Privacy Policy
BuildWithAICo ("we," "us," or "our") operates the website buildwithaico.life and provides service robotics innovation lab programs and professional services from our campus at 525 Legget Drive, Suite 230, Kanata, Ontario K2K 2W2, Canada. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, substantially similar provincial privacy legislation.
We are committed to transparency and accountability in our handling of personal information. By accessing our website, submitting an enquiry, enrolling in a program, or engaging our lab services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our website or services.
1. Accountability
BuildWithAICo is responsible for personal information under our control. We have designated a privacy contact who oversees compliance with this policy and responds to access requests and complaints. You may reach our privacy contact at [email protected] or by mail at the address above. We train staff and contractors who handle personal information on their obligations under PIPEDA and our internal privacy procedures.
2. Identifying purposes
We collect personal information only for purposes that a reasonable person would consider appropriate in the circumstances. The primary purposes for which we collect personal information include:
- Responding to enquiries submitted through our contact form, email, or telephone;
- Processing program enrolments and service engagements, including contracts, invoicing, and scheduling;
- Providing lab access, mentorship, simulation services, and deployment coaching;
- Sending newsletters and robotics lab updates where you have provided consent;
- Operating, maintaining, and improving our website, including analytics where permitted;
- Complying with legal obligations, including tax reporting and responding to lawful requests from authorities;
- Protecting the safety and security of our lab, staff, clients, and visitors;
- Managing cookies and similar technologies as described in our Cookie Policy.
We will identify the purpose of collection at or before the time personal information is collected. If we intend to use your personal information for a new purpose not previously identified, we will obtain your consent unless the new purpose is permitted or required by law.
3. Consent
Knowledge and consent are required for the collection, use, or disclosure of personal information, except where inappropriate or permitted by law. Consent may be express or implied, depending on the sensitivity of the information and the reasonable expectations of the individual.
When you submit our contact form, you must actively check the consent box confirming that you agree to our collection and use of your information to respond to your enquiry. We do not pre-check consent boxes. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit our ability to provide certain services.
For marketing communications, we rely on express opt-in consent. You may unsubscribe from newsletters at any time using the link in each email or by contacting us directly.
4. Limiting collection
We collect only personal information that is necessary for the identified purposes. The types of personal information we may collect include:
- Identity and contact data: name, email address, telephone number, organisation name, job title, and mailing address;
- Enquiry and communication data: messages, subject lines, and correspondence history;
- Program and service data: enrolment details, project descriptions, technical requirements, and billing information;
- Lab access data: visit logs, safety orientation records, and badge access timestamps;
- Website usage data: IP address, browser type, device information, pages visited, and referral source, collected through cookies and server logs where applicable;
- Payment data: transaction records processed through third-party payment processors — we do not store full credit card numbers on our servers.
We collect personal information by fair and lawful means. Information is typically collected directly from you, though we may receive information from your employer or organisation when they sponsor your participation in a program.
5. Limiting use, disclosure, and retention
We use and disclose personal information only for the purposes for which it was collected, unless you consent to additional uses or disclosure is required or authorised by law. We do not sell personal information.
We may disclose personal information to:
- Service providers who assist with hosting, email delivery, payment processing, analytics, and IT security, under contractual obligations to protect your information;
- Professional advisers such as lawyers and accountants, bound by confidentiality duties;
- Government authorities when required by law or to protect rights, safety, and property;
- Successors in the event of a merger, acquisition, or sale of assets, with notice to affected individuals where required.
Personal information is retained only as long as necessary to fulfil the identified purposes or as required by law. Enquiry records are typically retained for twenty-four months. Client and program records are retained for seven years following the end of the engagement for tax and contractual purposes. Website analytics data is aggregated and anonymised where possible.
6. Accuracy
We take reasonable steps to ensure that personal information is as accurate, complete, and up-to-date as necessary for the purposes for which it is used. You are encouraged to notify us of changes to your contact information. We will correct inaccuracies upon verified request.
