How RoboDrive AI handles personal information

1. Introduction and accountability

RoboDrive AI Inc. (“RoboDrive AI,” “we,” “us,” or “our”) is accountable for personal information under our control. This Privacy Policy describes how we collect, use, disclose, retain, and safeguard personal information when you visit https://robodriveai.pro (the “Site”), contact us, or engage our navigation architecture and robotics advisory services (the “Services”).

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, substantially similar provincial privacy legislation. Our Privacy Officer can be reached at [email protected] with the subject line “Privacy Officer.”

By using the Site or providing personal information to us, you acknowledge this Policy. Where consent is required, we seek meaningful consent appropriate to the sensitivity of the information — for example, an unchecked checkbox on our contact form before you submit an enquiry.

2. Scope

This Policy applies to personal information we collect through the Site, email, phone, video conferences, contracts, and in-person meetings. It does not apply to third-party websites linked from the Site, or to information that has been anonymised or aggregated such that it cannot reasonably identify an individual.

Client engagements may involve processing technical data (maps, logs, video) that could incidentally contain personal information (e.g., facility staff in recordings). Such processing is governed by our service agreements and client instructions in addition to this Policy.

3. What personal information we collect

3.1 Information you provide

• Contact details: name, email address, phone number, organisation, job title.
• Enquiry content: messages submitted through /contact.php, including subject selection and free-text description of your robotics programme.
• Contractual and billing information: business address, purchase order references, payment contacts (processed via agreed invoicing channels).
• Consent records: timestamps and choices related to PIPEDA consent and cookie preferences.

3.2 Information collected automatically

• Device and usage data: IP address, browser type, operating system, referring URL, pages viewed, approximate region derived from IP, date and time of access.
• Cookie and local storage data as described in our Cookie Policy.

We do not intentionally collect sensitive personal information through the Site (e.g., health records, government identifiers). Please do not submit patient-identifiable data, classified material, or export-controlled technical files via the public contact form.

4. Purposes for collection, use, and disclosure

We identify purposes before or when personal information is collected and limit use to those purposes or compatible purposes permitted by law. Primary purposes include:

• Responding to enquiries about navigation reviews and advisory Services.
• Performing contracts, delivering dossiers, scheduling site visits, and communicating project status.
• Operating, securing, and improving the Site (including debugging and abuse prevention).
• Analytics, where you have consented to non-essential cookies, to understand how visitors discover our Services.
• Complying with legal obligations, responding to lawful requests, and enforcing our Terms of Service.
• Maintaining business records, invoicing, and accounting.

We will not sell your personal information. We do not use contact form data for unrelated direct marketing without separate consent.

5. Consent

Consent may be express (e.g., submitting the contact form after reading the PIPEDA checkbox) or implied where appropriate and permitted by law (e.g., responding to an email you send us). You may withdraw consent for optional processing such as analytics cookies by clearing Site storage or using banner controls; withdrawal does not affect prior lawful processing.

For client Services involving potentially sensitive operational data, we rely on written agreements that specify roles, confidentiality, retention, and security expectations.

6. Disclosure to third parties

We disclose personal information only as necessary for the purposes above:

• Service providers: hosting, email delivery, analytics (if consented), document collaboration tools — bound by contractual confidentiality and processing terms.
• Professional advisers: lawyers, accountants, insurers, under confidentiality.
• Legal and safety: when required by court order, subpoena, or to protect rights, safety, or property where permitted by law.
• Business transitions: merger, acquisition, or asset sale, subject to continued protection consistent with this Policy.

Some providers may process data in the United States or other jurisdictions. Where personal information crosses borders, we use contractual and organizational measures reasonable in the circumstances to require comparable protection.

7. Retention

We retain personal information only as long as necessary to fulfil the purposes collected, meet legal and contractual requirements, and resolve disputes. Indicative periods:

• Contact enquiries: up to 24 months unless an engagement proceeds.
• Client project records: duration of contract plus 7 years for business records unless a shorter period is agreed in writing.
• Server logs: typically 90 days unless needed for security investigation.
• Cookie consent records: stored locally in your browser per our Cookie Policy.

When retention ends, we delete or anonymise information using reasonable technical measures.

8. Safeguards

We implement administrative, technical, and physical safeguards appropriate to sensitivity and volume, including access controls for staff, encrypted transport (HTTPS), patched hosting environments, and least-privilege access to client repositories. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Employees and contractors with access to personal information receive orientation on confidentiality and PIPEDA principles. Incidents suggesting unauthorised access are investigated and, where required by law, reported to affected individuals and the Office of the Privacy Commissioner of Canada.

9. Individual access and correction

Upon written request, we will inform you of the existence, use, and disclosure of your personal information and provide access subject to legal exceptions. We respond within 30 days where PIPEDA applies, or explain any extension permitted by law.

If information is inaccurate or incomplete, we will amend it or append a statement of disagreement when appropriate. To submit a request, email [email protected] with “Privacy request” in the subject line and sufficient detail to verify your identity.

10. Challenging compliance

You may challenge our compliance with this Policy by contacting our Privacy Officer. We will investigate complaints in good faith. If unresolved, you may contact:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376 · www.priv.gc.ca

11. Children

The Site and Services are directed to business and professional audiences. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact us to request deletion.

12. Automated decision-making

We do not use solely automated decision-making that produces legal or similarly significant effects on individuals in connection with the Site. Advisory recommendations involve human professional judgement.

13. Openness — PIPEDA fair information principles

RoboDrive AI follows the ten fair information principles in Schedule 1 of PIPEDA. The table below summarises how we apply them to robodriveai.pro and related Services:

• Accountability: Our Privacy Officer oversees compliance and vendor due diligence.
• Identifying purposes: Purposes are stated at collection (forms, contracts) and in this Policy.
• Consent: Express consent for contact submissions; optional analytics via cookie banner.
• Limiting collection: We collect only what is reasonable to respond or perform Services.
• Limiting use, disclosure, retention: See Sections 4, 6, and 7.
• Accuracy: You may request correction of your personal information.
• Safeguards: See Section 8.
• Openness: This Policy is publicly available and written in plain language.
• Individual access: See Section 9.
• Challenging compliance: See Section 10.

Where we process personal information on behalf of a client under contract, the client is generally responsible for primary collection notices to their personnel; we assist as a service provider according to the agreement.

If you are an employee of a client organisation, please direct access requests about project data to your employer first; we will cooperate with authorised client contacts.

14. Breach notification

If personal information under our control is lost, accessed, or disclosed without authorisation, and a real risk of significant harm to an individual is identified, we will notify affected individuals and report to the Privacy Commissioner of Canada as required by PIPEDA breach notification provisions. We maintain an internal incident log and corrective action process.

15. Changes to this Policy

We may update this Policy to reflect legal, technical, or business changes. The “Last updated” date at the top will change, and material updates may be highlighted on the Site. Continued use after posting constitutes notice of the revised Policy where permitted by law.

16. Contact

RoboDrive AI Inc.
285 Dupont Street, Suite 100, Toronto, ON M5R 1V8, Canada
Email: [email protected]
Phone: +1 (416) 508-3927
BN 328704619 RC0001