Privacy Policy

1. Introduction

RoboShift Inc. ("RoboShift," "we," "us," or "our") respects your privacy and is committed to protecting personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. This Privacy Policy explains how we collect, use, disclose, retain and safeguard personal information when you visit roboshift.life (the "Site"), submit enquiries through our contact form, engage our AI robotics adoption and automation advisory services, or otherwise interact with us.

RoboShift provides vendor-neutral advisory services — including feasibility assessment, safety framing, integration guidance and operator enablement — from our office at 72 Victoria Street South, Suite 200, Kitchener, Ontario. RoboShift holds no integrator licence and does not resell robotics hardware. We do not sell personal information. We do not provide guidance to bypass safety interlocks or circumvent occupational health requirements.

2. Scope and accountability

This policy applies to personal information under our control as an organization subject to PIPEDA. Where we process personal information solely on behalf of a client under a written services agreement, the client may be the organization accountable under privacy law for that processing; we act as a service provider and process such information only according to contractual instructions.

RoboShift Inc. is accountable for compliance with the principles set out in Schedule 1 of PIPEDA: accountability, identifying purposes, consent, limiting collection, limiting use, disclosure and retention, accuracy, safeguards, openness, individual access and challenging compliance. We have designated a privacy contact responsible for day-to-day implementation of this policy (see Section 15).

3. Information we collect

3.1 Information you provide directly

When you complete our contact form or correspond with us, we may collect your name, email address, telephone number, organization name, job title, message content and the subject line you select (for example, "Feasibility review request"). We require explicit PIPEDA consent via checkbox before form submission.

During advisory engagements, clients may provide additional information: stakeholder lists, line layout diagrams, anonymized production metrics, safety documentation, workshop attendance records and billing details. We collect only information reasonably necessary to deliver contracted services.

3.2 Information collected automatically

When you browse the Site, our servers and optional analytics tools (if you consent to analytics cookies) may collect technical data such as IP address, browser type, device type, referring URL, pages viewed and timestamps. Strictly necessary cookies support basic Site operation regardless of optional consent.

3.3 Information we do not seek

We do not ask Site visitors to provide employee surveillance footage for unrelated purposes, trade secrets unrelated to an automation mandate, government identity numbers for casual browsing, or sensitive health information unrelated to an advisory engagement. If you voluntarily send such information, we will delete it unless a formal contract clearly requires its processing.

4. Purposes of use

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

• Responding to enquiries and scheduling feasibility reviews or project discussions;
• Delivering, administering and invoicing advisory services under contract;
• Communicating about workshops, deliverables, retainers and account matters;
• Maintaining internal records, conflict checks and professional indemnity documentation;
• Improving Site security, performance and content (where analytics consent is granted);
• Complying with legal obligations, lawful requests and enforceable contractual terms;
• Protecting the rights, safety and integrity of RoboShift, our clients and the public.

We will not use your contact enquiry to send unrelated marketing without a separate opt-in where required. We do not use personal information to build automated employment-placement profiles or to guarantee operational outcomes such as throughput or ROI.

5. Consent

PIPEDA generally requires meaningful consent for the collection, use and disclosure of personal information. For contact form submissions, consent is obtained through an unchecked box confirming that you have read this Privacy Policy. You may withdraw consent for non-essential processing by contacting us, subject to legal or contractual restrictions and reasonable notice.

Withdrawal of consent may limit our ability to respond to enquiries or continue services. We will explain the consequences when you request withdrawal.

6. Disclosure and processors

We disclose personal information only as permitted or required by law, or with your consent, including to:

• Service providers who host the Site, transmit email, store documents or provide videoconferencing — bound by confidentiality and data-processing terms;
• Professional advisors (lawyers, accountants, insurers) under confidentiality obligations;
• Public authorities when required by valid legal process;
• Successors in the event of a merger or asset sale, with notice where practicable.

We do not sell or rent mailing lists. We do not disclose client enquiry details to robot vendors or integrators for commission-based referrals.

7. Cross-border processing

Some service providers may process or store information in the United States or other jurisdictions. When information crosses borders, it may be subject to access by foreign courts, law enforcement or national security authorities under local laws. We evaluate provider safeguards and contractual protections before engaging cross-border processing. By submitting information where such providers are used, you acknowledge this risk unless we agree otherwise in writing for a specific engagement.

8. Operational and plant data

Advisory work may involve operational data — cycle times, downtime logs, layout sketches, safety incident summaries — that could indirectly identify individuals if poorly handled. We instruct clients to minimize identifiers where possible and to aggregate metrics before sharing. When personal information about employees appears in incident reports or training records shared with us, we process it only to deliver contracted advisory services and apply confidentiality terms in our agreements.

RoboShift does not operate client production systems, does not persistently connect to plant networks without explicit authorization, and does not use client operational data to train public AI models. Any AI-assisted drafting we perform internally uses isolated workflows reviewed by staff before client delivery.

9. Retention

We retain personal information only as long as necessary to fulfil the purposes described in this policy or as required by law. Illustrative periods: contact enquiries — up to twenty-four months after last correspondence unless a business relationship continues; client project files — duration of contract plus seven years for business records unless a shorter period is agreed; server logs — typically ninety days. When information is no longer needed, we securely delete or anonymize it.

10. Security safeguards

We implement administrative, technical and physical safeguards appropriate to the sensitivity of information, including access controls for staff, encrypted transport (HTTPS) on the Site, password policies and vendor due diligence. Staff with access to client files receive orientation on confidentiality and secure handling of operational materials. Laptops and portable devices used for plant visits are expected to employ full-disk encryption and screen locking. Physical files at our Kitchener office are stored in access-controlled premises.

No method of transmission or storage is completely secure; we cannot guarantee absolute security but will notify affected individuals and regulators of significant breaches as required by law. Clients engaging us for automation advisory remain responsible for security within their own OT/IT networks, MES environments and third-party robotics platforms — we document recommended controls but do not assume unmanaged IT administration unless explicitly contracted.

11. Your rights under PIPEDA

Subject to limited exceptions, you may request access to personal information we hold about you, challenge its accuracy and request correction. You may also ask about our policies and practices regarding service providers. Submit requests to the contact in Section 15. We will respond within thirty days in most cases, or explain if an extension is required.

If you believe we have not handled your information appropriately, you may contact us to challenge compliance. You also have the right to complain to the Office of the Privacy Commissioner of Canada if a concern remains unresolved.

12. Breach notification

If a breach of security safeguards creates a real risk of significant harm to an individual, we will notify affected individuals and report to the Privacy Commissioner of Canada as required under PIPEDA breach provisions. Notifications will describe the circumstances, information involved, steps we have taken and guidance for individuals to reduce risk.

13. Cookies and similar technologies

The Site uses cookies and local storage for essential operation, optional analytics and preference remembering. Details appear in our Cookie Policy. Optional cookies activate only after you provide consent through our cookie banner.

14. Changes to this policy

We may update this Privacy Policy to reflect legal, technical or business changes. The effective date at the top will change when we do. Material changes will be posted on the Site; where appropriate we may also notify active clients by email.

15. Contact our privacy officer

Privacy inquiries and access requests:

RoboShift Inc. — Privacy
72 Victoria Street South, Suite 200
Kitchener, ON N2G 4Y9, Canada
Email: [email protected] (subject: Privacy)
Phone: +1 (519) 342-6185