RoboSynthAI ("we," "us," or "our") is committed to protecting the privacy of individuals who visit robosynthai.life, contact us, subscribe to our communications or engage our service robotics programmes and integration services. This Privacy Policy explains how we collect, use, disclose, retain and safeguard personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
1. Accountability
RoboSynthAI is responsible for personal information under our control. We have designated a privacy contact accountable for our compliance with this policy. You may reach our privacy contact through the contact form on this website or by mail at 1420 Blair Drive, Suite 305, Ottawa, ON K1B 4Z4, Canada. Our business number is BN 852047918ON0001.
We maintain internal privacy procedures, train staff who handle personal information and conduct periodic reviews of our data handling practices. When we engage third-party service providers who process personal information on our behalf, we require contractual safeguards consistent with PIPEDA principles.
2. Identifying purposes
We identify the purposes for which personal information is collected at or before the time of collection. Primary purposes include:
- Responding to inquiries submitted through our contact form, including AMR pilot requests, programme enquiries and integration workshop bookings
- Delivering service robotics programmes (RSA-101 through RSA-601) and integration services contracted by clients
- Processing newsletter subscriptions and sending RoboSynthAI field notes communications where consent has been provided
- Operating, maintaining and improving robosynthai.life, including essential cookies and optional analytics as described in our Cookie Policy
- Complying with legal obligations, responding to lawful requests from authorities and protecting our rights
- Managing client relationships, billing, project documentation and post-engagement support for Ottawa Blair Drive campus services and field deployments
We will not use personal information for purposes materially different from those identified without obtaining additional consent, except where permitted or required by law.
3. Consent
We obtain meaningful consent for the collection, use and disclosure of personal information. For contact form submissions, consent is obtained through the PIPEDA consent checkbox required before submission. For newsletter subscriptions, consent is obtained at the point of subscription. For client engagements, consent and data handling terms are established in written statements of work or service agreements.
You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit our ability to provide certain services. To withdraw consent, contact our privacy contact using the details above.
For minors, we do not knowingly collect personal information without appropriate parental or guardian consent. Our services are directed at business and institutional clients rather than children.
4. Limiting collection
We collect only personal information that is necessary for the identified purposes. Categories of personal information we may collect include:
- Contact and identity information: name, email address, phone number, job title, organization name and mailing address
- Communication content: messages, subject selections and attachments you voluntarily provide through our contact form or email correspondence
- Technical information: IP address, browser type, device identifiers, referring URLs and pages visited on robosynthai.life, collected through cookies and server logs as described in our Cookie Policy
- Engagement information: programme selections, facility descriptions, floor-plan data, robot telemetry and simulation artefacts provided during service robotics projects
- Billing information: invoicing addresses and payment references where applicable; we do not store full credit card numbers on our servers
We do not collect sensitive personal information such as health records or government identifiers through our public website contact form unless you voluntarily include such information in a message. We discourage submitting sensitive information via unsecured web forms.
5. Limiting use, disclosure and retention
Personal information is used and disclosed only for the purposes for which it was collected, except with consent or as required by law. We may disclose personal information to:
- Employees and contractors who require access to perform their duties, bound by confidentiality obligations
- Service providers assisting with email delivery, website hosting, analytics and customer relationship management, located in Canada or jurisdictions with comparable privacy protections
- Professional advisors (legal, accounting) under confidentiality agreements
- Law enforcement or regulatory bodies when required by valid legal process
- Successors in the event of a merger, acquisition or asset sale, with notice to affected individuals where practicable
We do not sell personal information to third parties for marketing purposes.
Retention periods vary by information type. Contact form submissions are retained for twenty-four months unless a business relationship continues. Client project files including floor plans and telemetry may be retained for seven years after project completion for warranty, liability and knowledge-transfer purposes. Newsletter subscriber data is retained until unsubscribe. Server logs are typically retained for ninety days. When personal information is no longer required, we securely delete or anonymize it.
6. Accuracy
We endeavour to keep personal information accurate, complete and up-to-date as necessary for the identified purposes. You may request correction of inaccurate information by contacting our privacy contact. We will amend records as appropriate and, where relevant, forward corrections to third parties who received the inaccurate information.
7. Safeguards
We protect personal information with security safeguards appropriate to the sensitivity of the information. Measures include:
- TLS encryption for data transmitted between your browser and robosynthai.life
- Access controls limiting employee access to personal information on a need-to-know basis
- Secure storage of client project data including floor plans and simulation environments at our Blair Drive campus and encrypted cloud backups
- Regular review of hosting and email provider security practices
- Incident response procedures for suspected privacy breaches
No method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.
8. Openness
We make information about our privacy policies and practices readily available on robosynthai.life. This Privacy Policy is accessible from every page footer. Additional details about cookies are in our Cookie Policy. Terms governing website use are in our Terms of Use.
9. Individual access
You have the right to request access to personal information we hold about you and to receive an account of its use and disclosure. Access requests may be submitted to our privacy contact. We will respond within thirty days or as required by PIPEDA, subject to permitted exceptions such as information protected by solicitor-client privilege or disclosure that would reveal confidential commercial information of RoboSynthAI or third parties.
If we deny an access request, we will provide reasons and information about how to challenge the decision, including the right to complain to the Office of the Privacy Commissioner of Canada.
10. Challenging compliance
We welcome questions and complaints about our privacy practices. Contact our privacy contact first so we can investigate and resolve concerns. If you are not satisfied with our response, you may file a complaint with:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: priv.gc.ca
11. Cross-border transfers
Some service providers we use may process personal information in the United States or other jurisdictions. When information is processed outside Canada, it may be subject to lawful access by foreign courts, law enforcement or national security authorities. We evaluate cross-border providers for reasonable privacy protections and contractual commitments, but foreign laws may differ from Canadian standards.
12. Website analytics and cookies
We use essential cookies necessary for website operation and, with your consent, optional analytics cookies to understand how visitors use robosynthai.life. You may manage cookie preferences through our cookie banner or browser settings. Full details are in our Cookie Policy.
13. Changes to this policy
We may update this Privacy Policy to reflect changes in our practices, technology or legal requirements. The "Last updated" date at the top indicates the most recent revision. Material changes will be communicated through a notice on robosynthai.life or, where appropriate, direct communication to registered contacts.
14. Contact
RoboSynthAI
1420 Blair Drive, Suite 305
Ottawa, ON K1B 4Z4
Canada
Phone: +1 (613) 555-5287
BN 852047918ON0001