Legal
Privacy Policy
NeuralVortex Inc. ("NeuralVortex," "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 legislation in British Columbia. This Privacy Policy explains what information we collect, why we collect it, how we use and disclose it, and the choices available to you.
This policy applies to personal information collected through neuralvortex.life (the "Site"), our contact forms, email and telephone communications, and consultancy engagements where NeuralVortex acts as a service provider. It does not apply to third-party websites linked from the Site, which maintain their own privacy practices.
1. Accountability
NeuralVortex Inc. is responsible for personal information under our control. We have designated internal accountability for compliance with this policy. Privacy-related questions, complaints, or access requests may be directed to:
NeuralVortex Inc.
666 Burrard Street, Suite 1700
Vancouver, BC V6C 2X8, Canada
Email: [email protected]
Phone: +1 (604) 632-9157
2. What personal information we collect
The type of personal information we collect depends on how you interact with us. Categories may include:
2.1 Information you provide directly
- Contact details: name, email address, telephone number, company or organisation name, job title.
- Enquiry content: messages submitted through our contact form, including descriptions of your operational environment, tools, and project requirements.
- Consent records: confirmation that you agree to our collection and use of information as described in this policy.
- Contract and billing information: when you engage our services, we may collect business addresses, invoicing contacts, and payment-related details processed through agreed payment channels.
2.2 Information collected automatically
- Technical data: IP address, browser type and version, device type, operating system, referring URL, pages viewed, and timestamps.
- Cookie and similar technology data: as described in our Cookie Policy.
2.3 Information from client engagements
During consultancy projects, we may process personal information contained in client systems, documents, or communications strictly within the scope defined by our contract and client instructions. Such processing is governed by engagement agreements in addition to this policy.
3. Why we collect personal information
We collect and use personal information only for identified purposes and with appropriate consent, except where permitted or required by law. Primary purposes include:
- Responding to enquiries submitted through the Site or direct communication channels.
- Scoping, delivering, and administering automation audit, integration, and consultancy services.
- Managing client relationships, contracts, invoicing, and support.
- Operating, securing, and improving the Site, including diagnosing technical issues and analysing aggregated usage patterns.
- Complying with legal, regulatory, and professional obligations.
- Protecting the rights, property, and safety of NeuralVortex, our clients, and others.
We will not use your personal information for materially different purposes without notifying you and, where required, obtaining fresh consent.
4. Legal basis and consent
Under PIPEDA, we rely on your knowledge and consent for the collection, use, and disclosure of personal information, except in limited circumstances where consent is not required — for example, when collection is clearly in your interest and timely consent cannot be obtained, when information is publicly available as defined by law, or when disclosure is required by court order or statute.
When you submit our contact form, you must confirm consent via the PIPEDA checkbox before your message is sent. You may withdraw consent for future processing by contacting us, subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit our ability to provide services or respond to ongoing matters.
5. How we disclose personal information
We do not sell personal information. We may disclose information to:
- Service providers who assist with hosting, email delivery, analytics (where consented), payment processing, or professional services — bound by contractual obligations to protect information and use it only for specified purposes.
- Client personnel where you are acting on behalf of an organisation and disclosure is necessary to deliver contracted work.
- Legal and regulatory authorities when required by applicable law, subpoena, or valid legal process.
- Successors in the event of a merger, acquisition, or sale of assets, with continued protection consistent with this policy.
Personal information may be processed or stored in Canada or, where disclosed to subprocessors in other jurisdictions, subject to contractual safeguards appropriate to the sensitivity of the data and applicable legal requirements.
6. Retention
We retain personal information only as long as necessary to fulfil the purposes for which it was collected, meet legal and contractual requirements, and resolve disputes. Enquiry records are typically retained for twenty-four months unless a business relationship develops. Client project records are retained according to engagement terms and applicable limitation periods. When information is no longer required, we securely delete or anonymise it.
7. Security safeguards
We implement administrative, technical, and physical safeguards proportionate to the sensitivity of the information we hold. Measures include access controls limited to personnel with a legitimate need, encrypted transmission where appropriate for web forms and email, secure storage practices for engagement documentation, and periodic review of our security posture.
No method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of credentials issued to you in connection with any client portal or shared workspace.
8. Your rights
Subject to applicable law, you have the right to:
- Request access to personal information we hold about you.
- Request correction of inaccurate or incomplete information.
- Withdraw consent where processing is consent-based, with effects described above.
- Challenge our compliance with PIPEDA by contacting us first; if unresolved, you may file a complaint with the Office of the Privacy Commissioner of Canada.
Access requests should include sufficient detail to identify the information sought. We may request verification of identity before responding. We will respond within a reasonable timeframe and no later than required by applicable law.
9. Children's privacy
The Site and our services are directed at business professionals and organisations. We do not knowingly collect personal information from individuals under the age of sixteen. If you believe we have inadvertently collected such information, contact us and we will promptly delete it.
10. Third-party links
The Site may contain links to third-party websites, tools, or documentation. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing personal information.
11. International visitors
NeuralVortex is based in Canada and our primary audience is Canadian organisations. If you access the Site from outside Canada, your information may be transferred to and processed in Canada, where privacy laws may differ from those in your jurisdiction.
12. Changes to this policy
We may update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. The "Effective date" at the top will indicate the latest revision. Material changes will be posted on the Site. Continued use of the Site after changes constitutes acceptance of the updated policy for Site-related processing.
14. Data breach notification
In the event of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA and applicable breach notification guidelines. Notifications will describe the circumstances, information involved, steps we have taken, and recommended actions for affected individuals.
15. Service provider due diligence
Before engaging subprocessors who may access personal information, we assess their security practices, data handling commitments, and jurisdictional implications. Contracts require subprocessors to use information only for specified purposes and to maintain safeguards comparable to those described in this policy.
16. De-identified and aggregated data
We may create aggregated or de-identified datasets from Site usage or engagement metrics for internal analysis and service improvement. Such data does not identify individuals and is not subject to this policy as personal information, provided de-identification meets applicable standards.
18. Cross-border transfers
Where personal information is transferred outside Canada — for example, to cloud infrastructure or subprocessors in the United States — we evaluate the sensitivity of the data, contractual protections in place, and whether the transfer is necessary for the identified purpose. We will describe material cross-border transfers in engagement agreements where client data is involved.
19. Accuracy of Site content
We strive to keep Site content current but do not warrant that all information — including service descriptions, case summaries, and contact details — is complete or error-free at all times. Do not rely on Site content as the sole basis for business decisions without confirming details with us directly.
20. Complaint process
If you have a privacy complaint, contact us using the details below. We will acknowledge receipt, investigate in good faith, and respond within a reasonable period. If you remain unsatisfied after our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.
21. Contact
For privacy enquiries, access requests, or complaints:
NeuralVortex Inc.
666 Burrard Street, Suite 1700
Vancouver, BC V6C 2X8, Canada
Email: [email protected]
Phone: +1 (604) 632-9157
Business hours: Mon–Fri 09:00–17:00 PT