Privacy Policy

Orchelix AI Consulting Inc. ("Orchelix", "we", "us", or "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or use our services, in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

By using our website or services, you consent to the practices described in this policy.

1. Who We Are

Orchelix AI Consulting Inc. is incorporated in Ontario, Canada. Our principal place of business is in the Greater Toronto Area, Ontario.

Privacy Officer: Jorge Quinonez
Contact: privacy@orchelix.com

2. Information We Collect

We collect information you provide directly, including:

• Contact and booking information — name, email address, company name, phone number when you book a demo or contact us.
• Chat and conversation data — messages you send to Esmi, our AI receptionist, including appointment requests and service inquiries.
• Usage data — pages visited, referring URLs, browser type, IP address, and general geographic location (city/region level).

We do not collect sensitive personal information (health data, financial account numbers, government IDs) unless explicitly required for a specific service and with your express consent.

3. How We Use Your Information

We use collected information to:

• Schedule and conduct sales demonstrations and consultations
• Provide and improve our AI agent services
• Send transactional communications (appointment confirmations, service updates)
• Respond to inquiries and provide customer support
• Analyze website usage to improve user experience
• Comply with legal obligations

We do not sell your personal information to third parties.

4. Legal Basis for Processing

Under PIPEDA, we rely on your implied or express consent as our lawful basis for collecting and using personal information. You may withdraw consent at any time by contacting us, subject to legal and contractual restrictions.

5. Data Sharing and Disclosure

We may share your information with:

• Service providers — third-party tools used to operate our services (e.g., scheduling software, cloud infrastructure, AI model providers). These parties are contractually bound to protect your data.
• Legal requirements — when required by law, court order, or government authority.

Our current sub-processors include:

• Vercel Inc. — website hosting and edge functions (United States)
• OpenAI, LLC — AI language model inference (United States)
• Railway Corp. — backend API hosting (United States)
• Cal.com, Inc. — appointment scheduling (United States)

Each sub-processor is bound by a data processing agreement and GDPR/PIPEDA-compatible contractual obligations. An updated list is available upon request.

6. Data Retention

We retain personal information only as long as necessary for the purposes outlined in this policy, or as required by law. Chat conversation data is retained for 90 days by default. Client contract data is retained for 7 years per Canadian accounting regulations.

7. Data Residency

By default, data processed through our AI services may be processed on servers located in the United States or Canada. Canadian data residency is available upon request for enterprise clients. Please contact us to discuss your requirements.

8. Security

We implement industry-standard technical and organizational measures to protect your personal information, including encryption in transit (TLS), access controls, and regular security reviews. We are pursuing SOC 2 Type II certification, expected Q4 2026.

9. Your Rights

Under PIPEDA, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Withdraw consent for certain uses
• File a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact our Privacy Officer at privacy@orchelix.com.

10. Cookies and Tracking

We use essential cookies required for site functionality and, with your consent, analytics cookies to understand how visitors use our site. You may control cookie preferences through your browser settings.

11. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated via email (for clients) or prominent notice on this page. Continued use of our services constitutes acceptance of the revised policy.

13. Contact Us

For privacy-related questions or to exercise your rights:
Orchelix AI Consulting Inc.
Privacy Officer: Jorge Quinonez
Email: privacy@orchelix.com
Address: Greater Toronto Area, Ontario, Canada

You also have the right to contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.