Privacy policy

1. Introduction and scope

Smart Robo AI Inc. ("Smart Robo AI," "we," "us," or "our") respects your privacy and is committed to protecting personal information in accordance with applicable Canadian privacy law. This Privacy policy describes how we collect, use, disclose, retain and safeguard personal information when you visit smartroboai.life, contact us, or engage our professional robotics-autonomy AI engineering and consulting services.

This policy applies to personal information we collect through our website, email correspondence, telephone calls, video conferences, site visits, and written contracts. It does not apply to third-party websites linked from our site, which maintain their own privacy practices. Client project data that constitutes proprietary business information rather than personal information may be governed by separate non-disclosure agreements and statements of work.

Smart Robo AI Inc. is located at 150 East 5th Avenue, Suite 110, Vancouver, British Columbia V5T 1H2, Canada. Business Number: 671230584 RC0001.

2. Accountability and privacy contact

We are accountable for personal information under our control. Questions, access requests, correction requests, or complaints about this policy should be directed to our privacy contact:

Privacy Officer — Smart Robo AI Inc.
Email: [email protected]
Mail: 150 East 5th Avenue, Suite 110, Vancouver, BC V5T 1H2, Canada
Phone: +1 (604) 336-8471

We will acknowledge privacy enquiries within ten business days and aim to resolve substantiated complaints within thirty business days, subject to complexity and legal requirements.

3. Legal framework

Our handling of personal information is governed by:

• The Personal Information Protection and Electronic Documents Act (PIPEDA), as applicable to our activities as a private-sector organisation operating in Canada;
• The Personal Information Protection Act (PIPA) of British Columbia, which applies to personal information we collect, use or disclose in the course of our commercial activities in BC;
• Other provincial or federal laws where applicable to specific categories of information or cross-border transfers.

Where PIPEDA and BC PIPA both apply, we follow the requirements of each statute and apply the more protective standard where they differ on a given practice. We collect personal information by fair and lawful means, for purposes that a reasonable person would consider appropriate in the circumstances.

4. What personal information we collect

4.1 Website visitors

When you browse smartroboai.life, we may collect:

• Technical data such as IP address, browser type, device type, operating system, referring URL, pages viewed, and approximate geographic region derived from IP;
• Cookie and similar-technology data as described in our Cookie policy;
• Date and time stamps of visits and interaction events where analytics cookies are accepted.

4.2 Contact form and correspondence

When you submit our contact form or email us directly, we collect:

• Name, email address, subject selection, and message content;
• Explicit consent confirmation (consent_pipeda) with timestamp implied by submission;
• Any additional personal information you voluntarily include in your message (e.g., job title, company name, phone number).

4.3 Clients and project engagements

During professional engagements we may collect:

• Business contact details for authorised representatives (name, title, email, phone, mailing address);
• Billing and contracting information;
• Floor imagery, video, telemetry exports and operational logs that may incidentally contain identifiable personnel, vehicle identifiers or access-badge metadata;
• Interview notes from shift-lead and operator sessions conducted as part of autonomy reviews;
• Credentials or access tokens provided for secure remote system review, handled under project-specific security protocols.

4.4 What we do not intentionally collect

We do not intentionally collect sensitive categories such as financial account numbers for investment purposes (we are not a financial robo-advisor), health records for wellness programmes (we are not a wellness brand), or student academic records for course enrolment (we are not an educational institution). Do not submit payment card numbers or government identity numbers through our public contact form.

5. How we collect personal information

We collect personal information directly from you when you fill out forms, send email, call our office, sign contracts, or participate in project interviews. We collect technical information automatically through server logs and, where consented, analytics tools. We may receive business contact information from referral partners only where that partner has authority to share it and we use it for the stated referral purpose.

Our contact form includes a honeypot field (website) to deter automated spam submissions; legitimate users do not complete this field.

