Privacy Policy - Aeon Stellar

1. Introduction

Your privacy is important to us. This Privacy Policy explains how Aeon Stellar Commerce Inc. ("we," "us," "our," or "Company") collects, uses, discloses, and protects your personal information when you use the Stella Summit Series platform (the "Platform").

Aeon Stellar Commerce Inc. is the company responsible for the Stella Summit Series and the handling of your personal data. We are committed to protecting your information in compliance with applicable privacy laws, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario's Personal Health Information Protection Act (PHIPA), and international regulations including the EU's General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

By using the Platform, you consent to the data practices described in this Policy. If you do not agree, please do not use the Platform.

2. What Information We Collect

Account Information

When you register or create a profile for the Stella Summit Series, we collect:

Full name, email address, phone number
City, province, and country information
Organization or company affiliation

Application Data (Sensitive)

When you apply to participate in Summit events, we collect extensive information including:

Health Information: Medical conditions, dietary allergies, medication history, tracking practices, health goals
Wellness Context: Personal context, participation reasons, comfort with group dialogue
Emergency Contacts: Emergency contact names and information
Professional Information (if applicable): Professional designation, registration number, regulatory body, years of practice, practice location, website
Expertise & Background: Certifications, experience, philosophy, facilitation experience
Consents: Research participation consent, marketing consent, ethical agreements, participant acknowledgments

Technical Data

We automatically collect certain information about how you use the Platform:

Device type, operating system, browser type, and unique device identifiers
IP address and approximate location
Features accessed, actions taken, and time spent on various sections
Crash reports and diagnostic information

Communication Data

We collect any messages, feedback, or communications you send to us via the Platform or email.

3. How We Use Your Information

To Provide Summit Services: Process applications, manage registrations, communicate event details, coordinate logistics
Participant Matching: Review health information and professional credentials to appropriately match participants, facilitators, and speakers
Communication: Send confirmation emails, event updates, schedule information, and post-event follow-ups
Research: With your explicit consent, use anonymized health data and reflections to support women's health research
Marketing & Outreach: With your consent, send promotional materials about future Summit events and related services
Platform Improvement: Analyze usage patterns to improve the Platform's functionality and user experience
Legal Compliance: Enforce our Terms, protect users, and comply with legal obligations
Safety & Security: Detect and prevent fraud, abuse, and unauthorized access

4. How We Share or Disclose Information

We do not sell your personal data. We only share information in limited, necessary circumstances:

Service Providers & Data Processors

Base44 Inc.: Cloud infrastructure and platform hosting. Processes data only on our behalf under a Data Processing Agreement (DPA)
Email Services (Resend): Sends transactional and marketing emails. Does not use your information for their own purposes
Analytics Tools: Google Analytics and similar tools track anonymized usage patterns to improve the Platform

Research Partners

With your explicit research consent, we may share anonymized or pseudonymized health data with research partners studying women's health. Individual identifiers are removed, and data is used only for the specified research purpose.

Legal & Compliance

We may disclose information if required by law, court order, or government request. We may also disclose information to protect the safety, rights, and property of our users and the Company.

Business Transfers

If Aeon Stellar is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will ensure the receiving organization honors your privacy rights.

5. Data Storage and Security

We employ technical, administrative, and physical safeguards to protect your data:

Encryption: All communication between your device and our servers is encrypted via HTTPS/TLS. Sensitive data is encrypted at rest
Access Controls: Access to personal data is restricted to authorized personnel using secure authentication and role-based access controls
Infrastructure Security: Base44's platform includes secure cloud hosting with firewalls, DDoS protection, monitoring, and regular security updates
Data Governance: A designated Chief Privacy Officer (CPO) oversees data protection practices and compliance

While we strive to protect your information, no system is 100% secure. Please keep your account credentials confidential and report suspicious activity immediately.

