How Sitemynd handles your information

1. Who we are

Sitemynd is operated by 1320653 B.C. LTD., a company incorporated under the laws of British Columbia, Canada (“Sitemynd,” “we,” “our,” or “us”). We are the data controller for personal information collected through the Sitemynd platform.

For privacy inquiries, contact us at [legal@sitemynd.com].

2. Scope and who this applies to

This policy applies to two groups of people:

• Clients — businesses and individuals who sign up for an Sitemynd account to deploy and manage a widget on their website.
• End Users— website visitors who interact with a widget embedded on a Client's site.

Clients are primarily governed by our Terms of Service as well as this policy. End Users interact with Sitemynd indirectly through the widget; Clients are responsible for ensuring their visitors are informed about data collection through their own privacy notices.

3. Information we collect

From Clients

• Account information: full name, business email address, and password.
• Business profile: business name, website URL, and other configuration details you provide.
• Knowledge Base content: text, documents, and URLs you upload or connect to train your widget.
• Billing information: payment method details processed securely by Stripe. We do not store raw card data.
• Usage data: query counts, feature interactions, and session activity within the dashboard.
• Communications: messages you send to our support team or via in-app feedback.

From End Users (widget visitors)

• Questions and messages submitted to the widget.
• Conversation history associated with a session.
• Inquiry submissions: name, email address, phone number, and message, when a visitor voluntarily submits a lead or contact form through the widget.
• Technical data: IP address, browser type, and approximate location derived from IP, used for rate limiting and abuse prevention.

Automatically collected data

We use session cookies and similar technologies solely to keep you signed in to your Sitemynd account. We do not use third-party advertising trackers or sell browsing data.

4. How we use your information

• To create and manage your account and deliver the Sitemynd service.
• To generate AI-powered answers to End User questions using your Knowledge Base content.
• To route inquiries to the appropriate Client and send lead notification emails.
• To process payments, manage subscriptions, and send billing receipts.
• To send transactional and account-related communications (e.g. password resets, plan renewal notices, digest emails).
• To monitor for abuse, enforce usage limits, and maintain platform security.
• To improve answer quality, embeddings, and overall service performance — using aggregated, anonymized data only.
• To comply with legal obligations.

5. Legal basis for processing (GDPR)

If you are located in the European Economic Area (EEA) or the United Kingdom, we process your personal data under the following legal bases:

• Contract performance — processing required to deliver the service you signed up for, including account management, billing, and widget operation.
• Legitimate interests — abuse prevention, security monitoring, product improvement using anonymized data, and sending service-related communications. Our interests are balanced against your rights and do not override them.
• Legal obligation — retaining records required by applicable law (e.g. tax and financial records).
• Consent — where required, for example for optional marketing communications. You may withdraw consent at any time.

For Canadian residents, we process personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Information Protection Act (PIPA) of British Columbia, based on your consent and as otherwise permitted by law.

6. Data sharing and subprocessors

We do not sell personal information. We share data only with service providers that help us deliver Sitemynd:

We may also disclose information when required by law, court order, or government authority, or to protect the rights, property, or safety of Sitemynd, our clients, or others.

7. International data transfers

Sitemynd is operated from Canada, but the infrastructure providers listed above store and process data in the United States. When personal data is transferred outside your country, we rely on appropriate safeguards, including standard contractual clauses (SCCs) for transfers from the EEA or UK, and the subprocessors' own compliance frameworks.

8. Data retention

We retain personal information for as long as necessary to provide the service and meet our legal and contractual obligations:

• Account data, Knowledge Base content, widget configuration, and all associated records are permanently deleted immediately when you delete your account. This action is irreversible.
• Billing records are retained for 7 years in accordance with applicable tax law.
• End User conversation logs and inquiry submissions are retained while the associated Client account is active and deleted when the account is closed.

You may request earlier deletion of your data as described in Section 9 below.

9. Your rights

Depending on your location, you may have the following rights regarding your personal information:

• Access — request a copy of the personal information we hold about you.
• Rectification — request correction of inaccurate or incomplete information.
• Erasure — request deletion of your personal information, subject to legal retention obligations.
• Portability — receive your data in a structured, machine-readable format.
• Restriction — request that we limit how we process your data in certain circumstances.
• Objection — object to processing based on legitimate interests.
• Withdraw consent — where processing is based on consent, withdraw it at any time without affecting prior lawful processing.

EEA and UK residents have the right to lodge a complaint with their local data protection supervisory authority. British Columbia residents may contact the Office of the Information and Privacy Commissioner for BC.

To exercise any of these rights, email us at [legal@sitemynd.com]. We will respond within 30 days.

10. Security

We implement reasonable administrative, technical, and organizational safeguards to protect personal information, including encrypted data transmission (TLS), row-level access controls in our database, hashed authentication credentials, and restricted access to production systems. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

11. Children's privacy

Sitemynd is intended for business use by individuals who are at least 18 years old. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

12. Changes to this policy

We may update this policy from time to time. When we do, we will revise the effective date at the top of this page and, for material changes, notify you by email or in-app notice. Continued use of Sitemynd after the updated policy takes effect constitutes your acceptance of the revised terms.

13. Contact

For privacy questions, data requests, or concerns, contact: