ROBOSAFETY PRIVACY POLICY

11841360 Canada Inc., d.b.a GenesisLink and its affiliates or corporate partners, (“GenesisLink” or “we“/”our”), collect, use, and disclose Personal Information in compliance Canadian and applicable laws when providing services to our users or individuals who reach out to us (together, “you” or “your”).  Along with our Beta Terms and Conditions, this Policy serves to let you know how we collect, use, and disclose your personal information during your use of the GenesisLink Site and the Beta Services made available to you through the RoboSafety Software.

 Any capitalized terms not defined herein shall have the meaning ascribed to that Term in our Beta Terms and Conditions which is available for review here: [https://robosafety.ca/robosafety-terms-and-conditions-beta/]

 WHAT IS PERSONAL INFORMATION

 Within this policy, Personal Information is defined as any factual or subjective information, recorded or not, about an identifiable individual or which may allow an individual to be identified.  For instance, personal information includes age, name, ID numbers, income, ethnic origin, blood type, opinions, evaluations, comments, social status, disciplinary actions, employee files, credit records, loan records, and medical records.

We are responsible for the personal information that we possess or control. We maintain internal practices to protect personal information and have appointed a Privacy Officer to oversee privacy matters.

 WHY WE COLLECT, USE AND DISCLOSE PERSONAL INFORMATION

 We collect, use, and disclose necessary personal information for the primary purpose of providing our services, namely to facilitate and enhance the safety of autonomous robots and other technology through safety engineering solutions such as fault tree creation and safety analysis tools. To provide this service, we use personal information:

  • to maintain our relationship with you, our suppliers and other third parties;

  • to provide and enhance our service;

  • to analyze and identify sectors and businesses that will benefit from our service;

  • to evaluate and communicate with eligible businesses;

  • to answer your inquiries or questions;

  • to collect and process payments;

  • to update you on changes to our practices and procedures;

  • to send updates to our mailing list subscribers;

  • to develop and manage our operations;

  • to detect and protect against error, fraud, theft and other illegal activity;

  • to authenticate you when you contact us;

  • to fulfill our contractual obligations; and

  • as permitted by, and to comply with, applicable laws.

 For people who contact us regarding a job at GenesisLink, we would also use your personal information to communicate with you about the job.

 

 WHAT PERSONAL INFORMATION DO WE COLLECT

When you visit our website, the types of personal information we collect about you or have access to include:

  • your name if you provide one through our contact form;

  • your E-mail address if provided;

When you contact us to inquire about our services, including the Beta Services, and/or Register for an Account to access and use the Beta Services, the personal information (or other information that may, in some circumstances, be considered personal information) we may collect about you or have access to include:

  • your name;

  • your login details, such as username and password;

  • your profile picture, if you choose to provide one;

  • your business name;

  • your business phone number;

  • your business e-mail address or the e-mail address of our designated contact within your organization;

  • your IP address;

  • Payment information to process subscription payments (including billing address);

If you have reached out to us for employment opportunities, we collect personal information including your name, address, telephone number, date of birth, social insurance number, banking information, benefit information, emergency contact information, resume, reference letters, and/or police record or RCMP record checks.

We may also collect information about your business if you interact with our social media pages which are hosted publicly on third party sites such as:

  • Instagram;

  • Facebook;

  • X (formerly Twitter);

  • LinkedIn; and

 Personal Information We DO NOT Collect

 We do not collect any personal data related to:

  • Children, minors, or anyone under the age of 18;

  • Financial information except as necessary to process payments; or

  • Medical or personal health information.

 How do we store and retain your Personal Information?

Storage

The GenesisLink Site and RoboSafety Software is hosted by OVHcloud, and all information uploaded to and/or processed by the RoboSafety Software or sent to GenesisLink in connection with the Beta Services is held on OVHcloud’s servers located in Canada. We do not generally keep any hard copies of personal information, and in the event that we have or have received hard copy documents containing personal information, we will destroy hard copies as soon as is feasible, subject to our legal obligations.