7. Safeguards
We protect personal information with security safeguards appropriate to the sensitivity of the information. Measures include encrypted connections (TLS) for website traffic, access controls limiting staff access to personal information on a need-to-know basis, secure storage for physical and electronic records, regular software updates, and contractor due diligence.
Despite our efforts, no method of transmission or storage is completely secure. We cannot guarantee absolute security but will notify affected individuals and relevant authorities of breaches involving real risk of significant harm, as required by PIPEDA breach notification provisions.
8. Openness
We make information about our privacy practices readily available through this policy, our Cookie Policy, and our Terms of Service. Questions about our privacy practices may be directed to [email protected].
9. Individual access
You have the right to request access to personal information we hold about you and to challenge its accuracy. Access requests should be submitted in writing to [email protected]. We will respond within thirty days, subject to permitted extensions where requests are complex. We may request information to verify your identity before releasing records.
We may refuse access in limited circumstances permitted by law, such as where disclosure would reveal confidential commercial information or information about another individual. If we refuse access, we will explain the reason and inform you of available recourse.
10. Challenging compliance
If you believe we have not complied with this Privacy Policy or PIPEDA, please contact us at [email protected]. We will investigate complaints promptly and respond with our findings and proposed resolution. If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.
11. Children's privacy
Our website and services are directed at professionals and organisations. We do not knowingly collect personal information from individuals under sixteen years of age without parental or guardian consent. If you believe we have collected information from a minor inappropriately, please contact us and we will delete it promptly.
12. Cross-border processing
Some service providers may process personal information outside Canada, including in the United States. When information is transferred internationally, we require contractual protections and assess risks to ensure a comparable level of protection. By using our services, you acknowledge that your information may be processed in jurisdictions with different privacy laws.
13. Robotics and telemetry data
During lab engagements and pilot deployments, we may process technical telemetry, sensor logs, and facility mapping data related to your robotics project. Ownership and handling of project-specific technical data is governed by your statement of work. We treat any personal information embedded in telemetry — such as video feeds capturing identifiable individuals — with heightened safeguards and will discuss retention and anonymisation requirements during project onboarding.
14. Automated decision-making
BuildWithAICo does not use automated decision-making or profiling that produces legal or similarly significant effects on individuals without human review. AI-assisted tools in our lab — including simulation optimisers and code suggestion utilities — operate under engineer supervision and are not used to make hiring, credit, or healthcare decisions about website visitors or clients. If we introduce automated processes that materially affect you in the future, we will update this policy and obtain consent where required.
15. Data portability and deletion
Upon request, we will provide a copy of personal information we hold about you in a commonly used electronic format where technically feasible. You may also request deletion of personal information that is no longer necessary for the identified purposes, subject to legal retention requirements. Deletion requests do not automatically destroy project deliverables owned by your organisation under a signed statement of work; those artefacts are governed by the contractual terms of your engagement.
We will confirm receipt of portability or deletion requests within five business days and complete verified requests within thirty days unless an extension is required. If we cannot fulfil a request in whole or in part, we will explain the reason and inform you of available remedies.
16. Ontario-specific considerations
As an Ontario-based organisation, we comply with PIPEDA as the governing federal statute for commercial activities. Where provincial laws such as the Personal Health Information Protection Act (PHIPA) apply to information you share in healthcare robotics contexts, you remain the custodian of patient health information and we act as a service provider processing data only under your direction and applicable agreements. We do not collect patient health records through our public website.
17. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The "Last updated" date at the top of this page indicates when the policy was most recently revised. Material changes will be communicated through our website or by direct notice where appropriate. Continued use of our website after changes constitutes acceptance of the updated policy.
18. Contact information
BuildWithAICo
525 Legget Drive, Suite 230
Kanata, ON K2K 2W2
Canada
Email: [email protected]
Phone: +1 (613) 555-4692
Business Number: BN 871639254ON0001