Privacy
Privacy Policy
Synth Forge Studio Inc. (“Synth Forge”, “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 provincial privacy laws. This Privacy Policy explains what we collect, why we collect it, how we use and disclose it, and the choices available to you.
1. Who we are
Organization: Synth Forge Studio Inc.
Address: 171 East Liberty Street, Suite 300, Toronto, ON M6K 3P6, Canada
Email: [email protected]
General contact: [email protected]
Phone: +1 (416) 645-3820
Business Number: 80421 6739 RC0001
We operate synthforge.life and provide applied-AI consulting, generative-AI design and development services to client organizations. This policy covers personal information collected through our website, contact forms, email correspondence, discovery calls and client engagements unless a separate data processing agreement applies.
2. Privacy Officer
Our Privacy Officer is responsible for compliance with PIPEDA and for responding to access and correction requests. Contact the Privacy Officer at [email protected] or by mail at the address above, Attn: Privacy Officer.
3. What personal information we collect
Depending on how you interact with us, we may collect:
- Contact and identity information: name, job title, organization, email address, phone number, mailing address.
- Enquiry content: messages you submit through our contact form, including project descriptions and attachments you choose to send.
- Client engagement data: billing contacts, signed agreements, project communications, and technical data you provide for generative-AI or synthetic media work under contract.
- Website usage data: IP address, browser type, device information, pages visited, referral source, and approximate location derived from IP — collected via cookies and similar technologies when you consent (see our Cookie Policy).
- Marketing preferences: whether you opted in to receive updates, and records of consent.
We do not knowingly collect sensitive personal information through our public website contact form. If a client engagement requires processing of sensitive data, we address it under a separate agreement with explicit consent and data governance controls.
4. 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, including:
- Responding to enquiries and scheduling discovery conversations;
- Proposing, negotiating and delivering professional AI consulting and development services;
- Managing contracts, invoicing and account administration;
- Operating, securing and improving our website;
- Measuring site performance and campaign effectiveness where you have consented to analytics or marketing cookies;
- Complying with legal, regulatory and tax obligations;
- Protecting our rights and preventing fraud or abuse.
We will identify other purposes at the time of collection or obtain your consent before using your information for a new purpose, unless permitted or required by law.
5. Legal bases and consent
PIPEDA requires meaningful consent for the collection, use and disclosure of personal information. When you submit our contact form, you must tick the PIPEDA consent checkbox — it is not pre-selected. By ticking it, you consent to our using your details to respond to your enquiry as described in this policy.
For client work, consent is typically documented in statements of work, non-disclosure agreements and data processing terms. You may withdraw consent for marketing communications at any time by emailing [email protected]. Withdrawal may limit our ability to provide ongoing services where information is required by contract or law.
We may rely on implied consent for obvious purposes — for example, using your email to reply to a message you sent us — or on legal authority where applicable.
6. Cookies and similar technologies
Our website uses essential cookies required for security and basic operation, and optional analytics and marketing cookies when you accept them via our cookie banner. Cookie preferences are stored in your browser local storage for six months. Full details, including vendor names and opt-out instructions, are in our Cookie Policy.
7. Disclosure to third parties
We do not sell personal information. We may disclose information to:
- Service providers who assist with hosting, email delivery, analytics, advertising measurement, payment processing and professional services — bound by confidentiality and data protection terms;
- Subcontractors involved in client projects, only with client authorization where required;
- Legal or regulatory authorities when required by law or to protect rights and safety;
- Successors in the event of a merger or acquisition, with notice where required.
Some service providers may process data outside Canada (for example, United States cloud regions). When personal information crosses borders, it may be subject to foreign laws. We assess safeguards and disclose cross-border processing in client contracts where relevant.
8. Retention
We retain personal information only as long as necessary for the purposes described:
- Contact form enquiries: up to twenty-four months after last meaningful contact unless a client relationship continues;
- Client project records: duration of contract plus seven years for business and tax records unless a longer period is required;
- Marketing suppression lists: until you request removal or we retire the list;
- Server logs: typically ninety days unless needed for security investigation;
- Cookie consent records: six months in local storage, aligned with our cookie banner.
When information is no longer required, we securely delete or anonymize it.
9. Security safeguards
We implement administrative, technical and physical safeguards appropriate to the sensitivity of the information, including access controls, encrypted transport (HTTPS), least-privilege access for staff, and vendor due diligence. No method of transmission or storage is completely secure; we cannot guarantee absolute security.
Client project data and generative-AI training materials are handled under project-specific data governance rules. Report suspected breaches to [email protected].
10. Your rights under PIPEDA
Subject to legal exceptions, you have the right to:
- Access personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Withdraw consent where processing is consent-based;
- Challenge our compliance with PIPEDA.
Submit requests to [email protected]. We will respond within thirty days or explain if an extension is required. We may verify your identity before releasing information.
11. Complaints to the Office of the Privacy Commissioner of Canada
If you believe we have not handled your personal information appropriately, contact our Privacy Officer first so we can try to resolve your concern. You may also file a complaint with the Office of the Privacy Commissioner of Canada (OPC):
Website: priv.gc.ca
Toll-free: 1-800-282-1376
12. Automated decision-making
Synth Forge builds generative-AI and machine learning systems for clients that may automate drafts, classifications or recommendations. Those systems are deployed under client direction and with human review — not as fully automated decisions about individuals on our public website. We do not use solely automated processing of contact form submissions to make decisions that significantly affect you without human involvement. If a future service involved automated decision-making about you, we would disclose it and provide meaningful information about the logic involved, as required by PIPEDA.
13. Employment and contractor applicants
If you apply for employment or contract work with Synth Forge, we collect résumé information, references and interview notes for recruitment purposes only. Applicant data is retained for up to twenty-four months unless you become an employee or request deletion sooner. Employee personal information is governed by a separate internal policy available upon hire.
14. Children
Our services and website are directed to business professionals. We do not knowingly collect personal information from individuals under sixteen without parental consent.
15. Links to other sites
Our website may link to third-party sites. We are not responsible for their privacy practices. Review their policies before providing personal information.
16. Changes to this policy
We may update this Privacy Policy to reflect legal, technical or business changes. The “Last updated” date at the top will change when we do. Material changes will be noted on this page. Continued use of the website after changes constitutes acceptance of the updated policy for website interactions.
17. Contact
Questions about this Privacy Policy or your personal information:
Synth Forge Studio Inc., Privacy Officer
171 East Liberty Street, Suite 300, Toronto, ON M6K 3P6, Canada
[email protected]