How we protect your personal information

RoboForgeAI ("we," "us," or "our") respects your privacy and is committed to protecting personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws in Canada. This Privacy Policy explains what information we collect, why we collect it, how we use and disclose it, and the choices available to you.

This policy applies to personal information collected through roboforgeai.pro, email and telephone communications, in-person visits to our Burlington campus, and professional services engagements where RoboForgeAI acts as a service provider to business clients.

1. Who we are

RoboForgeAI is an industrial AI robotics integration company operating in Ontario, Canada. Our registered business address is 3330 South Service Road, Suite 200, Burlington, ON L7N 3M6, Canada. Our Business Number is BN 863174528ON0001. Privacy-related inquiries may be directed to [email protected] or by telephone at +1 (905) 555-4216.

Where we process personal information on behalf of a client under a signed services agreement, the client may act as the organization accountable for certain employee or operational data processed at a facility. In those cases, our handling is also governed by contractual data-protection schedules, and individuals may need to contact the client for specific access requests relating to workplace systems.

2. Information we collect

We collect only the personal information reasonably necessary for the purposes identified in this policy. Categories include:

• Contact and identity information: name, job title, employer, business email address, business telephone number, and mailing address when you submit our contact form, request a demo, or correspond with us.
• Inquiry content: messages you provide describing project requirements, facility constraints, or technical questions.
• Consent records: timestamps and selections when you agree to PIPEDA processing on our contact form or manage cookie preferences on our website.
• Website technical data: IP address, browser type, device characteristics, referring URLs, pages viewed, and approximate geographic region derived from IP—collected through server logs and, if you consent, analytics cookies described in our Cookie Policy.
• Client engagement data: for signed projects, we may process business contact details of client personnel, site access records, and documentation required for safety and integration work. Operational production data from client equipment is generally treated as client confidential information rather than consumer personal data.

We do not intentionally collect sensitive personal information such as government identity numbers, financial account credentials, or health information through our public website. Please do not submit such information via the contact form.

3. How we collect information

We collect information directly from you when you complete forms, send email, call our office, visit our campus, or participate in meetings and site assessments. We collect certain technical information automatically when you browse our website, subject to your cookie choices. We may receive business contact details from trade shows, referrals, or publicly available professional directories where outreach is permitted by law.

4. Purposes of collection and use

We use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Responding to inquiries about programs, services, demos, and support.
• Preparing proposals, statements of work, and project communications.
• Scheduling site visits, factory acceptance tests, and training sessions.
• Operating, securing, and improving roboforgeai.pro.
• Measuring aggregated website traffic when analytics cookies are enabled.
• Complying with legal obligations, responding to lawful requests, and enforcing our Terms of Service.
• Maintaining internal records for accounting, tax, and business administration.

We will not use your personal information for materially different purposes without obtaining additional consent where required by law.

5. Legal basis and consent

Under PIPEDA, we rely on your knowledge and consent for the collection, use, and disclosure of personal information, except where the law permits otherwise. Express consent is obtained through the contact form checkbox for inquiry processing. Implied consent may apply to obvious follow-up communications directly related to your request. You may withdraw consent for non-essential communications by contacting us, subject to legal or contractual restrictions.

6. Disclosure to third parties

We do not sell personal information. We may disclose information to:

• Service providers: hosting providers, email delivery services, analytics platforms (when consented), and professional advisors bound by confidentiality obligations.
• Integration partners: robot OEMs, vision vendors, or safety assessors when necessary to deliver a project you commissioned, under contractual safeguards.
• Legal and regulatory authorities: when required by applicable law, court order, or to protect rights, safety, and property.
• Business transactions: in connection with a merger, acquisition, or asset sale, subject to continued protection consistent with this policy.

Some service providers may process data in the United States or other jurisdictions. Where information crosses borders, we take reasonable steps to ensure comparable protection through contractual clauses and vendor due diligence.

7. Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, including statutory retention periods for business records. Inquiry records are typically retained for twenty-four months unless an active client relationship continues. Client project records may be retained for seven years after project closeout for warranty, safety documentation, and tax purposes. Website server logs are rotated on a rolling ninety-day schedule unless needed for security investigations.

8. Security safeguards

We implement administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access controls for internal systems, encrypted transport (TLS) for website traffic, and segregated networks at our integration campus. No method of transmission or storage is completely secure; we cannot guarantee absolute security but commit to reviewing incidents promptly and notifying affected individuals and regulators when required by law.

9. Your rights

Subject to legal exceptions, you have the right to request access to personal information we hold about you, challenge its accuracy, and request correction. You may also ask about our policies and practices relating to service providers and international transfers. Submit requests to [email protected]. We will respond within thirty days unless an extension is permitted. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

10. Cookies and similar technologies

Our website uses cookies and local storage for essential operation and optional analytics. Details, including how to accept, reject, or customise preferences, are set out in our Cookie Policy.

11. Children's privacy

Our website and services are directed to business professionals. We do not knowingly collect personal information from individuals under sixteen years of age.

12. Changes to this policy

We may update this Privacy Policy to reflect legal, technical, or business changes. The "Last updated" date at the top will be revised when material changes occur. Continued use of the website after posting constitutes notice of the updated policy where permitted by law.

13. Complaints and regulatory contact

If you believe we have collected or used your personal information improperly, contact us first so we can investigate and remediate where appropriate. We maintain an internal record of privacy complaints and responses for accountability purposes.

If our response does not resolve your concern, you may file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca. Quebec residents may also have rights under provincial private-sector privacy legislation where applicable to their circumstances.

14. Automated decision-making

RoboForgeAI does not make solely automated decisions about website visitors that produce legal or similarly significant effects. Predictive models deployed in client facilities operate on equipment telemetry under separate project governance and human oversight requirements defined in client agreements.

15. Business contact information versus consumer data

Most interactions through roboforgeai.pro involve business contact details provided voluntarily by professionals evaluating automation projects. Where information relates to an identifiable individual in a business context, we still apply PIPEDA fair information principles, but the reasonable expectations of privacy may differ from consumer retail contexts. We minimise collection to what is relevant for B2B integration work and discourage submission of personal data unrelated to project delivery.

16. Data breach notification

In the event of a security incident involving personal information under our control, we will take reasonable steps to contain the incident, assess risk of significant harm, and notify affected individuals and regulators as required by PIPEDA and applicable guidance from the Office of the Privacy Commissioner of Canada. Incident records are retained to support corrective actions and audit requests from enterprise clients.

17. Contact

For privacy questions or requests:
RoboForgeAI
3330 South Service Road, Suite 200
Burlington, ON L7N 3M6, Canada
Email: [email protected]
Phone: +1 (905) 555-4216