01Who we are
This policy is published by AI Strategists ("we," "us," or "our"), operating from Calgary, Alberta, Canada. We provide applied AI, governance, and related services to small and medium businesses. AI Strategists is part of a group of Alberta-incorporated firms that includes ByteBak IT & C and Sofi HOMES LLC; each entity maintains its own privacy program.
For the purposes of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA), we act as the data controller for the personal information we collect through this website and through our engagements.
02What we collect
Information you give us directly
- Contact submissions — name, business email, company name, team size, and anything you write in the message field when you submit our contact form.
- Engagement records — names, roles, business email addresses, and business-context information (workflows, documents, systems) shared by you or your team during an active engagement.
- Correspondence — emails, call notes, and meeting recordings created with your consent.
Information collected automatically
- Server logs — IP address, user agent, timestamp, and requested URL. Retained up to 30 days for security and diagnostic purposes.
- Analytics — aggregated, privacy-preserving metrics (page views, referrer category, approximate region) used to understand site performance. We do not use advertising cookies or cross-site trackers.
What we don't collect
- We do not process sensitive personal information (health, biometric, or financial account data) through this website.
- We do not purchase lists of contacts or enrich your information with third-party data brokers.
- We do not use your content or engagement data to train general-purpose AI models.
03How we use it
We use personal information for these purposes only:
- To respond to your inquiry and, if you ask us to, schedule a discovery call.
- To deliver the services you've engaged us for, including the AI assistants, applications, and workflows we build.
- To meet our legal and regulatory obligations (e.g., tax records, contracts, ISO-aligned audit evidence).
- To improve our website and services on the basis of aggregated, non-identifying metrics.
- To send occasional operational updates about engagements you've signed with us. We do not send unsolicited marketing email.
We rely on the following legal bases under PIPEDA and Alberta PIPA: your consent (explicit for the contact form; implied when continuing an engagement you've signed), contractual necessity (to perform work you've asked us to perform), and legitimate interests (basic security logging and service improvement, where these don't override your privacy rights).
04Who we share it with
We do not sell personal information. We share it only with:
- Service providers we use to run our business — for example, email hosting, cloud infrastructure (Microsoft 365 and Google Cloud), video conferencing, and payment processors. Each is bound by a written data-processing agreement and is vetted against our ISO 27001-aligned supplier standards.
- Affiliated firms (ByteBak IT & C, Sofi HOMES LLC) when an engagement expressly requires collaboration across entities, and only under written confidentiality terms.
- Authorities, if we are legally required to disclose information under Canadian law, and only to the minimum extent required.
We publish a current list of sub-processors on request — email privacy@aistrategists.ca.
05International transfers
We prefer Canadian-hosted infrastructure wherever practicable. When personal information is processed outside Canada — for example, on Microsoft 365 or Google Cloud regions in the United States — we rely on the provider's contractual and technical safeguards, including data-processing agreements, encryption in transit and at rest, and access controls consistent with our ISO 27001 framework.
We will tell you, before an engagement begins, which regions are expected to process your data. If a Canadian-only option is available and relevant to your risk profile, we'll offer it.
06How long we keep it
- Contact form submissions — up to 24 months from the last correspondence, then anonymized or deleted.
- Engagement records — duration of the engagement plus 7 years, to meet Alberta record-retention and audit requirements.
- Server logs — up to 30 days.
- Backups — rolling 90-day cycle; deletion requests propagate to backups within one cycle.
07Your rights
Under PIPEDA and Alberta PIPA, you have the right to:
- Access the personal information we hold about you, along with a general description of how it's used and who it's shared with.
- Correct information that is inaccurate or incomplete.
- Withdraw consent for future processing, subject to legal and contractual limitations we'll explain at the time.
- Request deletion where we are not required by law or contract to retain the data.
- Complain to the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.
To exercise any of these rights, email privacy@aistrategists.ca. We will respond within 30 days, or tell you why we need more time.
08Security
We maintain administrative, technical, and physical safeguards consistent with our ISO 27001-aligned Information Security Management System. Key controls include:
- Encryption of personal information in transit (TLS 1.2+) and at rest (AES-256 or provider-equivalent).
- Role-based access control with least-privilege defaults and quarterly access reviews.
- Multi-factor authentication on all administrative accounts.
- Endpoint protection, centralized logging, and defined incident-response procedures.
- Annual penetration testing and continuous vulnerability management.
If we ever identify a breach affecting your personal information, we will notify you and the applicable privacy commissioner within the timeframes required by PIPEDA and Alberta PIPA.
09Children
Our services are intended for business use. We do not knowingly collect personal information from individuals under the age of 14. If you believe a child has submitted personal information to us, please contact privacy@aistrategists.ca and we will delete it.
10Changes to this policy
We may update this policy to reflect changes in our services, our legal obligations, or our governance framework. Material changes will be announced on this page at least 30 days before taking effect, and we will update the "Effective date" above. For active engagements, we'll also notify the primary contact by email.
11Contact & complaints
If you have questions, concerns, or requests about this policy:
- Email: privacy@aistrategists.ca
- Mail: AI Strategists · Privacy Office · Calgary, Alberta, Canada
- Phone: (403) 890-7646
You can also contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada directly. We'd rather hear from you first — but we won't stand in the way.