Privacy Policy
Effective date: August 2, 2026
GPLANN Event Rentals – Tents, Weddings, Parties (“GPLANN,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit gplann.com, use EventCanvas, contact us, request a quote, reserve rental products, communicate with our team, visit our premises, or apply for employment.
This policy is intended to reflect our obligations under Alberta’s Personal Information Protection Act (PIPA) and other applicable Canadian laws.
1. What personal information we collect
The information we collect depends on how you interact with us.
Information you provide to us
We may collect:
your name, email address, telephone number, billing address, delivery or event address, and other contact information;
event information, including the event date, location, venue, rental requirements, site access details, setup instructions, utility-locate information, safety requirements, and other information needed to prepare a quote or complete an order;
quote, reservation, order, rental-agreement, deposit, payment, delivery, pickup, return, damage, loss, cleaning, delay, and dispute information;
communications you send to us by telephone, text message, email, website form, or other channels;
call recordings and AI-generated call transcripts or summaries;
names and government-issued identification numbers recorded when someone other than the customer who placed an order collects it. We do not photograph or copy the identification document;
incident or damage reports and photographs of event sites or damaged rental products; and
résumés, employment applications, work history, qualifications, and other information provided by job applicants.
Please do not provide personal information that we do not reasonably need.
Payment information
Payments may be made by credit card, Klarna, Affirm, e-transfer, or cash. Card and other electronic-payment information is processed by our payment providers, including Stripe and, where applicable, Klarna or Affirm. GPLANN does not store complete payment-card details.
Stripe may retain a payment method on file so we can collect balances, damage charges, or other amounts authorized by the rental agreement.
Telephone and text-message information
We use Quo (formerly OpenPhone) for calls and text messages and Sona as an automated voice assistant for calls that are unanswered or received after hours. Calls may be recorded, transcribed, and summarized using automated or artificial-intelligence tools. Sona may collect a caller’s name, telephone number, event details, and other information shared during the call.
We use text messages to answer inquiries, ask order-related questions, and request reviews. We do not currently use text messages for marketing. We generally text people who contact us first, although we may use a telephone number supplied through a form, email, or reservation when reasonably necessary to reach the person about their inquiry or order.
Website, analytics, and advertising information
When you visit our website, we and our service providers may automatically collect information such as:
your Internet Protocol (IP) address;
browser, operating-system, device, and language information;
referring and exit pages;
pages viewed, links selected, session activity, approximate location, and dates and times of visits;
cookie, pixel, advertising, and similar online identifiers; and
information about website performance, form submissions, calls, and advertising interactions or conversions.
We use cookies, pixels, scripts, local storage, and similar technologies for website operation, analytics, security, fraud and spam prevention, advertising measurement, and audience matching. Our current tools may include Google Analytics 4, Google Tag Manager, Google Ads, Meta Pixel or Conversions API, Microsoft Clarity, CallRail, Google Search Console, Ahrefs, Yoast SEO, Google Maps, and a spam-prevention service.
Microsoft Clarity may collect session-interaction information used to produce heatmaps and session recordings. Sensitive form-field contents should not be intentionally included in these recordings.
We may also use customer email addresses or similar identifiers with Google Customer Match or Meta Custom Audiences. These providers may transform or match the identifiers in accordance with their own processes to help us create advertising audiences and measure or deliver advertising.
You can control cookies through your browser settings and may be able to manage advertising preferences through Google, Meta, and other providers. Disabling some technologies may affect website functionality or the accuracy of our measurements.
Security-camera information
Our warehouse, showroom, and pickup areas use security cameras. Cameras may record images of visitors, customers, staff, vehicles, and activities in monitored areas. We use this information for safety, security, loss prevention, incident investigation, and protection of people and property. Cameras are not intended to record areas where a person would reasonably expect a high degree of privacy.
2. EventCanvas
EventCanvas does not require users to create an account or provide a name or email address. GPLANN does not save EventCanvas layouts on its systems.
Users may export a layout as a JSON file to their own device and later upload it into EventCanvas. The uploaded JSON file is processed locally in the user’s browser and is not transmitted to or processed by GPLANN’s server.
General website analytics may still collect technical and usage information when someone visits or uses the EventCanvas webpage. We use this usage information to understand and improve the website and EventCanvas, but we do not intentionally connect EventCanvas usage data to directly identifying customer information.
3. Why we collect and use personal information
We may collect and use personal information to:
answer questions and prepare quotes;
create and administer reservations, rental agreements, deposits, payments, and refunds;
keep an authorized payment method on file and collect amounts permitted by a rental agreement;
arrange delivery, installation, pickup, return, and recovery of rental products;
communicate about site access, utility locates, safety requirements, order changes, delivery or pickup details, and emergencies;
verify identities and help prevent fraud, theft, unauthorized pickups, and payment disputes;
assess and charge for damaged, missing, excessively dirty, or late rental items and other authorized amounts;
provide customer service, respond to communications, and resolve complaints or disputes;
send review requests;
record, transcribe, and summarize calls and improve customer service;
protect the safety and security of our customers, staff, premises, inventory, systems, and business;
operate, secure, troubleshoot, analyze, and improve our website, EventCanvas, products, and services;
measure website performance, calls, advertising, and business results;
create or match advertising audiences and deliver or measure advertising;
process employment applications and administer recruitment;
comply with contractual, insurance, tax, accounting, legal, and regulatory requirements; and
establish, exercise, or defend legal claims.
GPLANN also uses artificial-intelligence tools to assist with drafting emails and other text and with website development. We do not intentionally enter personally identifiable customer information into general-purpose AI drafting tools. This does not limit the call-processing activities of Quo, Sona, or related transcription and summarization tools described above.
