial information, personal information about another person, information protected by legal privilege, or information that cannot lawfully be disclosed. We will respond within the time required by applicable law.

Okimaw’s general website, professional services and business events are not directed to young children. We do not knowingly collect personal information from children where parental or guardian consent is required. If a program involves youth, Okimaw may adopt additional consent, notice or safeguarding procedures appropriate to the program and applicable law.

Okimaw websites and communications may link to third-party websites, social media services, event platforms or other online services. Okimaw does not control the privacy practices of independent third parties. We encourage individuals to review the privacy information provided by those third parties before providing personal information to them.

Okimaw may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or legal requirements. The current version will be posted on our website with the effective or last-updated date. Where required or appropriate, we will provide additional notice of material changes.

Questions, privacy requests or complaints may be directed to Okimaw’s Privacy Officer:

Okimaw Community & HR Solutions – Privacy Officer
Email: info@okimaw.com
Toll Free: 1-800-469-6895
Corporate Office: 18th Floor – 201 Portage Ave, Winnipeg, MB R3B 3K6
Head Office: 200 – 100 Park Royal West, Vancouver, BC V7T 1A2

Okimaw will review and respond to privacy concerns in accordance with applicable law. Individuals may also have the right to raise a concern with the applicable federal or provincial privacy regulator.

This Privacy Policy is intended to describe Okimaw’s general privacy practices. It does not create a waiver of any lawful right, defence, privilege or contractual protection available to Okimaw, and it does not reduce any privacy right that cannot lawfully be limited. If a provision of this Policy conflicts with mandatory applicable law, the law will prevail to the extent of the conflict.