PIPEDA

Privacy Policy

Last updated: 14 July 2026

RoboStream Inc. ("RoboStream", "we", "us") respects your privacy and is committed to protecting personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Alberta privacy legislation. This Policy explains what we collect, why we collect it, how we use and disclose it, and the choices available to you.

1. Organization identity & accountability

Data controller: RoboStream Inc., 825 11 Avenue SW, Suite 105, Calgary, Alberta T2R 0E4, Canada. Business Number: 836194207 RC0001.

We have designated a Privacy Officer accountable for compliance with this Policy. Contact: [email protected] or write to the address above, Attention: Privacy Officer.

We maintain internal practices to give effect to PIPEDA's fair information principles: accountability, identifying purposes, consent, limiting collection, limiting use and disclosure, accuracy, safeguards, openness, individual access, and challenging compliance.

2. Scope

This Policy applies to personal information collected through:

the website robostream.life (the "Site");
contact and enquiry forms submitted via the Site;
email, phone and in-person communications relating to our robotics-AI engineering services;
discovery, consulting, integration and retainer engagements with client organizations.

It does not apply to third-party websites linked from the Site. Client operational data, site telemetry and robot sensor recordings processed under engineering contracts are governed by project agreements in addition to this Policy.

3. What personal information we collect

3.1 Website visitors

When you visit the Site, we may collect technical information such as IP address, browser type, device type, referring URL, pages viewed and approximate geographic region derived from IP. If you use our cookie consent tool, we store your consent preferences locally and in a cookie for up to six months.

3.2 Enquiry forms

When you submit a contact form, we collect the information you provide: name, email address, optional phone number, optional organization name, enquiry type, message content, and your PIPEDA consent confirmation.

3.3 Client engagements

During robotics-AI consulting and integration projects, we may collect business contact details, role information, site access records, communication logs, and — where necessary for perception pipeline work — operational telemetry under written agreements. We minimize collection to what is reasonably required for the stated purpose.

4. Purposes of collection & legal bases

We collect and use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:

Responding to enquiries: to read, route and reply to pipeline review, engagement and general inquiries.
Delivering services: to perform discovery, architecture, integration, telemetry review and related robotics engineering work under contract.
Site operation & security: to maintain the Site, diagnose technical issues and protect against abuse.
Analytics (with consent): to understand aggregate Site usage and improve content — only if you opt in via our cookie banner.
Legal compliance: to meet record-keeping, tax and regulatory obligations where applicable.

We rely on express consent for contact form submissions (via the consent checkbox) and for non-essential cookies. Implied consent may apply to limited technical data strictly necessary to deliver a page you request. You may withdraw consent subject to legal or contractual restrictions.

5. Client, site & operational data

RoboStream's engineering work may involve access to client site layouts, sensor configurations, LiDAR and vision calibration data, fleet telemetry and simulation artefacts. Such data is:

collected only with client authorization and defined scope;
used for pipeline design, sync tuning, fusion validation, functional-safety-aware testing and deliverables specified in the contract;
not sold to third parties;
protected by confidentiality terms in project agreements.

Where personal information of client employees appears incidentally in telemetry (for example, incidental capture in vision streams), we work with clients to minimize, anonymize or exclude such data in accordance with project agreements and applicable law.

6. Use & disclosure

We do not sell your personal information. We may disclose information:

to service providers who assist with hosting, email delivery, analytics (if consented) or secure storage — under contracts requiring appropriate safeguards;
to professional advisers bound by confidentiality;
where required by law, court order or governmental authority;
in connection with a corporate transaction, with notice where practicable.

Form submissions are emailed to our enquiry handling mailbox and processed by authorized RoboStream staff.

7. Cross-border processing & sub-processors

We prefer Canadian hosting where practicable. Some sub-processors (for example, cloud infrastructure, analytics or AI tooling used in client projects) may process data in Canada, the United States or other jurisdictions. When information crosses borders, it may be subject to lawful access by foreign authorities. We evaluate vendors for security practices and use contractual protections where available. Details of sub-processors relevant to your engagement are available on request.

For client projects involving perception pipeline development, sub-processors may include cloud GPU providers, object-storage services for telemetry archives, email delivery services for enquiry handling, and — where explicitly scoped — third-party simulation or labelling tools. We document material sub-processors in statements of work when they handle personal information or identifiable operational data. Transfers to the United States or other countries are made only where necessary for service delivery and subject to safeguards reasonable in the circumstances, which may include standard contractual clauses, vendor security assessments and data-minimization practices.

We do not authorize sub-processors to use client personal information for their own marketing purposes. If we become aware of a sub-processor privacy incident affecting your information, we will notify affected clients without undue delay where required by contract or law.

8. Retention

Enquiry records are retained for up to twenty-four months unless a longer period is needed to establish an ongoing client relationship or as required by law. Client project records are retained per contract terms and legitimate business needs (typically three to seven years for engineering documentation). Cookie consent records are retained for six months, after which the banner may reappear. When information is no longer required, we delete or anonymize it using reasonable measures.

9. Security safeguards

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information, including HTTPS transport, access controls for enquiry mailboxes, least-privilege access for project data, and staff confidentiality obligations. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

10. Complaints & dispute resolution

We take privacy complaints seriously. If you have a concern about how we handle personal information, contact our Privacy Officer first at [email protected]. Please include sufficient detail for us to identify the issue and your contact information. We will acknowledge receipt within five business days and aim to resolve straightforward matters within thirty days.

Where a complaint relates to client project data, resolution may require coordination with your organization's designated contact under the relevant statement of work. We will not disclose one client's information to another party without authorization.

11. Your rights under PIPEDA

Subject to limited exceptions, you have the right to:

request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
withdraw consent where processing is consent-based, understanding that withdrawal may limit our ability to respond or provide services;
challenge our compliance with PIPEDA by contacting our Privacy Officer.

We will respond to access requests within thirty days in most cases, or notify you if an extension is required. We may verify your identity before releasing information.

12. Cookies & similar technologies

We use strictly necessary cookies for basic Site function and consent storage. Analytics and preference cookies are used only with your consent. See our Cookie Policy for categories, durations and opt-out instructions.

13. Children

Our Site and services are directed to business and engineering professionals. We do not knowingly collect personal information from individuals under sixteen without appropriate consent.

14. Office of the Privacy Commissioner

If you believe we have not addressed your privacy concern adequately, you may contact the Office of the Privacy Commissioner of Canada:

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

Alberta residents may also contact the Office of the Information and Privacy Commissioner of Alberta for matters within provincial jurisdiction.

15. Changes to this Policy

We may update this Policy to reflect legal, technical or business changes. The "Last updated" date at the top will change accordingly. Material changes will be noted on the Site where practicable.

16. Contact

Privacy Officer, RoboStream Inc.
825 11 Avenue SW, Suite 105, Calgary, AB T2R 0E4, Canada
Email: [email protected]
Phone: +1 (403) 681-4928