How VisualSynth handles personal information

1. Who we are

VisualSynth Inc. ("VisualSynth," "we," "us," or "our") is a generative-AI visual production studio headquartered at 213 Sterling Road, Suite 101, Toronto, ON M6R 2B2, Canada. Our Business Number is 845209731 RC0001. We are responsible for personal information collected through this website and through initial business correspondence related to studio services.

For privacy inquiries, contact [email protected] with the subject line "Privacy request," or write to the postal address above.

2. Scope of this policy

This Privacy Policy applies to personal information collected through visualsynthai.pro (the "Site"), including contact form submissions, cookie-related identifiers, and server logs. It does not govern client production contracts, which are addressed in separate statements of work and may include additional confidentiality and asset-handling terms.

If you interact with us only as an employee of a corporate client under a master services agreement, both this policy and your organization's contract may apply to different data sets. When in doubt, ask your account producer which document controls a given category of information.

3. Accountability

We designate operational owners for privacy practices and review this policy at least annually or when our collection practices change materially. Personnel with access to contact submissions receive orientation on confidentiality and secure handling. We select service providers that offer reasonable contractual protections when they process data on our behalf.

4. What we collect

4.1 Information you provide

When you submit our contact form, we collect your name, email address, selected subject category, message content, and confirmation of consent under the Personal Information Protection and Electronic Documents Act (PIPEDA). We do not require account registration to browse the Site.

If you email or telephone us directly, we retain the contact details and message content needed to respond and maintain ordinary business records.

4.2 Information collected automatically

Like most websites, our servers may log technical data including IP address, browser type, referring URL, pages viewed, and timestamps. If you consent to analytics cookies as described in our Cookie Policy, additional usage metrics may be collected through privacy-oriented analytics tooling configured to reduce identifiability where practicable.

4.3 Information we do not collect via the Site

We do not collect payment card numbers, government identification numbers, or precise geolocation through the public Site. Production clients may share brand assets and briefs under separate secure channels; those workflows are outside the scope of casual Site browsing.

5. Why we collect personal information

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

• Responding to inquiries about generative-AI visual production, retainers, partnerships, and press requests;
• Scheduling calls or studio visits related to a visual brief;
• Maintaining records of consent and correspondence for accountability;
• Operating, securing, and improving the Site;
• Complying with legal obligations and defending legal claims;
• Detecting spam or abusive automated submissions, including through honeypot fields and server-side validation.

We do not sell personal information collected through the Site. We do not use contact form data to train public generative models.

6. Consent

We rely on your express consent when you submit the contact form and check the PIPEDA consent box. That checkbox is not pre-selected. You may withdraw consent for future marketing-style follow-ups by emailing us, though we may retain prior correspondence as part of business records where retention is reasonable and permitted by law.

For essential Site operation and security logging, we may process limited technical data under implied consent or legitimate interests consistent with PIPEDA's reasonable expectations framework, balanced against your privacy rights.

7. Cookies and similar technologies

We use essential cookies necessary for basic functionality and, with your choice via the cookie banner, optional analytics cookies. Details, retention periods, and your choices are documented in the Cookie Policy. You may change preferences by clearing Site storage or revisiting cookie controls where available.

8. Disclosure to service providers

We may share personal information with service providers who assist us with:

• Web hosting and content delivery;
• Email routing for contact form delivery;
• Privacy-oriented analytics (if consented);
• Security monitoring and spam prevention.

These providers are authorized to process information only as needed to perform services for us and are expected to protect it through contractual and organizational measures. We prefer Canadian or PIPEDA-familiar infrastructure where practicable for Site operations, as noted in our footer hosting disclosure.

9. International access

Visitors may access the Site from outside Canada. If you contact us from another jurisdiction, your information may be processed in Canada and, depending on provider configuration, in other countries where our subprocessors maintain facilities. When we transfer information internationally in the context of client production work, we address cross-border requirements in contracts. For routine Site contact data, we apply safeguards appropriate to the sensitivity of the information collected — primarily names, emails, and message text.

10. Retention

Contact form submissions and related email threads are retained for up to twenty-four months unless a longer period is needed to establish, exercise, or defend legal claims, or unless you become an active client governed by a separate retention schedule. Server logs are rotated on a shorter cycle, typically ninety days, unless security investigation requires longer preservation.

When retention periods expire, we delete or anonymize information where feasible. Backups may persist for a limited window before overwriting.

11. Security safeguards

We implement administrative, technical, and physical safeguards proportionate to the sensitivity of Site-collected data. Measures may include TLS encryption in transit, access controls on hosting panels, spam filtering, and restricted mailboxes for inbound inquiries. No method of transmission over the Internet is perfectly secure; we encourage you to avoid sending highly sensitive personal information through the general contact form.

12. Your rights

Subject to applicable law, you may request access to personal information we hold about you, challenge its accuracy, and request correction. You may also ask questions about our collection practices and complain to us if you believe we have handled your information improperly.

If you remain unsatisfied after contacting us, you may file a complaint with the Office of the Privacy Commissioner of Canada or, where applicable, the Information and Privacy Commissioner of Ontario.

13. Children's privacy

The Site and our studio services are directed to business clients and adults. We do not knowingly collect personal information from children under thirteen through the Site. If you believe a child has submitted information to us, contact us and we will take reasonable steps to delete it.

14. Generative-AI production data

This policy's focus is Site operations. Client assets submitted for generative-AI campaign production — reference imagery, briefs, model-training sets — are governed by production agreements that specify custody, return, and deletion. We do not commingle client production assets with public Site analytics datasets.

15. Automated decision-making

We do not make decisions producing legal or similarly significant effects solely through automated processing of contact form data. Spam filtering may automatically discard abusive submissions before human review.

16. Links to other websites

The Site may link to third-party resources such as font providers or professional networks. Those websites have their own privacy practices. Review their policies before providing personal information.

17. Changes to this policy

We may update this Privacy Policy to reflect operational, legal, or regulatory changes. The "Last updated" date at the top will change when revisions take effect. Material changes may also be noted on the Site footer date. Continued use of the Site after updates constitutes acceptance of the revised policy for Site interactions, except where further consent is required by law.

18. Access request procedure

To submit an access or correction request, email [email protected] with enough detail for us to locate your records — typically the email address used in your contact form and approximate submission date. We may ask for additional verification to prevent unauthorized disclosure. We respond within thirty days in most cases, subject to permitted extensions under PIPEDA where complexity requires it.

We will provide access at no charge unless repeated or manifestly unfounded requests impose unreasonable burden, in which case we may charge a reasonable fee or refuse excess requests as allowed by law.

19. Breach notification

If we become aware of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm, we will notify affected individuals and the Privacy Commissioner of Canada as required by PIPEDA's breach reporting regime, and we will keep records of the incident and our response.

20. Contact

VisualSynth Inc.
213 Sterling Road, Suite 101
Toronto, ON M6R 2B2, Canada
Email: [email protected]
Phone: +1 (416) 318-5027