Privacy Policy

1. Introduction and scope

This Privacy Policy explains how RoboNeural AI collects, uses, discloses, retains, and protects personal information when you visit roboneuralai.pro, submit an enquiry through our contact form, communicate with us by email or phone, or engage our industrial AI robotics integration services. This policy applies to information collected through our website and in the course of providing programmes and services to manufacturing clients across Canada.

We are committed to transparency about our data practices. If anything in this policy is unclear, contact our privacy contact at [email protected] before submitting personal information.

2. Who we are

RoboNeural AI is an Ontario-registered organisation providing industrial automation consulting, robot orchestration, vision integration, and predictive maintenance services. Our principal place of business is 70 East Beaver Creek Road, Suite 315, Richmond Hill, ON L4B 1C2, Canada. Business number: BN 863518427ON0001.

3. Information we collect

3.1 Information you provide directly

When you complete our contact form, we collect your name, email address, company or facility name, subject line, and message content. We also collect explicit consent via the consent_pipeda checkbox, which records your agreement to our collection and use of this information for enquiry response purposes.

3.2 Information collected automatically

When you browse our website, we may collect technical information including IP address, browser type and version, operating system, referring URL, pages viewed, and timestamps. This information is collected through server logs and, if you consent, analytics cookies described in our Cookie Policy.

3.3 Client engagement information

When you become a client, we may collect additional information necessary to deliver our services: facility addresses, technical specifications, production data shared under contract, contact details for project stakeholders, and billing information. Client data handling beyond this website policy is governed by separate service agreements and data processing addenda.

4. How we use personal information

We use personal information for the following purposes:

• Responding to enquiries submitted through our contact form or email
• Scheduling platform demos and discovery calls
• Delivering programmes and integration services under contract
• Improving our website content and user experience
• Complying with legal and regulatory obligations
• Protecting the security and integrity of our systems

We do not sell personal information to third parties. We do not use contact form submissions for unsolicited marketing without your separate consent.

5. Legal basis and consent

Under PIPEDA, we rely on your consent for collection, use, and disclosure of personal information, except where otherwise permitted by law. Implied consent may apply to obvious purposes such as responding to a direct enquiry. Express consent is required for non-essential cookies and for processing beyond what is necessary to respond to your request. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting [email protected].

6. Cookies and tracking technologies

Our website uses essential cookies required for basic operation and, with your consent, optional analytics and functional cookies. You can manage preferences through the cookie banner (Accept all, Reject all, or Customise) or read our Cookie Policy for full details. Rejecting non-essential cookies does not prevent you from using the contact form.

7. Disclosure to third parties

We may disclose personal information to:

• Service providers who assist with email delivery, hosting, and analytics (bound by confidentiality obligations)
• Professional advisors including lawyers and accountants when necessary
• Law enforcement or regulatory authorities when required by law
• Successors in the event of a merger or acquisition, with notice to affected individuals where required

We require third-party processors to handle personal information in accordance with PIPEDA and our instructions. We do not transfer personal information outside Canada without appropriate safeguards and notice.

8. Retention

Contact form submissions are retained for up to twenty-four months unless a business relationship develops, in which case records are retained for the duration of the engagement plus seven years for contractual and tax purposes. Server logs are retained for up to ninety days. Analytics data aggregated without personal identifiers may be retained longer for trend analysis.

9. Security measures

We implement reasonable administrative, technical, and physical safeguards to protect personal information against unauthorised access, disclosure, alteration, and destruction. These include encrypted connections (HTTPS), access controls, and staff training on privacy practices. No method of transmission over the internet is completely secure; we encourage you to use discretion when submitting sensitive production data through initial enquiry forms.

10. Your rights under PIPEDA

You have the right to:

• Access personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent where processing is consent-based
• Challenge our compliance with PIPEDA by contacting the Office of the Privacy Commissioner of Canada

To exercise these rights, email [email protected] with sufficient detail to identify your request. We will respond within thirty days unless an extension is permitted by law.

11. Children's privacy

Our website and services are directed at manufacturing professionals and organisations. We do not knowingly collect personal information from individuals under eighteen years of age.

12. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. The "Last updated" date at the top will be revised accordingly. Material changes will be communicated via website notice. Continued use of the site after changes constitutes acceptance of the updated policy.

Where updates affect how we process production telemetry or integration data under an active statement of work, we will provide direct notice to designated client contacts before changes take effect. Archived versions of this policy are available on request for compliance audits and vendor security reviews.

13. Contact us

Privacy enquiries: [email protected]
RoboNeural AI, 70 East Beaver Creek Road, Suite 315, Richmond Hill, ON L4B 1C2, Canada
Phone: +1 (905) 555-7328
Business number: BN 863518427ON0001

14. Production data and client engagements

When you engage RoboNeural AI for integration services, we may process production telemetry, defect imagery, maintenance logs, and configuration data necessary to deliver orchestration, vision, and predictive maintenance capabilities. Such processing is governed by project-specific data processing agreements that define permitted uses, retention periods, subprocessors, and return-or-destruction obligations at project completion. We do not use client production data to train generalised models for other customers without explicit written authorisation.

Edge inference deployments are designed so that sensitive imagery and control signals remain on your network unless you opt into cloud analytics under a separate agreement. Our engineers access client systems only through approved VPN or on-site connections documented in the statement of work.

15. Breach notification

In the event of a security incident involving personal information under our control, we will investigate promptly, take reasonable steps to contain harm, and notify affected individuals and the Office of the Privacy Commissioner of Canada where required by PIPEDA. Notification will describe the nature of the incident, categories of information involved, steps we have taken, and recommended actions you may take to protect yourself.

16. De-identified and aggregated data

We may create de-identified or aggregated datasets from website analytics and service telemetry for internal benchmarking and product improvement. De-identified data cannot reasonably identify an individual. Aggregated industry benchmarks published in marketing materials never include client-identifiable metrics without written approval.

17. Automated decision-making

Our website does not make automated decisions with legal or similarly significant effects about individuals. Industrial AI models deployed in client facilities operate under human oversight, promotion gates, and operator override procedures defined during integration. Questions about automated processing in client engagements should be directed to your project lead or [email protected].

18. Complaints process

If you believe we have not handled your personal information appropriately, contact us first at [email protected]. We will acknowledge your complaint within five business days and provide a substantive response within thirty days. If you remain unsatisfied, you may file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

19. Language

This Privacy Policy is published in English for our primary audience of Canadian manufacturing professionals. French-language summaries are available on request for Quebec facilities subject to applicable provincial requirements. In case of discrepancy between translated summaries and this English version, the English text governs unless otherwise required by law.