We may use calls or emails for staff training or customer-service improvement. Where practicable, we avoid focusing training on a specific identifiable customer and limit unnecessary identifying information.
4. Consent and other permitted uses
We obtain consent when required by law. Consent may be express or implied depending on the circumstances, the sensitivity of the information, and a person’s reasonable expectations. For example, when you request a quote and provide contact and event information, we may rely on your implied consent to use that information to respond and prepare the quote.
In some circumstances, applicable law permits or requires us to collect, use, or disclose personal information without consent. We will only do so where authorized or required by law.
You may withdraw consent to certain uses of your personal information, subject to reasonable notice and any legal, contractual, or operational restrictions. Withdrawal may affect our ability to provide a product or service or complete an existing rental arrangement.
GPLANN does not currently send marketing or promotional emails. If we introduce email marketing, we will obtain and document consent where required and include the sender identification, contact information, and unsubscribe mechanism required by Canada’s anti-spam legislation.
5. When we disclose personal information
We do not sell or rent personal information.
We may disclose personal information to employees who need it to perform their duties. For example, employees completing deliveries or installations may receive a customer’s name, telephone number, event address, and order details.
We may also disclose information to service providers that help us operate our business, including providers of:
rental reservations, customer records, electronic signatures, and order administration, including Booqable;
payment processing and financing, including Stripe, Klarna, and Affirm;
website hosting, website tools, and security, including GoDaddy and WordPress-related services;
business email, productivity, and file storage, including Google Workspace and Gmail;
accounting, including Xero;
telephone, text messaging, call tracking, voice assistance, recording, transcription, and summarization, including Quo, Sona, and CallRail;
analytics, advertising, audience matching, mapping, search, security, and spam prevention, including Google, Meta, Microsoft Clarity, Ahrefs, and other providers described in this policy; and
professional advice, insurance, auditing, legal services, and regulatory compliance.
These providers may process information only as permitted by their agreements with us, their own applicable terms and privacy policies, and applicable law.
We may also disclose personal information:
with your direction or consent;
to investigate an incident, enforce an agreement, collect a debt, prevent fraud, or protect people, property, and legal rights;
where required or permitted by law, court order, warrant, or lawful request from a regulator, law-enforcement body, or government authority; or
in connection with a proposed or completed sale, merger, financing, reorganization, or transfer of all or part of GPLANN’s business or assets, subject to appropriate confidentiality and legal requirements.
GPLANN does not use independent delivery or installation crews. We do not ordinarily disclose customer order information to venues, event planners, or other contacts unless the customer authorizes us to do so or the disclosure is otherwise permitted or required by law.
6. Processing outside Canada
Some service providers may store or process personal information in Canada, the United States, or other countries where they or their subcontractors operate. Information processed outside Canada may be subject to the laws of the country where it is processed and may be accessible to courts, law-enforcement agencies, or government authorities in that country.
You may contact our Privacy Officer for more information about our use of service providers outside Canada.
7. Retention and disposal
We retain personal information for as long as reasonably necessary to fulfil the purposes described in this policy, administer our agreements, resolve disputes, protect our rights, and meet insurance, tax, accounting, legal, and regulatory obligations.
GPLANN currently does not use a fixed retention period for many categories of records. Quotes, customer and order records, signed rental agreements, payment and accounting records, emails, text messages, call recordings and transcripts, third-party pickup identification records, job applications, and website analytics data may therefore be retained for an indefinite period while they remain reasonably required for the purposes described above or permitted by law. Retention may also depend on the settings and practices of the service provider that holds the information.
When paper records containing personal information are no longer required, we shred them. When electronic information is no longer reasonably required, we will delete it, anonymize it, or securely dispose of it, subject to technical limitations such as backups and legal or contractual retention requirements.
8. Security
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information. These measures include restricted staff access, strong passwords, two-factor authentication, platform-provided encryption, staff confidentiality requirements, approved business systems, physical security measures, and secure disposal practices.
Employees may remotely access customer information through approved business systems such as Booqable or Google Workspace. Customer records are not permitted to be stored on staff members’ personal phones, personal computers, or personal email accounts.
No method of transmission or storage is completely secure. If a privacy breach creates a real risk of significant harm, we will notify affected individuals and the Office of the Information and Privacy Commissioner of Alberta as required by applicable law.
9. Access, correction, and deletion requests
Subject to applicable law, you may ask to:
access personal information GPLANN holds about you;
correct inaccurate or incomplete personal information;
request deletion of personal information; or
withdraw consent to certain uses or disclosures.
We may need to verify your identity before responding. Access or deletion may be limited where we are required or permitted to retain information, where disclosure would reveal another person’s information, where information is protected by legal privilege, or where another legal exception applies. We will respond in accordance with applicable law and may charge a permitted fee after giving advance notice.
To make a request, contact the Privacy Officer using the information below.
10. Children’s privacy
Our website and EventCanvas are not intended for children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will take reasonable steps to delete it.
11. Third-party websites and services
Our website may link to or use third-party websites and services. Their privacy practices are governed by their own policies and are not controlled by GPLANN. We encourage you to review those policies before providing information to a third party.
12. Changes to this policy
We may update this Privacy Policy as our practices, services, or legal obligations change. When we make material changes, we will post the revised policy on our website and update the effective date at the top.
13. Contact our Privacy Officer
Questions, complaints, requests, or concerns about this Privacy Policy or GPLANN’s handling of personal information may be directed to:
John Lavapie, Privacy Officer
GPLANN Event Rentals – Tents, Weddings, Parties
11717 154 St NW
Edmonton, Alberta T5M 3X9
Email: info@gplann.com
Telephone: 587-200-5200
If we do not resolve your concern to your satisfaction, you may contact the Office of the Information and Privacy Commissioner of Alberta.