Privacy Policy

1. Identity of the organisation

This Privacy Policy describes the personal information handling practices of RoboFlux Inc. ("RoboFlux," "we," "us," or "our"), a corporation incorporated in Ontario, Canada. Our registered office is at 89 Niagara Street, Suite 105, Toronto, ON M5V 1C3, Canada. Business Number: 713625849 RC0001.

RoboFlux provides professional robotics engineering and automation-flow services to business clients. This policy applies to personal information collected through the website roboflux.pro, through our contact and enquiry channels, and in the course of delivering professional services where individuals are identified.

Privacy contact: [email protected]
General contact: [email protected]
Telephone: +1 (416) 508-3172

2. Accountability

RoboFlux is responsible for personal information under its control. We have designated accountability for privacy compliance to our Managing Director, reachable at [email protected]. We maintain internal practices and procedures to give effect to the principles set out in the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

When we engage third-party service providers who process personal information on our behalf, we require contractual commitments that personal information will be protected in a manner consistent with this policy and PIPEDA. We remain accountable for personal information processed by such providers, subject to the provider's demonstration that the information was processed outside our instructions.

3. Purposes for collection, use, and disclosure

We collect and use personal information only for purposes that a reasonable person would consider appropriate in the circumstances. Our primary purposes include:

• Responding to enquiries: When you submit our contact form, email us, or call our office, we collect your name, email address, telephone number (if provided), company name (if provided), and message content to respond to your request and maintain a record of our communication.
• Delivering professional services: When you engage RoboFlux for robotics integration, systems integration, or related engineering work, we collect contact details and professional information for project management, contracting, invoicing, site access coordination, and technical communication.
• Website operation: We use strictly necessary cookies and, with your consent, optional analytics cookies to operate and improve roboflux.pro. See our Cookie Policy for details.
• Legal and regulatory compliance: We may process personal information to comply with applicable laws, respond to lawful requests from authorities, enforce our Terms of Service, and protect the rights, property, and safety of RoboFlux, our clients, and others.
• Internal administration: Maintaining business records, quality assurance, and internal reporting related to our engineering practice.

We do not collect personal information for the purpose of surveillance of individuals. We do not build or deploy systems intended to monitor, track, or identify people for surveillance purposes. Our computer vision engineering serves industrial process needs — defect detection, navigation, pick-point estimation — not biometric identification or behavioural monitoring of workers.

4. Consent

We obtain meaningful consent before collecting, using, or disclosing personal information, except where permitted or required by law. For contact form submissions, consent is obtained through an explicit, unchecked checkbox confirming that you agree to our collection and use of your information to respond to your enquiry in accordance with this policy.

Consent may be express (e.g., checking a box, signing a contract) or implied (e.g., providing your business card at a trade event with the reasonable expectation we will follow up). You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit our ability to provide services or respond to enquiries.

For optional analytics cookies, consent is obtained through our cookie banner before non-essential cookies are placed. You may change your preferences at any time via the cookie controls described in our Cookie Policy.

For professional services engagements, data handling terms are defined in project contracts or data processing addenda that specify what client data we access, how long we retain it, and when it is returned or destroyed.

5. Limiting collection

We collect only the personal information necessary for the identified purposes. Our contact form requests name, email, subject selection, and message — fields we need to respond meaningfully. We do not request government identification numbers, financial account details, or other sensitive categories through the public website.

During professional engagements, we access client production data — which may include imagery, sensor logs, or telemetry — only to the extent required for the scoped engineering work and only with client authorisation.

6. Limiting use, disclosure, and retention

We do not use or disclose personal information for purposes other than those for which it was collected, except with your consent or as required by law. We do not sell, rent, or trade personal information to third parties for marketing purposes.

Personal information may be disclosed to:

• Service providers who assist with hosting, email delivery, analytics (with consent), and internal business tools — under contractual confidentiality and data protection obligations;
• Professional advisors (lawyers, accountants) bound by confidentiality;
• Law enforcement or regulatory bodies when required by law or legal process;
• Successors in the event of a merger, acquisition, or sale of assets, with notice to affected individuals where required.