Retention

We retain personal information only for as long as we need to for the purposes outlined in this Policy, unless otherwise required by law or deleted from our platform by you.  For instance, under Canadian law, we must retain financial information for at least 6 years.  Once we no longer need the information for the purpose for which it was collected, we securely dispose of or de-identify any Personal Information, subject to our legal requirements and any written requests from you. We do not sell your personal information.

 Types of Data We Collect

 The data we collect from you consists of:

  • Text;

  • Metadata; and

  • Raw data (i.e. data you provide to us to provide the Services).

Our Websites

 Cookies

We collect personal information using cookies on our Websites. Cookies are small files placed on your devices to track how you use our website. This helps us improve your user experience and save your preferences.  We use essential, functionality, analytics and performance cookies.

Essential Cookies. These Cookies are essential to provide you with services available through our Services and to enable you to use some of its features. For example, they allow you to log in to secure areas of our Services and help the content of the pages you request load quickly. Without these Cookies, the services that you have asked for cannot be provided, and we only use these Cookies to provide you with those services.

Functionality Cookies. These Cookies allow our Services to remember choices you make when you use our Services, such as remembering your language preferences, remembering your login details and remembering the changes you make to other parts of Services which you can customize. The purpose of these Cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you visit our Services.  

We use functional cookies that are required for you to use the Platform including, but not limited to:

  • third-party cookies to ensure safety and security;

Analytics and Performance Cookies. These Cookies are used to collect information about traffic to Services and how users use our Services. The information gathered does not identify any individual visitor. The information is aggregated and anonymous. It includes the number of visitors to our Services, the websites that referred them to our Services, the pages they visited on our Services, what time of day they visited our Services, whether they have visited our Services before, and other similar information. We use this information to help operate our Services more efficiently, to gather broad demographic information and to monitor the level of activity on our Services.

We also use optional cookies activated upon consent like Google Analytics (see our Third-Party Service Providers).

Some browsers can block cookies through your browser settings. Blocking cookies may affect the way our Websites works on your device. You can set up your browser to disable cookies at any time. For instructions on how to disable cookies, please visit the links below:

Online Communications

Our Websites allows you to submit information to us through a form. We use the personal information you provide only to address your question or inquiry.

We also send e-mails to the people in our contact database regarding updates to our services or practices.  Our e-mails contain opt-out features and instructions on how to unsubscribe.  You can also send us an email to info@robosafety.ca to be removed from our contact list.  You acknowledge that in some cases, we will need to authenticate you before processing the request.

Electronic Marketing Communications

We may send you information about our products and services that we think might interest you. Unless we already have a business relationship with you, or you have offered your contact information to us (i.e. your business card), we will always ask for your consent to receive sales and marketing information before sending you any communications.

You have the ability to withdraw your consent and opt-out of our sales and marketing communications at any time. If you wish to do so, please contact our Privacy Officer at info@robosafety.ca or select the unsubscribe link in an e-mail that you receive. If you choose to unsubscribe and request that you be placed on a “do not contact” list, you acknowledge and agree that we will retain your information on our “do not contact” list.

 

Third Party Links

Our Websites contains links to other websites. Those other websites may also collect your personal information. We are not responsible for how those other websites collect, use or disclose your personal information. We strongly encourage you to review their privacy policies before providing them with your personal information.\

Do Not Track Signals

As there is not yet a common understanding of how to interpret Do Not Track (“DNT”) signals, we do not currently respond to such browser DNT signals.

 

Our Third-Party Service Providers

 

To the extent we engage third-party service providers, we try to ensure that those providers maintain comparable privacy protections and practices if they process your personal information. 

We encourage you to read and review their privacy policies available through the links above.  For more information on the service providers we engage, please contact our Privacy Officer at info@robosafety.ca

 AUTOMATED DECISION MAKING

 We do not use systems that make autonomous decisions with your Personal Information.

