Privacy Policy

1. Who we are

The organization responsible for personal information under this Policy is:

SynthPulse Inc.
609 Granville Street, Suite 800
Vancouver, BC V7Y 1G5, Canada
BN 391640258 BC0001

Privacy contact: [email protected]
General contact: [email protected] · +1 (604) 559-2830

SynthPulse is a generative-AI and automation studio serving Canadian businesses. This Policy covers our public website and initial enquiry communications. Separate data processing terms apply to signed client projects involving your operational data, models and knowledge bases.

2. Scope

This Policy applies to personal information we collect through synthpulse.life, email, phone and in-person meetings related to prospective or active studio engagements. It does not govern third-party websites linked from our pages. Client project data — documents, prompts, embeddings and integration credentials — is handled under project agreements and security schedules, which may impose stricter controls than this website Policy.

3. What personal information we collect

Depending on how you interact with us, we may collect:

• Identity and contact data: name, job title, organization, email address, phone number, mailing address.
• Enquiry content: messages you submit through our contact form describing projects, workflows or technical requirements.
• Consent records: confirmation that you agreed to this Policy when submitting forms.
• Technical data: IP address, browser type, device identifiers, pages viewed, referral URLs and approximate region derived from IP.
• Cookie and analytics data: if you accept optional analytics cookies, aggregated usage statistics as described in our Cookie Policy.
• Meeting records: notes, call summaries or proposals prepared during sales and discovery processes.

We do not intentionally collect sensitive health information, financial account numbers through this website or government identifiers unless you voluntarily include them in a message — please avoid sending unnecessary sensitive data via unsecured email.

4. How we collect information

We collect personal information directly from you when you fill out forms, email us, call our Vancouver office or meet with our team. We collect technical information automatically through server logs and, if consented, analytics tools. We do not purchase mailing lists of unrelated consumers or scrape personal profiles from social networks for prospecting.

5. Purposes of collection and use

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

• Responding to enquiries about generative-AI prototypes, automation projects and retainer services.
• Preparing proposals, statements of work and CAD fee estimates.
• Performing discovery sprints and client engagements you contract for.
• Operating, securing and improving synthpulse.life.
• Complying with legal obligations, resolving disputes and enforcing agreements.
• Sending administrative messages about projects you have engaged us for.
• Analytics to understand aggregate site usage when you consent to optional cookies.

We will not use your personal information for materially different purposes without consent, except where permitted by law.

6. Legal bases and consent

PIPEDA requires meaningful consent for collection, use and disclosure of personal information. When you submit our contact form, you must actively confirm consent via the PIPEDA checkbox — it is not pre-selected. Optional analytics cookies are disabled until you accept them through our cookie banner. You may withdraw consent for non-essential processing by contacting [email protected], subject to legal or contractual restrictions.

We may process certain information without consent where required or authorized by law — for example, responding to a court order or protecting our legal rights.

7. Disclosure to third parties

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

• Service providers: hosting, email delivery, CRM, analytics (if consented), payroll and professional advisors under confidentiality obligations.
• Subcontractors on client projects: specialists engaged with your knowledge when required for delivery.
• Legal and regulatory: authorities when required by applicable law.
• Business transitions: successor entities in a merger or acquisition, with continued protection commitments.

We do not sell personal information. We do not broker client operational datasets. Third-party large language model API providers used in client projects receive only data directed by the engagement scope — not your website enquiry details unless explicitly part of a prototype.

8. Client data and model data

When you become a client, you may provide business documents, tickets, product catalogues and integration credentials so we can build retrieval-augmented generation systems, assistants and workflow automation. That data is processed solely to deliver contracted services. Retention, deletion, on-prem versus cloud processing and model fine-tuning rights are defined in project contracts. Website Privacy Policy terms supplement but do not replace those agreements.

9. International transfers

Our primary hosting is in Canada. Some subprocessors — for example commercial LLM APIs or email infrastructure — may process data in the United States or other jurisdictions. Where transfers occur, we assess safeguards such as contractual clauses, vendor security certifications and data residency options available to Canadian clients.

10. Retention

We retain enquiry records for up to twenty-four months unless a longer period is needed for active negotiations, legal compliance or dispute resolution. Client project artifacts follow retention schedules in statements of work — typically handoff at project completion plus an agreed support window. Server logs rotate on a short cycle. Cookie consent choices persist six months, then the banner reappears. When retention expires, we delete or anonymize information where feasible.

11. Security

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information — access controls, encryption in transit, least-privilege accounts, secure development practices for client systems and staff confidentiality training. No method of transmission over the Internet is perfectly secure; we cannot guarantee absolute security but we respond to incidents promptly.

12. Your rights under PIPEDA

Subject to legal exceptions, you have the right to:

• Access personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Withdraw consent for optional processing such as analytics cookies.
• Challenge our compliance with PIPEDA.

Submit requests to [email protected]. We will verify identity and respond within thirty days in most cases, or notify you if an extension is required. There is no fee for reasonable access requests unless permitted by law for excessive requests.

13. Office of the Privacy Commissioner of Canada

If you believe we have not addressed your privacy concern adequately, you may contact:

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

14. Cookies and similar technologies

We use necessary cookies for basic site function and optional analytics cookies with consent. Details, vendor list and opt-out instructions are in our Cookie Policy. You can update preferences anytime via the cookie banner or browser settings.

15. Children's privacy

Our services target business professionals. We do not knowingly collect personal information from individuals under sixteen through this website. Contact us if you believe a minor submitted data and we will delete it.

16. Automated decision-making

We do not make solely automated decisions about website visitors that produce legal or similarly significant effects. Client-facing AI systems we build may include automated suggestions, but we design them for human review — not autonomous decisions about individuals without oversight.

17. 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 change accordingly. Material changes may be highlighted on our website. Continued use after updates constitutes acceptance of the revised Policy for website interactions.

18. Language

This Privacy Policy is provided in English. If we offer a translated summary for convenience, the English version controls in the event of inconsistency.

19. Contact

Questions about this Privacy Policy or our PIPEDA practices:

Privacy Officer — SynthPulse Inc.
[email protected]
609 Granville Street, Suite 800, Vancouver, BC V7Y 1G5, Canada

We aim to acknowledge privacy correspondence within five business days and to resolve access or correction requests without undue delay.