Retention periods:

• Contact form enquiries: retained for up to twenty-four (24) months from last communication, then securely deleted unless an engagement proceeds;
• Client project records: retained for the duration of the engagement plus seven (7) years for contractual, tax, and professional liability purposes, unless a shorter period is agreed in writing;
• Cookie consent records: retained for six (6) months, consistent with our cookie banner;
• Analytics data (if consented): aggregated retention per vendor policy, typically thirteen (13) months maximum.

When personal information is no longer needed, we securely destroy, anonymise, or return it in accordance with our retention schedule.

7. Accuracy

We take reasonable steps to ensure personal information is as accurate, complete, and up-to-date as necessary for the purposes for which it is used. You may request correction of inaccurate information by contacting [email protected]. We will respond within thirty (30) days.

8. Safeguards

We protect personal information with security safeguards appropriate to its sensitivity. Measures include:

• Hosting infrastructure located in Canada with access controls;
• Encrypted transmission (TLS/HTTPS) for website communications;
• Restricted internal access on a need-to-know basis;
• Secure disposal procedures for retired hardware and deleted records;
• Contractual security requirements for sub-processors.

No method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of any credentials we issue for project collaboration portals.

9. Openness

We make information about our privacy practices readily available through this policy, our Cookie Policy, and our Legal imprint. Questions about our practices may be directed to [email protected].

10. Individual access

You have the right to request access to personal information we hold about you and to challenge its accuracy and completeness. To make an access request:

• Email [email protected] with sufficient detail to identify yourself and the information requested;
• We will respond within thirty (30) days, subject to permitted extensions where requests are complex;
• We may charge a reasonable fee for transcription, copying, or delivery where permitted by law;
• We may refuse access where permitted by PIPEDA — for example, where disclosure would reveal confidential commercial information of another party or threaten life or security. We will explain any refusal in writing.

11. Challenging compliance

If you believe RoboFlux has not handled your personal information in accordance with this policy or PIPEDA, contact us first at [email protected]. We will investigate complaints and respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (OPC):

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca

12. Client data and project information

During robotics integration and systems-integration engagements, RoboFlux may access, process, or temporarily store client production data including camera imagery, sensor logs, PLC exports, ROS bag files, and facility layout information. This data is:

• Accessed only for the scoped engineering purposes defined in the project contract;
• Stored on systems approved by the client or on RoboFlux infrastructure in Canada, as agreed;
• Not used to train general-purpose models for other clients without explicit written consent;
• Returned or destroyed at project completion per the data processing terms in the contract;
• Not disclosed to third parties except sub-processors bound by confidentiality and only where necessary for delivery.

Clients remain the data controller for production data originating on their premises. RoboFlux acts as a processor or service provider with respect to such data, handling it only under client instruction and contract terms.

13. No surveillance

RoboFlux explicitly does not engage in surveillance of individuals. We do not design, integrate, or support systems for facial recognition of workers, behavioural tracking, biometric monitoring, or any form of individual surveillance. Our computer vision and sensor fusion engineering is limited to industrial and logistical process requirements. If a prospective engagement's primary purpose involves surveillance, we will decline.

14. Cookies and similar technologies

roboflux.pro uses cookies and similar technologies as described in our Cookie Policy. Strictly necessary cookies operate without consent. Analytics cookies are placed only after you provide consent through our cookie banner. You may withdraw consent at any time.

15. Sub-processors

We use the following categories of sub-processors who may handle personal information on our behalf:

• Web hosting: Canadian hosting provider for roboflux.pro infrastructure;
• Email delivery: Transactional email for contact form routing;
• Analytics (optional, with consent): Privacy-oriented analytics provider processing aggregated visit data.

A current list of named sub-processors is available on request to [email protected]. We notify clients of material changes to sub-processors where required by contract.

16. International transfers

RoboFlux hosts its website and primary business systems in Canada. Where a sub-processor operates outside Canada, we ensure contractual protections consistent with PIPEDA requirements before transferring personal information. Client production data is not transferred internationally without explicit agreement.

17. Children's privacy

roboflux.pro and RoboFlux services are directed at business professionals. We do not knowingly collect personal information from individuals under eighteen (18) years of age. If you believe we have inadvertently collected such information, contact [email protected] and we will delete it promptly.

18. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. Material changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

19. Changelog

• 14 July 2026: Initial publication of Privacy Policy for roboflux.pro launch.

© 2026 RoboFlux Inc. · Last updated 14 July 2026