Welcome to BuilderChat, an AI-powered chat, custom development, and consulting service provided by BuilderChat AI Inc., registered in Alberta, Canada. We value your privacy and are committed to protecting your information. This Privacy Policy explains how we collect, use, and safeguard data when you use our services, including AI chat agents, websites (www.builderchat.ca, www.builderchat.us), or related offerings (collectively, the “Services”). By using our Services, you agree to this Privacy Policy and our Terms of Service. If you have questions, contact us at info@builderchat.ca.

1. Scope and Application

1.1

This policy applies to all users of the Services, including website visitors, clients, and their website visitors interacting with our AI chat agents.

Our business clients are responsible for providing appropriate privacy notices and obtaining any required consents from their website visitors who interact with BuilderChat on their sites.

1.2

Third-party services (e.g., payment processors, infrastructure providers) may collect data under their own privacy policies, which we encourage you to review.

1.3 Client Responsibilities

When BuilderChat provides chat services on behalf of business clients, those clients act as the data controller (or equivalent under applicable law) for personal information collected from their website visitors. BuilderChat processes such information as a service provider or data processor on the client’s instructions.

Business clients using BuilderChat are responsible for:

• Providing their website visitors with clear and accurate privacy notices that disclose the use of AI-powered chat tools and third-party data processing
• Obtaining any consents required under applicable privacy laws before collecting personal information through BuilderChat-powered chat agents
• Determining what categories of personal information are appropriate to collect through chat interfaces
• Ensuring their own data handling practices comply with applicable privacy laws in their jurisdiction

BuilderChat provides guidance to clients on recommended privacy disclosures but is not responsible for the content or adequacy of client privacy notices.

2. Information We Collect

BuilderChat is designed to minimize the collection, processing, and retention of personal information. We collect only the data necessary to provide and improve our Services. Where personal information is not required, we use anonymized or de-identified data. Categories of data include:

2.1 AI Chat Interactions

• Chat interactions with our AI chat agents, including message content and, where provided, personal information such as names, contact details, and project information entered by end users.
• Certain personal information submitted through chats is stored only in encrypted form in our databases. It is decrypted only transiently when an authorized user accesses it through their dashboard.
• We aim to minimize the personal information we process and, where feasible, redact or anonymize sensitive information.

2.2 Website Usage

• Usage Data: Pages visited, time spent, links clicked.
• Device Information: IP address, browser type, operating system.
• Cookies: We use cookies and similar technologies to enhance your experience (see Section 3).

2.3 Client-Provided Data

• Contact details (e.g., email, phone) if you sign up or contact us.
• Data provided for integrations (e.g., CRM settings) or custom development.

2.4 Feedback

Voluntary feedback or survey responses to improve our Services.

2.5 Third-Party Data

We may receive data from partners (e.g., analytics providers) to enhance our Services, but only in anonymized or aggregated form unless specified.

2.6 Restrictions on Sensitive Information

Our chat interfaces are not designed to securely collect, process, or store highly sensitive categories of personal information. Users interacting with BuilderChat-powered chat agents are advised not to submit:

• Government-issued identification numbers (e.g., Social Insurance Numbers, Social Security Numbers, passport numbers)
• Financial account numbers, credit card numbers, or banking credentials
• Health or medical information
• Passwords, authentication credentials, or security codes
• Any other information that, if disclosed, could result in significant harm to the individual

BuilderChat is not liable for the security of sensitive information voluntarily submitted through chat interfaces in contravention of this guidance.

3. Cookies and Tracking Technologies

3.1 Purpose

We use cookies to improve website functionality, analyze usage, and personalize content. Cookies may include:

• Essential Cookies: Enable core website functions.
• Analytics Cookies: Track usage patterns (e.g., Google Analytics).
• Marketing Cookies: Support personalized content based on your interests.

3.2 Consent

When you visit our website, we display a cookie banner allowing you to accept or manage preferences. You can adjust settings or opt out of non-essential cookies at any time. Continued use after declining non-essential cookies implies consent to essential cookies only.

3.3 Third-Party Cookies

Partners (e.g., analytics or marketing providers) may set cookies. Their privacy policies govern their use.

3.4 Do Not Track

We honor “Do Not Track” browser settings for non-essential tracking.

4. How We Use Your Information

We use data solely to:

• Operate and improve our AI chat agents, including by analyzing anonymized interaction data to optimize service performance and plan improvements. BuilderChat does not use interaction data to train AI models.
• Analyze usage trends to enhance service quality and performance.
• Troubleshoot and maintain system accuracy.
• Communicate with clients (e.g., respond to inquiries, send service updates).
• Personalize website content (if you consent to marketing cookies).
• Comply with legal obligations (e.g., tax reporting).

We do not use data to identify individuals unless required for the Services or authorized by you.

4.1 Limited Access by BuilderChat Personnel

Authorized BuilderChat employees and contractors may access client accounts, dashboards, and chat transcripts on a limited basis for technical support, troubleshooting, and service validation. Such access is role-based, logged where feasible, and subject to confidentiality safeguards.

4A. Artificial Intelligence Processing

4A.1 Use of Third-Party AI Models

BuilderChat uses artificial intelligence models provided by third-party providers to process and respond to user inputs submitted through our AI chat agents. These models are accessed via provider APIs and are used solely for generating real-time responses to chat interactions. BuilderChat does not fine-tune, retrain, or otherwise use submitted data to modify AI models.