YOUR CONSENT

 We will obtain your express consent to collect, use and disclose your personal information wherever possible and where required by law. If you provide personal information directly to us, we assume you consented to the processing of your information for the reason you provided your information. This applies where you have signed up as a Customer, agreed to our Terms, or an authorized representative has done so on your behalf. 

We do not collect, use or disclose personal information without consent unless authorized or required by law to do so, such as in the following circumstances:

  • when the information is publicly available, such as in public directories, registries or published information;

  • if we are required to disclose personal information to a lawful authority;

  • in an emergency that threatens someone’s life, health or personal security;

  • for security reasons; or

  • as otherwise authorized by law.

We obtain electronic or oral consent from those who subscribe to our Websites or who express an interest in receiving communications from us.

YOUR RIGHTS TO THE PERSONAL INFORMATION WE POSSES ABOUT YOU

 Our Company would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete information you believe is incomplete.

The right to erasure – You have the right to request that Our Company erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Our Company’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Our Company transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at the address located below. You acknowledge and agree that by contacting GenesisLink to exercise any of these rights, you consent to the collection by GenesisLink of certain Personal Information for the purposes of verifying your identity.

SECURITY AND ACCURACY

We protect personal information in our files from loss, misuse, unauthorized access, and alteration using technical, physical and administrative methods.  We frequently monitor our systems to ensure we have implemented up-to-date and effective security measures. Only authorized employees who have undergone specific training related to the handling and storage of Personal Information with a need-to-know and authorized back-end access to the website and RoboSafety Software have access to your Personal Information. Access is only provided upon an employee or sub-contractor obtaining approval from a director of GenesisLink. We ensure that all our employees and/or sub-contractors have entered into agreements related to the protection and security of your Personal Information containing terms no less restrictive than the terms outlined in this Privacy Policy.

As the RoboSafety Software and Beta Services are currently in the pre-commercial stage of development, GenesisLink is in the process of establishing robust security systems to ensure the protection of Personal Information, which will include, but not be limited to, the implementation of:

  • encryption protocols both during transmission and at rest;

  • multi-factor authentication;

  • data loss prevention;

  • security audits;

  • regular penetration testing;

  • training programs for employees;

  • access control policies;

  • disaster recovery policies; and

  • incident management and response policies.

However, you acknowledge that, due to the pre-commercial nature of the Beta Services, the above-listed features may not be implemented when you Register for an Account or otherwise access and use the Beta Services, and such Beta Services may not be entirely secure.  By sharing your personal information with us, your personal information may be at risk if someone breaches our systems.  In such cases, we will notify you as soon as is feasible if it is reasonable to believe that the breach created a real risk of significant harm to you.

We try to ensure that personal information we have on file is accurate.  We encourage you to contact us to update your personal information where you are aware our records are incorrect.

For more information on our security measures or records, please contact us at info@robosafety.ca

 

 CONTACT US

If you would like to review or correct your personal information we have on file, or have any other concerns regarding your privacy rights, please send a written request to:

Privacy Officer
Mohsen Iranpour

info@robosafety.ca

We will respond within 30 days. If more time is required we will advise you, and provide the reasons.

You acknowledge that when you request to exercise your privacy rights, you are consenting to our collection of your basic contact information so that we can authenticate you and communicate with you regarding your request.

CHALLENGING COMPLIANCE

GenesisLink will respond to questions we receive about this Policy and our legal compliance. We will investigate all challenges and attempt to resolve all complaints. If you feel we have not met our legal obligations under this Policy or applicable laws, please contact our Privacy Officer at info@robosafety.ca Following our investigation, we will decide whether to update our policies and practices as necessary.

If you are unsatisfied with our responses, you may at anytime consult the relevant government privacy office based in your province, state or country.

In Canada you may contact:

UPDATES

We review and revise this Policy regularly.  We reserve the right to change our Policy at any time by posting a new Policy on our Websites.

This Policy was last updated on 19/03/2024.

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