5a. Breach Notification

In the event of a data breach that poses a real risk of significant harm to you, we will:

Notify you and applicable regulatory authorities without unreasonable delay (within 72 hours under GDPR, and as required by PIPEDA)
Provide details about the nature of the breach, the types of information involved, and steps we are taking to mitigate harm
Advise you of actions you can take to protect yourself

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Policy, including:

During active use of the Platform
While you are participating in or registered for Summit events
For legal and accounting purposes (typically 7 years)
To comply with regulatory requirements

When data is no longer necessary, we will delete it or anonymize it securely. You may request deletion of your account and associated data at any time (subject to legal retention obligations).

7. Your Privacy Rights and Choices

Right to Access

You have the right to request a copy of all personal information we hold about you. Contact us at privacy@aeonstellar.co to submit an access request.

Right to Correction

If you believe your information is inaccurate or incomplete, you may request correction. You can update most information in your account settings.

Right to Deletion

You may request deletion of your account and associated personal data. We will delete your information subject to legal retention obligations. Some data may be retained in anonymized form.

Right to Data Portability

You have the right to receive your personal data in a portable, machine-readable format. Contact us to request a data export.

Right to Withdraw Consent

If you have consented to marketing or research participation, you may withdraw your consent at any time by updating your account preferences or contacting us.

Right to Object to Processing

You may object to certain types of data processing, such as automated decision-making or profiling. Contact us to discuss your concerns.

Marketing Communications Opt-Out

Every promotional email includes an unsubscribe link. You can also manage your preferences in your account settings.

8. International Data Transfers

Aeon Stellar is based in Canada, but our services may process data on servers in other countries, including the United States and European Union. We ensure adequate protection for international data transfers through:

Standard Contractual Clauses (SCC): For data transfers to the US and other jurisdictions, we use SCCs approved by the EU Commission
Data Processing Agreements: All service providers are bound by contractual safeguards that impose equivalent privacy protections
Contractual Safeguards: Explicit protections ensuring data cannot be transferred without your knowledge or our justification

9. Children's Privacy

The Stella Summit Series is intended for adults (18+). We do not knowingly collect personal information from individuals under 18. If we become aware that a minor has provided information, we will delete that information promptly. Parents or guardians who believe a child has provided information should contact us immediately.

10. California, EU, and Other Regulatory Rights

CCPA Rights (California Users)

If you are a California resident, you have the right to:

Know what personal information is collected, used, shared, or sold
Delete personal information we hold
Opt-out of "selling" your information (we do not sell data for monetary value)
Non-discrimination for exercising your rights

GDPR Rights (EU Users)

If you are located in the EU, you have the right to:

Access your personal data
Rectify inaccurate data
Erase your data ("right to be forgotten")
Restrict processing
Data portability
Object to processing
Lodge a complaint with your local data protection authority

PIPEDA Rights (Canadian Users)

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

Know what personal information Aeon Stellar holds about you
Know how we use and disclose that information
Request correction of inaccurate data
Request deletion of information you no longer need
Challenge our compliance with PIPEDA

PHIPA Compliance (Health Data)

The Stella Summit Series collects personal health information as defined under Ontario's Personal Health Information Protection Act (PHIPA). We comply with PHIPA requirements by:

Obtaining meaningful, informed consent before collecting health information
Collecting only the health information necessary to provide Summit services
Enabling you to request access to and correction of your health records
Implementing strict security measures to protect health information
Notifying you promptly of any unauthorized access to your health data

11. Third-Party Links & Services

The Platform may contain links to third-party websites and services. We are not responsible for their privacy practices or content. We encourage you to review their privacy policies before providing any information.

12. Changes to This Privacy Policy

We may update this Privacy Policy at any time. Changes will be posted on this page with an updated "Last Updated" date. If we make material changes, we will notify you via email or by prominent notice on the Platform. Continued use of the Platform after changes constitute acceptance of the revised Privacy Policy.

13. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have privacy concerns, please contact us:

Privacy Officer: privacy@aeonstellar.co
General Inquiries: hello@aeonstellar.co
Mailing Address: Aeon Stellar Commerce Inc., Canada

We will respond to your request within 30 days (or as required by applicable law).