Privacy Policy

1. Introduction

SysBuddies ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at sysbuddies.com or engage our AI consulting, automation, and related services.

We operate in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA). By accessing our website or using our services, you consent to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide

We collect personal information that you voluntarily provide when you:

• Complete a contact or inquiry form on our website
• Request a consultation or proposal for our services
• Subscribe to our newsletter or marketing communications
• Enter into a service agreement with us
• Communicate with us via email, phone, or other channels

This information may include your name, email address, phone number, company name, job title, project details, and any other information you choose to share.

2.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including:

• IP address, browser type and version, and operating system
• Pages visited, time spent on pages, and referring URLs
• Device identifiers and screen resolution
• General geographic location (city or region level)

2.3 Client Project Data

In the course of providing AI consulting and automation services, we may access or process data that you share with us for the purpose of completing your project. This may include business data, datasets for model training, system credentials, or API keys. We treat all client project data as strictly confidential and process it only as directed by you and in accordance with our service agreement.

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide customer support
• Deliver, manage, and improve our AI consulting and automation services
• Send you relevant communications, including project updates, invoices, and marketing materials (with your consent)
• Analyze website usage to improve our content, functionality, and user experience
• Comply with legal obligations and enforce our terms of service
• Detect, prevent, and address technical issues or security threats

4. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and gather analytical data.

Types of cookies we use:

• Essential cookies: Required for the website to function properly (e.g., session management).
• Analytics cookies: Help us understand how visitors interact with our website (e.g., Google Analytics).
• Marketing cookies: Used to deliver relevant advertisements and track campaign performance.

You can control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our website. We honour Do Not Track (DNT) browser signals where technically feasible.

5. Third-Party Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information with third parties only in the following circumstances:

• Service providers: Trusted vendors who assist us in operating our business (e.g., hosting providers, email services, payment processors, analytics platforms). These parties are contractually obligated to protect your data.
• AI platform providers: In delivering AI solutions, we may use third-party AI APIs and cloud services (e.g., OpenAI, Anthropic, Google Cloud, AWS). Data shared with these providers is governed by their respective privacy policies and our data processing agreements with them.
• Legal requirements: When required by law, regulation, court order, or governmental request.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

6. Data Retention

We retain your personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, including:

• Inquiry data: Retained for up to 24 months from your last interaction, unless you become a client.
• Client data: Retained for the duration of our service agreement plus 7 years for tax and legal compliance.
• Project data: Returned or securely deleted within 90 days of project completion, unless otherwise agreed.
• Analytics data: Aggregated and anonymized data may be retained indefinitely for trend analysis.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (TLS/SSL) and at rest
• Access controls and role-based permissions
• Regular security audits and vulnerability assessments
• Employee training on data privacy and security practices
• Secure disposal of data no longer required

While we strive to protect your personal information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

8. Your Rights Under PIPEDA

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA), you have the right to:

• Access the personal information we hold about you
• Correct any inaccurate or incomplete personal information
• Withdraw consent for the collection, use, or disclosure of your personal information (subject to legal or contractual obligations)
• Request deletion of your personal information, where applicable
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise any of these rights, please contact us using the information provided below. We will respond to your request within 30 days.

9. International Data Transfers

Some of our service providers and AI platform partners may store or process data outside of Canada, including in the United States. When your personal information is transferred to another jurisdiction, it may be subject to the laws of that jurisdiction. We take reasonable steps to ensure that any third party receiving your information provides a comparable level of protection as required under Canadian privacy laws.

10. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately, and we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The updated policy will be posted on this page with a revised "Last updated" date. We encourage you to review this policy periodically. Continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

You may also file a complaint with the Office of the Privacy Commissioner of Canada.