Ontario AI Consulting ("we", "our", "us") is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or use our services.
We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy legislation.
Short version: We collect only what we need to help you. We never sell your information. We use industry-standard security. You can request deletion at any time.
1. Information We Collect
Information You Provide
- Contact information: Name, email address, phone number, and business name when you fill out our contact form, request a grant check, or book a consultation.
- Business information: Company details, industry, employee count, and current technology use when scoping services.
- Communications: Records of emails, calls, and messages related to our services.
Information Collected Automatically
- Usage data: Pages visited, time spent, referring URLs, and browser type via Cloudflare Analytics and server logs.
- Technical data: IP address, device type, operating system, and approximate location (city/region level only).
Cookies
We use minimal cookies for essential site functionality and basic analytics. We do not use third-party tracking cookies or advertising cookies. You can disable cookies in your browser settings, though some site features may not function as intended.
2. How We Use Your Information
- Provide and deliver our consulting services
- Process grant eligibility checks and funding applications
- Communicate with you about your inquiries, projects, and account
- Improve our website and services
- Send relevant information about AI funding opportunities (only with your consent)
- Comply with legal and regulatory obligations
3. Legal Basis for Processing (General)
We process your personal information based on:
- Consent: You've agreed to us processing your information for a specific purpose (e.g., grant eligibility check).
- Contract: Processing is necessary to deliver services you've engaged us for.
- Legitimate interests: Improving our services, maintaining security, and complying with legal obligations.
You may withdraw consent at any time by contacting us, subject to legal or contractual restrictions.
4. Information Sharing
We do not sell, rent, or trade your personal information. We may share information with:
- Service providers: ConvertKit (email communications), Cloudflare (hosting and analytics), and other tools essential to delivering our services. These providers are contractually obligated to protect your data and may only process it for specified purposes.
- Government bodies: When required by law, court order, or to comply with regulatory obligations.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred with notice to you.
5. Data Retention
We retain your personal information only as long as necessary to:
- Provide you with our services
- Comply with legal obligations (tax and business records: 7 years)
- Resolve disputes and enforce agreements
When no longer needed, we securely delete or anonymize your information.
6. Data Security
We implement industry-standard security measures including:
- SSL/TLS encryption for all website communications
- Access controls limiting internal access to personal information
- Secure data storage with reputable providers
- Regular security assessments
No method of transmission or storage is 100% secure. We cannot guarantee absolute security but take every reasonable precaution.
7. Your Rights
Under PIPEDA and applicable Canadian law, you have the right to:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information, subject to legal obligations.
- Withdraw consent: Opt out of marketing communications at any time.
- Data portability: Request a machine-readable copy of your data.
To exercise any of these rights, email us at [email protected]. We will respond within 30 days.
8. Third-Party Services
Our website uses the following third-party services. Each has its own privacy policy governing data handling:
- Cloudflare — CDN, DNS, and analytics. Privacy Policy
- ConvertKit — Email communications and subscriber management. Privacy Policy
- Google Fonts — Web font delivery.
9. International Transfers
Your information may be processed in Canada, the United States, or other jurisdictions where our service providers operate. Where transfers occur, we ensure appropriate safeguards are in place through contractual agreements and adherence to PIPEDA's cross-border data transfer principles.
10. Children's Privacy
Our services are intended for businesses and individuals 18 years of age or older. We do not knowingly collect information from children under 13. If you believe a child has provided us with personal information, contact us immediately and we will delete it.
11. Changes to This Policy
We may update this privacy policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Material changes will be communicated via email or a site notice.
12. Contact
For questions, concerns, or to exercise your privacy rights:
Email: [email protected]
Mail: Ontario AI Consulting, Pembroke, Ontario, Canada
You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe we have not handled your information appropriately.