How Mind Nexus AI handles personal information

1. Who we are

Mind Nexus AI Inc. (“Mind Nexus AI”, “we”, “us”) is a generative and conversational-AI product studio based at 1090 West Pender Street, Suite 1000, Vancouver, BC V6E 2N7, Canada. Business Number: 81532 7460 RC0001. Privacy Officer: [email protected].

2. Scope

This policy applies to personal information collected through mindnexusai.life, contact forms, email correspondence, discovery sessions and client engagements where we act as a service provider. Client data processed while building AI systems is governed by separate contractual terms and data processing schedules. If you interact with us only as a representative of your employer, we may process your business contact details under this policy while processing your employer’s project data under a client agreement.

3. What we collect

We may collect: name, business email, phone number, company name, job title, message content, meeting notes you provide, billing contact details for engagements, technical logs from our website (IP address, browser type, pages visited), and cookie preferences. We do not knowingly collect sensitive health information through this marketing site.

4. Purposes of collection

We use personal information to: respond to enquiries and book discovery sessions; deliver contracted applied-AI studio services including conversational AI, RAG and copilot builds; issue invoices and maintain business records; improve our website and measure aggregate traffic when you consent to analytics cookies; comply with legal and regulatory obligations; detect spam and protect our systems from abuse; and communicate updates you have opted into.

5. Legal basis and consent

Under PIPEDA we rely on meaningful consent for collection, use and disclosure. Contact forms require an explicit consent checkbox before submission. You may withdraw consent for non-essential processing by emailing [email protected], subject to legal or contractual limits. Essential communication about active projects may continue where necessary to fulfill contracts.

6. BC PIPA

For personal information about employees or commercial activities governed by BC PIPA, we apply comparable safeguards: limiting collection, securing data, providing access on request, and designating a privacy contact. BC residents may contact us or the Office of the Information and Privacy Commissioner for British Columbia regarding concerns.

7. Cookies and similar technologies

We use necessary cookies for site function and, with consent, optional analytics cookies. See our cookie policy for categories, durations and opt-out instructions. Cookie choices are stored locally for six months unless you clear browser storage.

8. Cross-border processing

Some subprocessors (email delivery, cloud hosting, LLM API providers engaged during client work) may process data in the United States or other jurisdictions. We disclose subprocessors in client contracts and use contractual safeguards where required. Website form data is primarily processed in Canada. Where personal information is transferred outside Canada, we assess the destination and implement measures PIPEDA expects, including contractual clauses and due diligence on recipient security practices. Before enabling a new vendor that stores Canadian personal information abroad, we document the transfer, notify clients when contracts require it, and confirm the vendor meets our minimum security baseline.

9. Sub-processors and service providers

We use reputable providers for hosting, email, analytics (when consented), and project tooling. A current list is available on request. We require providers to handle personal information only for specified purposes and to maintain appropriate security.

10. Retention

Enquiry records: up to twenty-four months unless an engagement begins. Client project records: duration of contract plus seven years for business and tax purposes unless otherwise agreed. Analytics data: aggregated, retained per vendor schedules when enabled. Cookie consent logs: six months.

11. Security

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information: access controls, encrypted transport (HTTPS), least-privilege accounts, and staff confidentiality obligations. No method of transmission is perfectly secure; report suspected incidents to [email protected]. We review safeguards when we add subprocessors or change how client assistants process personal data, and we require vendors to notify us of breaches affecting our data.

12. Your rights

You may request access to personal information we hold about you, correction of inaccuracies, and information about how we have used or disclosed your data. We will verify your identity before responding and may charge a reasonable fee for excessive requests as permitted by law. Submit requests to [email protected]. We respond within thirty days where PIPEDA requires, or explain why an extension is necessary. You may complain to the Office of the Privacy Commissioner of Canada:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
1-800-282-1376 · www.priv.gc.ca

BC residents may also contact the Office of the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca for matters within provincial jurisdiction.

13. Accuracy and minimization

We take reasonable steps to keep personal information accurate and complete for the purposes identified. We collect only information that a reasonable person would consider appropriate in the circumstances, consistent with PIPEDA’s limiting principle.

14. Openness

We make this policy readily available on our website and provide additional information about our privacy practices on request. Our Privacy Officer can explain how policies apply to specific engagements.

15. Children

Our services target business clients. We do not knowingly collect personal information from children under thirteen through this site.

16. Automated decision-making

We do not use website visitor data for solely automated decisions with legal or similarly significant effects. AI systems we build for clients may include automated steps with human review as defined in project scope.

17. Safeguarding employee information

Information about applicants and employees is collected for recruitment, payroll and workplace safety. Employee personal information is handled under PIPEDA and PIPA BC with restricted access and separate internal procedures available to staff on request.

18. Changes to this policy

We may update this policy to reflect legal or operational changes. Material updates will be posted here with a revised “Last updated” date. Continued use after changes constitutes notice; active clients receive direct notice when changes affect contractual processing.

19. Marketing communications

With your consent we may send occasional updates about studio capabilities, events or relevant applied-AI insights. You may unsubscribe at any time via the link in emails or by contacting the Privacy Officer. We do not sell mailing lists or share contact details with unrelated third parties for their own marketing.

20. Client project data

When we process personal information contained in client datasets while building assistants or RAG systems, we act under written instructions in master services agreements and data processing addenda. Purposes, retention, subprocessors and cross-border transfers for project data are defined there—not solely by this website policy.

21. Data breach notification

If a breach creates a real risk of significant harm, we will notify affected individuals and regulators as required by PIPEDA and applicable provincial law, document the incident, and take remedial steps to reduce future risk.

22. Openness and accountability

We maintain internal privacy practices, limit employee access to personal information on a need-to-know basis, and review subprocessors periodically. Staff receive orientation on handling enquiry and client contact data. We document material privacy complaints and remedial actions. Questions about our privacy program are welcome at any time—transparency is part of responsible-AI practice in our studio work as well as our policies.

23. Links to other websites

Our site may link to third-party tools or resources. Their privacy practices are not governed by this policy. Review their policies before providing personal information.

24. Contact

Privacy Officer, Mind Nexus AI Inc.
1090 West Pender Street, Suite 1000, Vancouver, BC V6E 2N7, Canada
[email protected]
We aim to acknowledge privacy enquiries within five business days and to resolve straightforward access requests within thirty days as PIPEDA allows.