Privacy Policy | The Leaders' Canvas

1. Introduction

Welcome to The Leaders' Canvas.

The Leaders' Canvas is a leadership and industry forum built around the belief that experiences and conversations shape actions. Through our website, events, programmes, content and community initiatives, we bring together leaders, practitioners, thinkers, partners and organisations to exchange experiences and explore questions affecting business, leadership, technology, consumer understanding and society.

This Privacy Policy explains how Hatrack India Consulting Private Limited, trading as or operating The Leaders' Canvas ("The Leaders' Canvas", "we", "us" or "our"), collects, uses, stores, discloses and protects personal data.

It applies when you:

Visit https://theleaderscanvas.com or any page operated under this domain;
Register or express interest in one of our events;
Apply to participate as an attendee, speaker, moderator, partner or contributor;
Propose a topic, partnership or collaboration;
Subscribe to our newsletters or updates;
Complete a survey or provide feedback;
Contact us through a form, email, social media or another communication channel;
Attend, speak at or participate in an edition of The Leaders' Canvas; or
Otherwise interact with our website, events, content or services.

By using our website or providing personal data to us, you acknowledge that you have read this Privacy Policy.

2. Who is responsible for your data?

The organisation responsible for deciding how and why your personal data is processed is:

Legal entity: Hatrack India Consulting Private Limited
Trading/brand name: The Leaders' Canvas
Registered address: 2nd Floor, Block 2, Subhash Nagar, New Delhi, 110027
Business address: 2nd Floor, Block 2, Subhash Nagar, New Delhi, 110027
Privacy email: event@theleaderscanvas.com
General contact: ankesh.saxena@theleaderscanvas.com

For the purposes of applicable privacy legislation, including India's Digital Personal Data Protection Act, 2023 (DPDPA), we may act as a "Data Fiduciary", "data controller" or an equivalent responsible party.

Where an edition is organised with a local co-curator, event producer or delivery partner, that organisation may separately act as a data controller or data fiduciary. If so, we will identify the relevant organisation at the point your data is collected.

3. Personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data.

3.1 Identity information

This may include your:

Name;
Preferred name;
Photograph;
Age or age range, where relevant;
Job title;
Employer or organisation;
Professional biography; and
Social media or professional profile information.

3.2 Contact information

This may include your:

Email address;
Telephone number;
Postal or business address;
City and country; and
Social media contact details.

3.3 Professional information

This may include:

Industry, function and area of expertise;
Employment and professional history;
Speaker profile and session information;
Organisational affiliations;
Professional interests;
Participation preferences;
Information contained in applications or nominations; and
Information provided while proposing a topic, partnership or collaboration.

3.4 Registration and transaction information

This may include:

Event or programme selected;
Ticket or registration category;
Billing address;
Invoice and tax information;
Payment status;
Discount or invitation code;
Dietary, accessibility or other attendance requirements; and
Details of cancellations, refunds or transfers.

We do not store complete payment-card information on our systems. Event payments are processed by authorised third-party payment providers (including Razorpay). Those providers handle payment data under their own privacy policies and terms.

3.5 Communications

We may collect:

Messages sent through our website;
Emails and correspondence;
Enquiries, complaints and feedback;
Survey responses;
Testimonials;
Preferences communicated to us; and
Records of relevant conversations with our team.

3.6 Event recordings and participation information

When you attend or participate in an event, we may collect:

Photographs;
Video and audio recordings;
Questions or comments made during sessions;
Interviews and testimonials;
Session participation;
Networking or engagement information; and
Information included in published event reports or summaries.

Where practical, filming and photography notices will also be displayed at the venue. Additional releases or speaker agreements may apply to speakers, moderators and featured participants.

3.7 Technical and usage information

When you use our website, we may automatically collect information such as:

Internet Protocol address;
Browser type and version;
Device type;
Operating system;
Approximate location derived from an IP address;
Referring page or source;
Pages viewed;
Time spent on pages;
Links selected;
Date and time of visits; and
Cookie or similar technology identifiers.

See our Cookie Policy for additional information.

3.8 Information from third parties and public sources

We may receive information from:

Event partners and co-organisers;
Ticketing and registration providers;
Payment processors;
Speakers or organisations nominating participants;
Community or media partners;
Professional platforms such as LinkedIn;
Public company websites;
Service providers assisting us with events or communications; and
The Collaborative Canvas Podcast or AX Pulse / Asia Research Media, where information is shared lawfully for an identified collaboration.

If another person provides your information to us, we expect that person to be authorised to do so.

4. How we use personal data

We may process personal data to:

Operate, maintain and improve the website;
Respond to enquiries and requests;
Process registrations, applications and payments;
Issue tickets, confirmations, invoices and event updates;
Assess applications from potential speakers, participants or partners;
Curate event programmes and conversations;
Arrange event access, seating, hospitality and accessibility;
Connect participants where appropriate;
Manage partnerships and sponsorship discussions;
Publish speaker, moderator, partner and contributor profiles;
Record, photograph and report on events;
Produce event films, interviews, articles, social media posts and archives;
Send newsletters and information about future editions;
Request feedback and conduct surveys;
Understand website use and campaign performance;
Prevent fraud, abuse and security incidents;
Protect our legal rights and enforce our agreements;
Maintain administrative, accounting and compliance records; and
Meet applicable legal, regulatory or governmental requirements.

We will not use personal data for a materially unrelated purpose without providing appropriate notice or obtaining consent where required.

5. Grounds on which we process personal data

Depending on the applicable law and circumstances, we may process personal data because:

You have provided consent for a specified purpose;
Processing is necessary to respond to your request or perform a contract with you;
Processing is necessary to comply with a legal obligation;
Processing is necessary for a legitimate use permitted under applicable law;
Processing is necessary for our legitimate business interests, provided those interests do not override your rights;
Processing is required to protect someone's vital interests; or
The information has been made publicly available by you or is otherwise lawfully available for the relevant purpose.

Where we rely on consent, you may withdraw it at any time. Withdrawal will not invalidate processing completed before the withdrawal.

6. Marketing communications

If you subscribe, register for an event or otherwise request updates, we may send you information about:

Upcoming editions;
Leadership conversations;
Event recordings;
Partnership opportunities;
Articles, newsletters and community initiatives; and
Related programmes operated by The Leaders' Canvas.

Where required, we will obtain consent before sending marketing communications.

You can unsubscribe by:

Selecting the unsubscribe link in an email;
Adjusting your preferences, where available; or
Contacting us at event@theleaderscanvas.com.

We may still send essential administrative communications concerning an active registration, transaction, contractual relationship or security issue.

We will not sell your personal data to third parties for their independent marketing.

7. How we share personal data

We may share relevant personal data with:

Website hosting and technology providers;
Registration and ticketing platforms;
Payment processors and banks (including Razorpay);
Email, newsletter and customer-relationship platforms;
Analytics and website-performance providers;
Event venues, producers and operational teams;
Travel, accommodation or hospitality providers, where requested;
Co-curators and local delivery partners;
Photographers, videographers, editors and content-production teams;
Sponsors or partners where you have consented or where sharing is clearly explained;
Professional advisers, auditors, insurers and legal representatives;
Government, regulatory or law-enforcement authorities when legally required; and
A successor organisation in connection with a merger, restructuring, transfer or sale of relevant operations.

We expect service providers processing data on our behalf to use it only for authorised purposes and to apply appropriate security and confidentiality measures.

We do not provide attendee contact lists to sponsors or partners for their independent marketing unless this has been clearly disclosed and you have provided any consent required by law.

8. Event photography, video and publication

The Leaders' Canvas is a public-facing leadership and content platform. Our events may be photographed, filmed, livestreamed or otherwise recorded.

These materials may be used for:

Event coverage and archives;
The Leaders' Canvas website;
Social media;
Promotional material;
Editorial articles;
Reports and presentations;
Partner communications;
Future event promotion; and
The Collaborative Canvas Podcast or other clearly identified related content.

We will provide appropriate venue notices where filming or photography is taking place. If you do not wish to be prominently photographed or recorded, please contact our team before the event or notify a member of the event team at the venue. We will make reasonable efforts to accommodate the request, although incidental inclusion in crowd or background footage may not always be avoidable.

Speakers, moderators, performers and featured participants may be subject to separate recording and content-release terms.

9. International transfers

Our website, service providers, collaborators and future events may operate across different countries. Your personal data may therefore be processed outside the country in which you live.

When personal data is transferred internationally, we will take measures required by applicable law. These may include:

Using approved contractual safeguards;
Selecting providers that offer recognised protection;
Limiting transferred data;
Applying security and access controls; or
Obtaining consent where required.

10. Data retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, contractual and archival requirements.

Indicative periods may include:

Enquiries: up to 24 months after the last communication;
Event registrations and transaction records: up to 8 years, where required for tax or accounting purposes;
Marketing records: until you unsubscribe or the information is no longer useful;
Speaker and contributor profiles: for as long as the related event archive remains relevant;
Event recordings and photographs: potentially indefinitely as part of the historical and editorial archive;
Unsuccessful applications: up to 12 months after the relevant event;
Cookie and analytics information: according to the periods shown in the Cookie Policy.

We may retain limited information after an erasure or unsubscribe request when necessary to record that request, comply with law or establish and defend legal claims.

11. Security

We use reasonable administrative, technical and organisational safeguards designed to protect personal data against:

Unauthorised access;
Accidental loss;
Improper use;
Alteration;
Disclosure; and
Destruction.

These safeguards may include access restrictions, authentication controls, secure hosting, encryption where appropriate, confidentiality requirements and periodic review of service providers.

No internet transmission or storage system is completely secure. We therefore cannot guarantee absolute security.

If we become aware of a personal-data breach, we will investigate and provide notifications to affected individuals and relevant authorities where required by law.

12. Your choices and rights

Subject to applicable law (including the DPDPA), you may have the right to:

Ask what personal data we hold about you;
Request access to your personal data;
Request correction, completion or updating of inaccurate data;
Request deletion or erasure;
Withdraw consent;
Object to or restrict certain processing;
Request a portable copy of certain data;
Opt out of direct marketing;
Ask for information about organisations with which your data has been shared;
Nominate another individual to exercise rights in circumstances permitted by law;
Seek grievance redressal; and
Complain to an appropriate data-protection authority.

These rights are not absolute and may be subject to lawful exceptions.

To make a request, email event@theleaderscanvas.com with the subject line "Privacy Request". We may need to verify your identity before responding.

13. Your responsibilities

When providing personal data, you agree to:

Provide accurate and current information;
Update information when necessary;
Avoid impersonating another person; and
Provide another individual's information only where you are authorised to do so.

14. YouTube recordings and embedded videos

We use YouTube to host and display recordings of panel discussions, interviews, event highlights and other audiovisual content produced by or for The Leaders' Canvas.

When you watch a video embedded on our website or select a link directing you to YouTube, YouTube and its parent company, Google, may collect information about your device and interaction with the video. This may include your IP address, device and browser information, cookie identifiers, the webpage visited, viewing activity and information associated with your Google account if you are signed in.

YouTube's processing of personal data is governed by Google's own privacy policies and terms. The Leaders' Canvas does not control how YouTube or Google processes information collected through its platform.

Where required by applicable law, embedded YouTube videos will remain disabled until you provide consent for the relevant cookies or technologies. You can still access the recording by following the external link to YouTube, subject to YouTube's own privacy practices.

15. Children's privacy

The website and general events are intended primarily for adults and business professionals.

We do not knowingly collect personal data from anyone under 18 without appropriate authorisation. If a programme permits participants under 18, we may require verifiable consent from a parent or lawful guardian and apply additional safeguards.

If you believe a child has submitted personal data without appropriate authorisation, contact us at event@theleaderscanvas.com.

16. External websites

Our website may link to partner sites, social networks, registration providers, media platforms or other third-party services.

We do not control their privacy practices. You should review the privacy notice of each external service before providing personal data.

17. Changes to this policy

We may revise this Privacy Policy to reflect changes to our activities, website, service providers or legal obligations.

The latest version will be posted on this page with an updated revision date. Where a change materially affects how we use personal data, we will provide additional notice where reasonably practicable or legally required.

18. Grievance and privacy contact

Questions, complaints and requests should be directed to:

Grievance Officer / Privacy Contact: Nirmesh Kumar
Email: event@theleaderscanvas.com
Address: 2nd Floor, Block 2, Subhash Nagar, New Delhi, 110027

We will acknowledge and address privacy grievances within the period required by applicable law.

19. Governing law

This Privacy Policy is governed by the laws of India. Subject to any mandatory rights you may have under applicable law, disputes arising out of or relating to this Policy are subject to the exclusive jurisdiction of the competent courts in New Delhi, India.