4A.2 Data Handling by AI Providers

We configure our AI provider accounts to disable the use of submitted data for model training purposes where such controls are available. However, users should be aware of the following:

• AI providers may retain data submitted through their APIs for a limited period for abuse monitoring, safety compliance, and operational purposes, even when training is disabled.
• Retention periods may be extended in cases involving suspected misuse, safety reviews, or legal obligations.
• AI providers may be required to disclose data in response to valid legal process, including subpoenas, court orders, or warrants. BuilderChat does not control and cannot prevent such disclosures.
• Data handling by AI providers is governed by their applicable terms, policies, and account-level configurations.

4A.3 Use of Anonymized Chat Data

BuilderChat may use anonymized and de-identified chat interaction data for service performance optimization, analytics, and business planning. This data is not used to train AI models and is processed in a manner intended to prevent the identification of individuals.

5. Data Sharing and Third Parties

5.1 No Sale of Data

We do not sell or share personal data for commercial purposes beyond service delivery.

5.2 Service Providers and Sub-Processors

We share data with third-party service providers solely to the extent necessary to deliver the Services. These may include payment processors (for clients only), hosting and infrastructure providers, and AI model providers (see Section 4A).

We select providers with strong data protection practices and, where available, enter into data processing agreements governing their handling of personal information.

A summary of our key sub-processors and their roles is available upon request by contacting info@builderchat.ca.

5.3 Integrations

If you use third-party integrations (e.g., CRMs), data may be shared per your instructions. Their privacy policies apply.

5.4 Legal Requirements and Third-Party Disclosures

BuilderChat may disclose personal information if required by law, court order, or legal process, or to protect the rights, safety, or property of BuilderChat, its clients, or the public.

Our third-party service providers, including AI model providers, may independently be required to retain or disclose data in response to valid legal process issued by competent authorities in their respective jurisdictions. There may be circumstances where such disclosure occurs without BuilderChat’s knowledge.

BuilderChat cannot prevent, control, or assume liability for lawful data disclosures made by its third-party service providers in response to compulsory legal process.

5.5 Anonymized Data

We may share aggregated, non-identifiable data (e.g., usage trends) with partners for research or analytics.

6. Chat Data Storage and Encryption

6.1 Chat Data

AI chat interactions are stored only to the extent necessary to provide the Services. Chat data is stored in encrypted form in our databases and is decrypted only when an authorized user accesses it through their dashboard.

We retain encrypted chat data for no longer than necessary, after which it is deleted or irreversibly anonymized, subject to any longer retention required by client instructions or by law.

6.1A Data Retention by Third-Party Providers

Personal information submitted through chat interfaces is transiently processed by our third-party AI providers. These providers may retain data for limited periods in accordance with their own policies and applicable legal obligations. Retention periods are subject to change and may be extended in cases involving safety reviews or legal requirements.

BuilderChat does not control the retention practices of its AI providers beyond available account-level configurations. For specific retention periods, please contact us or refer to the providers’ own documentation.

6.2 Other Data

• Client contact details are retained for the duration of our relationship or as required by law.
• Analytics and feedback data are retained in anonymized form for up to 2 years.

6.3 Deletion

You may request deletion of your data (see Section 8). We will comply unless required to retain it by law.

7. Data Security

7.1

We use industry-standard measures (e.g., encryption, access controls) to protect your data from unauthorized access, loss, or disclosure, including encryption of chat data at rest and in transit and limitations on which personnel can access decrypted information.

7.2

In case of a data breach, we will notify affected users promptly (within 72 hours where required by applicable law) and take steps to mitigate harm.

8. Your Rights

8.1

Depending on your location, you may have rights under PIPEDA, GDPR, CCPA, or other laws, including:

• Access: Request a copy of your data.
• Correction: Correct inaccurate data.
• Deletion: Request deletion of your data.
• Portability: Receive your data in a structured format.
• Objection: Object to data processing (e.g., for marketing).
• Restriction: Limit how we use your data.

8.2

To exercise these rights, contact us at info@builderchat.ca. We will respond within 30 days (or as required by law).

8.3

Complaints: You may lodge a complaint with a data protection authority (e.g., Office of the Privacy Commissioner of Canada).

9. International Data Transfers

9.1

BuilderChat’s application infrastructure is hosted in the United States. When chat interactions are processed through our third-party AI providers, data may be transmitted to and processed in the United States or other jurisdictions where those providers maintain facilities.

If you are located outside the United States, your data may be transferred to the US for processing. We take steps to ensure such transfers comply with applicable privacy laws, including PIPEDA and, where applicable, GDPR.

9.2

Contact us for details on specific safeguards applied to international data transfers.

10. AI Limitations

10.1

Our AI chat agents aim to provide accurate responses but may generate errors, outdated information, or inaccuracies.

10.2

We are not liable for decisions or actions based on AI responses. Always verify critical information independently.

10.3

BuilderChat does not use chat interactions to train AI models. Anonymized interaction data may be used for service optimization and analytics as described in Section 4. For information on how third-party AI providers handle data, see Section 4A.

11. Third-Party Integrations

11.1

Our Services may integrate with third parties (e.g., payment processors, CRM platforms). Their privacy policies govern their data practices.

11.2

We select partners with strong data protection standards but are not liable for their actions.

12. Children’s Privacy

12.1

Our Services are not intended for children. We do not knowingly collect data from minors.

12.2

If we learn of data from a child, we will delete it promptly. Contact us if you believe we have such data.

13. Updates to This Policy

13.1

We may update this policy to reflect changes in our Services or laws. Updates will be posted at builderchat.ca/privacy-policy with a revised “Last Updated” date.

13.2

We will notify clients of material changes via email or website notice. Continued use after updates constitutes acceptance.

14. Contact Us

For questions, concerns, or to exercise your rights, contact us at: