Privacy Policy

1. Introduction and scope

RoboDrive Inc. ("RoboDrive," "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 how we collect, use, disclose, retain and safeguard personal information when you visit robodrive.pro (the "Site"), submit enquiries through our contact form, communicate with us by email or telephone, or engage our robotics AI consulting, pilot engineering and field commissioning services (collectively, the "Services").

This policy applies to personal information we control as an organization. It does not cover third-party websites linked from the Site, client systems we access under contract, or information processed solely on behalf of clients where we act as a service provider under separate data processing terms. By using the Site or providing information to us, you acknowledge this policy. Where consent is required, we seek it at the point of collection — for example, through the PIPEDA checkbox on our contact form, which is not pre-selected.

We review this policy at least annually and whenever we add tools that touch personal information — for example, a new analytics provider or client portal.

2. Accountability and privacy officer

RoboDrive Inc. is responsible for personal information under its control. We have designated a privacy officer accountable for compliance with this policy and PIPEDA's ten fair information principles. You may contact the privacy officer with questions, access requests, correction requests or complaints:

Privacy Officer
RoboDrive Inc.
40 Hanna Avenue, Suite 105
Toronto, ON M6K 0B1, Canada
Email: [email protected]
Phone: +1 (437) 291-6048

We will acknowledge privacy enquiries within ten business days and aim to resolve matters within thirty days, subject to complexity and legal obligations. Complex access requests involving archived project repositories may require additional time; we will keep you informed of progress.

3. Information we collect

3.1 Information you provide directly

When you complete our contact form, we may collect your full name, email address, company name, telephone number, subject selection, message content and PIPEDA consent confirmation. When you email or call us, we collect the information you choose to share, which may include project details, site addresses, technical specifications and billing contacts for contracted work.

3.2 Information collected automatically

When you browse the Site, our hosting infrastructure and optional analytics tools may collect technical data such as IP address, browser type, device type, operating system, referring URL, pages viewed, approximate geographic region derived from IP and timestamps. Cookie-related data is described in our Cookie Policy.

3.3 Client project information

During engagements, we may process operational data supplied by clients — for example, production imagery, sensor logs, floor layouts, employee training records and network diagrams — solely to deliver contracted Services. Such data is governed by the relevant statement of work and may involve separate confidentiality and security schedules.

3.4 Sensitive information

We do not ask visitors to submit government-issued identification numbers, financial account credentials or health information through the Site. If you voluntarily include sensitive details in a free-text message, we will use them only to respond to your enquiry and will delete them when no longer needed unless a contract requires retention.

4. How we use personal information

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

• Responding to enquiries and scheduling scoping conversations;
• Preparing proposals, statements of work and invoices;
• Delivering pilots, integration work, commissioning and retainers;
• Maintaining client relationships, support tickets and hypercare logs;
• Improving Site performance and content based on aggregated usage patterns;
• Complying with legal, tax, regulatory and insurance obligations;
• Protecting the security and integrity of our systems and the Site.

We do not use contact form data for unrelated marketing without separate consent. We do not sell personal information. Where we send operational emails — project updates, invoice copies, security notices — you may opt out of non-essential messages without affecting contracted deliverables.

5. Legal basis and consent

Under PIPEDA, we rely on meaningful consent where appropriate. Submitting the contact form with the PIPEDA consent box checked constitutes express consent to collect and use your enquiry information to respond and pursue a business relationship. You may withdraw consent for future marketing communications at any time by emailing [email protected]; withdrawal does not affect processing already completed lawfully.

Some processing is necessary for contract performance, legal compliance or legitimate interests such as fraud prevention and Site security, where consent is not required or has been implied by your voluntary submission of information.

6. Disclosure to third parties

We may disclose personal information to:

• Service providers who assist with hosting, email delivery, analytics, accounting and document management, under contractual confidentiality obligations;
• Professional advisers including lawyers and insurers where reasonably necessary;
• Law enforcement or regulators when required by law or to protect rights and safety.

Our Site is hosted in Canada. Where service providers process data outside Canada, we assess safeguards and disclose cross-border processing in contracts where required. Subprocessors are selected for security posture appropriate to robotics engineering contexts, not consumer advertising profiles.

We require processors to use personal information only for specified purposes, protect it with appropriate safeguards and notify us of breaches affecting our data. A current list of major processor categories — hosting, email, accounting — is available on request to [email protected].

7. Retention

We retain personal information only as long as necessary for the purposes described or as required by law. Contact enquiries that do not progress to a contract are typically deleted or anonymized within twenty-four months. Client project records, contracts and billing data are retained for seven years or longer where tax and limitation periods require. Cookie preference records expire after six months unless renewed. Technical logs may rotate on shorter schedules defined by our hosting provider.

When retention periods end, we delete or anonymize information using procedures appropriate to the medium — secure deletion on active systems, destruction of physical notes and revocation of access for departed staff accounts tied to client folders.

8. Security safeguards

We implement administrative, technical and physical safeguards proportionate to the sensitivity of information, including access controls on engineering repositories, encrypted transport (HTTPS) on the Site, workstation policies in our Liberty Village control bay and least-privilege access for staff. No method of transmission or storage is perfectly secure; we cannot guarantee absolute security but we investigate suspected incidents and notify affected parties where PIPEDA requires.

Staff receive orientation on phishing awareness, removable media rules and clean-desk expectations around client printouts. Vendor laptops connecting to client VPNs during engagements follow client policies first; our internal baseline requires disk encryption and screen lock.

9. Your rights

Subject to legal exceptions, you may request access to personal information we hold about you, request correction of inaccuracies, withdraw consent where applicable and challenge compliance by contacting [email protected]. We will verify your identity before releasing records. If you are unsatisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada.

Access requests should include sufficient detail for us to locate records — for example, the email address used on a contact form and approximate submission date. We respond with an accounting of purposes, categories of information and third parties to whom disclosure may have occurred, as PIPEDA requires.

10. Breach notification

We maintain an incident response procedure for suspected breaches of personal information safeguards. Where required by PIPEDA, we will notify affected individuals and the Privacy Commissioner of Canada without unreasonable delay, describing the circumstances, information involved and steps taken to reduce risk of harm.

11. Children's privacy

The Site and Services are directed to business and engineering professionals. We do not knowingly collect personal information from individuals under sixteen without parental authority. Contact us if you believe we have inadvertently collected such information.

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 change accordingly. Material changes may be highlighted on the Site. Continued use after posting constitutes acceptance of the revised policy for Site interactions.

Archived versions are available on request to [email protected] for individuals who need to compare prior language — for example, when reviewing when a new cookie category was introduced.

13. Automated decision-making

RoboDrive does not use personal information from the Site to make solely automated decisions that produce legal or similarly significant effects on individuals. Robotics models trained during client engagements operate on production sensor data under separate contracts and do not profile website visitors.

If we ever introduce automated triage of inbound enquiries, we will update this policy, describe the logic in plain language and provide a contact path for human review before any contractual commitment arises.

14. Contact

Questions about this Privacy Policy: [email protected]
General enquiries: [email protected]

Mail correspondence may be sent to the privacy officer at the street address listed in Section 2. Please allow additional time for postal delivery compared with email.