Privacy policy

Who we are

Coffeesoft Inc. Canada (“Coffeesoft”, “we”, “us”) builds and deploys private AI systems for organizations of all kinds, including those in highly regulated industries. This policy explains what we do with personal information collected through this website, coffeesoft.ca.

Address: Ottawa, ON, Canada.

This policy covers this website only, not the AI systems we build for our clients. When we handle personal information inside a client’s systems, we do so on the client’s behalf and under our agreement with them, and the client’s own privacy policy explains how that information is used.

The management team at Coffeesoft, or their designates, are accountable for the protection of personal information under this policy. For any question about this policy, or to exercise the rights described below, write to them at sales@coffeesoft.ca.

What we collect

We collect information you submit, operational request logs, and website usage data through integrated Web Analytics. We do not use advertising trackers on this site.

• The contact form. Your name, company name, email address, phone number and the content of your message. Only the message and one of email or phone are required; the rest is optional.
• Server logs. We may record standard request data, including IP address, timestamp, requested page and user agent used to operate and secure the site.
• The agent demo. If you open the demo, anything you type into it is sent to our agent service and processed there in order to answer you.

Cookies and analytics

We use cookieless Web Analytics to understand page visits, referring websites, approximate visitor locations, and device and browser information. Our website code does not set analytics cookies or store consent preferences in your browser.

We may also record actions such as opening a demo, copying our contact email, or successfully submitting an enquiry. These events do not include form contents, email addresses, phone numbers, or chat text. We remove query strings and fragments from the page URLs sent through our analytics integration.

We may occasionally run A/B tests on our website. During a test, you may be shown one of several versions of a page, and your browser may remember which version you saw in its local storage (not a cookie), so you see the same version when you return. The events above record which version you saw. Clearing your browser's site data resets this.

How we use it

• To reply to your enquiry and to discuss whether we can help.
• To follow up on a business relationship you have started with us.
• To keep the site available, secure and working correctly.
• To understand website usage and improve the site.
• To meet legal, tax and accounting obligations that apply to us.

We do not sell personal information, and we do not use anything you send through this site to train models.

Our legal basis

Where the UK GDPR or EU GDPR applies, we rely on our legitimate interest in responding to business enquiries and in operating a secure website, and on the necessity of processing to take steps at your request before entering into a contract. Our cookieless analytics rely on our legitimate interest in understanding how the website is used. Where Canadian privacy law applies, we rely on your implied consent in submitting an enquiry to us. You may withdraw consent at any time by asking us to stop.

Who else sees it

We share personal information only with third parties that support our operations, and only as needed for the services they provide. These include hosting providers, form and email services, and agentic systems.

We may also disclose information where we are legally required to, or where it is necessary to establish or defend a legal claim.

Where it goes

Some of these providers operate outside your country, including in the United States. Where personal information is transferred out of the UK, the EEA or Canada, we rely on the transfer mechanisms available to us under the applicable law, such as standard contractual clauses.

How long we keep it

We retain enquiries and related business correspondence for up to five years, and delete them sooner when they are no longer needed. Server logs are kept for a short operational period. If you ask us to delete your enquiry, we will do so unless we are required to retain it.

Your rights

Depending on where you live, you may have the right to ask us for a copy of the personal information we hold about you, to have it corrected or deleted, to object to or restrict how we use it, to receive it in a portable form, and to withdraw consent where we rely on it. Write to sales@coffeesoft.ca and we will respond within the period the law allows.

If you are not satisfied with our response, you may complain to your data protection authority, such as the Office of the Privacy Commissioner of Canada, the UK Information Commissioner’s Office, or the supervisory authority in your EU member state.

Security

The site is served over HTTPS. Access to enquiries is limited to the people who need it. No method of transmission or storage is completely secure, so please do not send confidential or sensitive information through the contact form. We can arrange a secure channel for transmission if required.

Children

This is a business-to-business site. It is not directed at children and we do not knowingly collect information from them.

Changes

If we change this policy we will update the date at the top of this page. Material changes will be made clear on the site.