Purpose and accountability
Canadian AI Organization is committed to responsible stewardship of personal information. We apply privacy-by-design principles appropriate to a Canadian non-profit research institution and seek to handle personal information transparently, proportionately, and securely.
Where the Personal Information Protection and Electronic Documents Act (PIPEDA) or other Canadian privacy requirements apply to an activity, we aim to collect, use, disclose, retain, and safeguard personal information consistently with those requirements. The application of privacy law can depend on the nature of the activity, jurisdiction, and context.
Information we may collect
Depending on how you interact with us, we may collect information that you provide directly, information generated through your use of our digital services, and limited information received from service providers.
- Institutional and contact information: name, professional email, organization, role, telephone number, mailing information, and inquiry details.
- Program and event information: registration details, attendance preferences, accessibility requests you choose to provide, and participation records.
- Research and collaboration information: professional biography, research affiliation, areas of expertise, correspondence, submitted materials, and information necessary to administer a research or institutional collaboration.
- Website and technical information: IP address, browser and device information, referring pages, approximate location derived from IP, and interaction data generated by cookies or similar technologies where enabled.
- Communications: records of correspondence, feedback, subscription preferences, and requests made to the Organization.
We do not ask visitors to submit confidential, proprietary, health, security-sensitive, or other highly sensitive information through general website forms unless a specific secure process and notice have been provided.
Invest Canadian AI™ program information
If you engage with Invest Canadian AI™, we may collect business contact information and organizational information relevant to capital-readiness, commercialization, research, convening, or institutional engagement. This may include company stage, sector, financing objectives, commercialization priorities, governance/readiness information, and materials you choose to provide.
Do not submit confidential financing documents, non-public securities information, trade secrets, security-sensitive technical information, personal financial information, or other restricted materials through a general website form. Where a program requires additional diligence materials, Canadian AI Organization may establish a separate process and program-specific notice.
How we use information
We may use personal information to respond to inquiries; administer research, programs, events, briefings, and collaborations; maintain institutional relationships; operate and secure our websites; improve accessibility and user experience; maintain records; prevent abuse; meet legal obligations; and communicate about relevant Canadian AI Organization activities where permitted.
We seek to identify material purposes at or before collection and to avoid using personal information for materially different purposes without an appropriate legal basis or additional consent where required.
Consent and choices
Where consent is required, we seek consent that is appropriate to the sensitivity of the information and the reasonable expectations of the individual. You may withdraw consent to optional uses, subject to legal, contractual, operational, or record-retention requirements.
If you subscribe to electronic updates, you may unsubscribe using the mechanism provided in the message or by contacting us. Canadian anti-spam requirements may apply to certain electronic communications.
Cookies, analytics, and digital services
Our website may use essential cookies and, where configured, analytics, performance, embedded-media, or security technologies. These technologies can help us operate the site, understand aggregate usage, prevent abuse, and improve performance.
Third-party services may process technical information according to their own privacy terms. Where practical, we seek to configure services to minimize unnecessary data collection and to use privacy-respecting settings.
Service providers and disclosures
We may disclose personal information to service providers that support hosting, email, forms, analytics, security, event administration, collaboration tools, or other operational functions. Providers are expected to process information only for authorized purposes and subject to appropriate contractual or organizational safeguards.
We may also disclose information where required or permitted by law, to protect rights or security, to investigate misuse, or with your direction or consent. Canadian AI Organization does not sell personal information.
Cross-border processing
Some service providers may process or store information outside your province or outside Canada. Information processed in another jurisdiction may be subject to the laws of that jurisdiction. We use organizational and contractual measures appropriate to the service and information involved.
Retention
We retain personal information only as long as reasonably necessary for identified purposes, institutional recordkeeping, legal obligations, dispute management, security, or legitimate research-administration needs. Retention periods vary by record type. When information is no longer required, we take reasonable steps to delete, anonymize, or securely dispose of it.
Safeguards
We use administrative, technical, and physical safeguards proportionate to the sensitivity, amount, format, and context of personal information. Measures may include access controls, role-based administration, secure hosting, authentication, logging, backups, staff practices, and vendor controls.
No internet transmission or storage system is perfectly secure. We therefore cannot guarantee absolute security, but we work to reduce foreseeable risks and to respond to suspected incidents in accordance with applicable requirements.
Access, correction, and privacy requests
Subject to applicable law and permitted exceptions, you may request access to personal information we hold about you, ask that inaccurate information be corrected, or ask questions about our privacy practices. We may need to verify identity before completing a request.
Privacy requests may be submitted through the Contact page or to partnerships@canadianai.org. Please do not send sensitive personal information by ordinary email.
Research, publications, and public information
Canadian AI Organization may conduct public-interest research and publish reports, analysis, event materials, or institutional commentary. Research involving personal information may be subject to additional notices, consent processes, agreements, ethical review practices, or de-identification measures appropriate to the project.
Information that you intentionally make public, such as a public professional biography, published research, public comments, or organizational information, may be referenced or linked where relevant to legitimate research, attribution, or institutional purposes.
Youth and program-specific safeguards
Our general institutional website is not designed to collect sensitive personal information from children. Where a Canadian AI Organization program is specifically directed to youth, that program may use additional notices, consent or permission processes, and safeguards appropriate to the participants and activity.
Third-party websites
Our websites may link to independent organizations, research sources, technology providers, and ecosystem participants. Canadian AI Organization does not control the privacy practices of third-party websites. Review their privacy information before providing personal information.
Changes to this policy
We may update this Privacy Policy to reflect changes in our services, research activities, technology, or legal requirements. The date at the top of the policy identifies the current published version. Material changes may be highlighted through the website or another appropriate channel.
Contact
Questions about this Privacy Policy or Canadian AI Organization’s handling of personal information may be directed through our Contact page or to partnerships@canadianai.org.