Privacy Policy

Effective date: July 15, 2024

At Spheroid AI, Inc. ("Spheroid AI"), we value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and share your information when you use our services. By accessing or using our services, you agree to the practices described below.

What this Privacy Policy Covers

This Privacy Policy covers how we treat personal data that we gather when you access or use our services. "Personal Data" means any information that identifies or relates to a particular individual and includes information referred to as "personal information" or "personally identifiable information" under applicable data privacy laws, regulations, or standards. This policy does not cover the practices of companies we do not own or control or people we do not manage.

Applicable Laws

As a Canadian company, Spheroid AI complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) as well as applicable provincial privacy legislation, including Quebec's Law 25 (formerly Bill 64). Where there are different requirements between federal and provincial legislation, we adhere to the highest standard of protection for your personal data.

Personal Data We Collect

  • Profile or Contact Data: Name, email, job title, organization
  • Device/IP Data: IP address, device ID, browser type
  • Web Analytics: Page interactions, referring pages, and usage statistics
  • Other Information: Any data you voluntarily provide via forms, emails, or support requests

How We Collect Personal Data

  • Directly from you when you provide it through forms or communications
  • Automatically through cookies and analytics tools when you use our website
  • From third-party service providers who help us operate and improve our services

How We Use Personal Data

  • To provide, maintain, and improve our services
  • To communicate with you and respond to your inquiries
  • To personalize your experience
  • To ensure security and prevent fraud
  • To comply with legal obligations
  • For analytics and product development

Before using your personal information for a purpose not previously identified, we will obtain your consent and explain the new purpose.

How We Share Personal Data

  • Service Providers: Hosting, analytics, security, and support vendors
  • Business Partners: Companies we partner with for joint offerings
  • Legal Obligations: When required by law or to protect rights
  • Business Transfers: In connection with a merger, acquisition, or sale

Privacy Impact Assessments

Spheroid AI conducts privacy impact assessments for any project involving the collection, use, sharing, retention, or destruction of personal information, particularly information systems or electronic service delivery systems, as required by Quebec's Law 25.

Cookies and Tracking

We use cookies and similar technologies to recognize your browser, analyze usage, and improve our services. Before using any technology such as cookies that can identify, locate, or profile you, we will obtain your explicit consent. You can control cookies through your browser settings, and we provide clear information about how to deactivate them. Disabling cookies may affect your experience.

Data Security and Retention

We use industry-standard security measures to protect your data. We retain your personal data as long as necessary to provide our services or as required by law, after which it will be securely destroyed or anonymized. You are responsible for safeguarding your account credentials.

Your Rights

  • You may request access to, correction of, or deletion of your personal data by contacting us at support@spheroidai.com.
  • You may object to or restrict certain processing of your data.
  • You may withdraw your consent at any time (where processing is based on consent).
  • You may request your data in a structured, commonly used and machine-readable format (data portability).
  • You have the right to be informed about automated decision-making, including profiling, and meaningful information about the logic involved.

We will respond to requests regarding these rights within 30 days.

Confidentiality Incidents (Data Breaches)

If we discover a confidentiality incident (unauthorized access, use, disclosure, or loss of personal information), we will:

  1. Take immediate steps to contain the breach and reduce potential harm
  2. Maintain a register of confidentiality incidents as required by Quebec's Law 25
  3. When the incident presents a risk of serious harm, promptly notify affected individuals and the relevant privacy commissioner(s)
  4. Include in our notification the circumstances, the personal data affected, steps taken to reduce risk of harm, and steps individuals can take to reduce risk of harm

Children's Privacy

Our services are not intended for children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us for deletion.

International Data Transfers

Your data may be transferred to and processed in countries other than Canada. When we transfer your personal data outside of Canada or Quebec, we ensure appropriate safeguards are in place to provide an adequate level of protection according to Canadian and Quebec privacy laws. By using our services, you consent to such transfers when necessary to provide our services to you.

Our Privacy Officer

We have designated a Privacy Officer who is responsible for ensuring our compliance with this Privacy Policy and applicable privacy laws. You can contact our Privacy Officer with any questions, concerns or complaints at support@spheroidai.com.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and, where required by law, seeking your consent. Your continued use of our services after changes are posted means you accept those changes.

Contact Us

If you have questions or concerns about this Privacy Policy, please contact our Privacy Officer at support@spheroidai.com.

Regulatory Authorities

If you are not satisfied with our response to your privacy concern, you may contact:

This Privacy Policy has been adapted for Spheroid AI to comply with Canadian federal and provincial privacy laws, including PIPEDA and Quebec's Law 25.