6. Purposes for collection, use and disclosure

We collect and use personal information only for purposes that we identify before or at the time of collection, or that are reasonably required for those purposes. Primary purposes include:

• Responding to enquiries about autonomy reviews, new robotics projects, retainers and general questions;
• Scoping, contracting and delivering robotics-autonomy AI engineering services;
• Operating, securing and improving smartroboai.life;
• Complying with legal obligations, responding to lawful requests, and enforcing our Terms of use;
• Maintaining internal records for accounting, tax and corporate governance.

We do not use your contact details to market unrelated wellness products, investment services, consumer toy robots, or online courses. Service-related follow-up communications about an active or recently completed engagement are permitted as part of our professional relationship.

We may disclose personal information to:

• Service providers who assist with hosting, email delivery, analytics (where consented), accounting or legal services — under contracts requiring appropriate safeguards;
• Professional advisors bound by confidentiality duties;
• Law enforcement or regulators when required by valid legal process;
• Successors in the event of a merger, acquisition or asset sale, subject to continuity of privacy protections.

We do not sell personal information to data brokers.

7. Consent

Consent is the cornerstone of our collection practices under PIPEDA and BC PIPA. For website contact submissions, we require affirmative consent via an unchecked-by-default checkbox before processing your enquiry. For analytics cookies, we request consent through our cookie banner; essential cookies operate on implied consent necessary for site function.

For client engagements, consent and lawful basis for processing project data are established in master services agreements, statements of work and NDAs. You may withdraw consent for non-essential marketing communications at any time by emailing [email protected]. Withdrawal of consent for data necessary to perform an active contract may limit our ability to continue that engagement.

8. Cookies and similar technologies

We use cookies and local storage as described in our Cookie policy. Analytics cookies are disabled until you accept them through the banner or customise panel. Cookie preference records are stored for six months before the banner reappears.

9. Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected and to meet legal, tax and contractual requirements:

• Contact form submissions: up to twenty-four months after last correspondence unless an engagement proceeds;
• Client project records: duration of engagement plus seven years for engineering documentation and financial records unless a longer period is required by law or contract;
• Server logs: typically ninety days;
• Analytics data: per provider defaults, generally thirteen months or less.

When retention periods expire, we delete or anonymise information using commercially reasonable methods.

10. Safeguards

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information we hold. Measures include access controls limited to named staff, encrypted transport (HTTPS) for our website, secure storage for client deliverables, NDAs with personnel and contractors, and vendor review for subprocessors. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we investigate suspected breaches promptly.

Client telemetry, floor imagery and model artefacts are segregated from public marketing systems. Remote access to client environments uses mutually agreed authentication mechanisms and is logged.

11. Cross-border processing

Our website is hosted in Canada. Some service providers (e.g., email routing or analytics if enabled) may process data in the United States or other jurisdictions. Where personal information is transferred outside Canada, we assess risks and implement contractual or standard contractual protections consistent with PIPEDA accountability requirements. You may contact us for information about current subprocessor locations relevant to your data.

12. 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, subject to legal and contractual limits;
• Challenge our compliance with PIPEDA and BC PIPA through our privacy contact and, if unsatisfied, through the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

Access requests must be submitted in writing to [email protected]. We may require reasonable identity verification. We will respond within timeframes prescribed by law, typically thirty days.

13. Children

Our services and website are directed to business and engineering professionals. We do not knowingly collect personal information from individuals under sixteen years of age. If you believe a minor has submitted information to us, contact our privacy officer and we will delete it promptly.

14. Automated decision-making

Our public website does not make automated decisions producing legal or similarly significant effects about visitors. Robotics AI models developed for clients operate in industrial contexts under human oversight and contractual acceptance criteria — those systems are not deployed through this marketing website.

15. Changes to this policy

We may update this Privacy policy to reflect changes in law, technology or our practices. Material changes will be posted on this page with a revised "Last updated" date. Continued use of the website after changes constitutes acceptance of the updated policy for website interactions; active client contracts may be governed by notice provisions in those agreements.

16. Contact summary

Smart Robo AI Inc.
150 East 5th Avenue, Suite 110, Vancouver, BC V5T 1H2, Canada
BN 671230584 RC0001
General: [email protected]
Privacy: [email protected]
Phone: +1 (604) 336-8471