Privacy policy

Last Updated: July 25, 2025

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Introduction

Cassia Research Inc. dba CoPilot AI (“CoPilot”, “we” or “us”) is committed to protecting your privacy and safeguarding your personal information. This Privacy Policy informs you about our privacy practices, including how we use and disclose your personal information collected to provide our services effectively.

This Privacy Policy covers all activities related to our website located at copilotai.com and our applications app.copilotai.com and teams.copilotai.com (collectively, the “Website”), unless a separate privacy statement has been provided. By submitting your personal information, registering, using our services, accessing our Website, or interacting with us voluntarily, you consent to our practices as described here.

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1. Meaning of Personal Information

“Personal Information” refers to information about an identifiable individual, such as your name, mailing address, email address, and telephone number. It does not include anonymized or aggregated information.

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2. Your Consent to Collection, Use, and Disclosure

We may request Personal Information when:

• You visit or use our Website;
• You communicate via email, social media, feedback, or contact forms on our Website.

We also automatically collect:

• IP address;
• Operating system;
• Browser type;
• Referring website;
• User preferences;
• Website activity.

This information is Personal Information when combined with identifying details. Consent can be express or implied, depending on circumstances and information sensitivity.

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3. Personal Information We Collect

• Use of Products or Services: Information collected directly or through your activities on our Website.
• Information You Submit: Name, email, contact details, and password during account creation, demos, webinars, or job applications (e.g., CV, cover letter, career experiences, salary expectations).
• Cookies: We use cookies; see our Cookies Policy.
• Payment Information: Collected directly by third-party payment processors.

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4. How We Use Your Personal Information

We use Personal Information to:

• Provide and support our services (GDPR Basis: performance of a contract);
• Administer contests, promotions, or loyalty programs (Basis: consent);
• Improve our Website, products, and services (Basis: legitimate interest);
• Request feedback and contact you (Basis: consent);
• Notify you of important changes (Basis: performance of a contract);
• Conduct internal analytics, audits, and improvements (Basis: legitimate interest);
• Protect the security of our services (Basis: legitimate interest);
• Prevent and investigate fraud (Basis: legal obligation);
• Administrative communications (Basis: performance of a contract);
• Provide customer support (Basis: performance of a contract);
• Emergency situations (Basis: legal obligation);
• Marketing communications (with consent);
• Other lawful purposes.

AI Processing of Inbox Communications:
We automatically process inbox communications using AI to generate recommended responses. Users can accept, edit, regenerate, or decline these responses and optionally enable fully automated response sending.

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5. How We Share Your Personal Information

We may share Personal Information with third-party Service Providers, including:

We require Service Providers to maintain confidentiality, security, limited use, and proper disposal of Personal Information. We may also disclose Personal Information to comply with laws, legal processes, protect rights and property, and in business transfers (mergers, sales, reorganizations).

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6. Opting Out of Communications

You can opt out of marketing emails by:

• Clicking “unsubscribe”;
• Adjusting your online account preferences;
• Contacting us directly.

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7. Retention of Personal Information

We retain your Personal Information only for as long as necessary to fulfill the purposes for which it was collected or as required to comply with applicable legal obligations.

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8. Information Security

We take appropriate layered physical, technical, and organizational measures to safeguard your information and reduce the risk of unauthorized access, use, or disclosure.

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9. Rights Regarding Your Personal Information

• Right to Access: Request and review your Personal Information.
• Right to Correction: Challenge and correct inaccuracies.
• Withdraw Consent: Withdraw consent to use Personal Information.
• Complaints: File complaints with relevant authorities.

Under GDPR, you may have additional rights:

• Withdrawal of consent;
• Object to processing;
• Right to erasure;
• Restrict processing;
• Data portability;
• Object to automated decisions.

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10. International and Interprovincial Transfer and Storage

Personal Information may be stored or processed outside your jurisdiction (e.g., Canada, USA) and governed by local laws, though GDPR and protective measures apply.

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11. Third-Party Websites and Services

This policy does not cover third-party sites or services. Review third-party privacy policies separately.

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12. Children’s Information

Our services are not intended for minors. We do not knowingly collect information from individuals under the legal age of majority.

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13. Privacy Statement Updates

Updates to this policy take effect immediately upon publication. Continued use indicates acceptance.

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14. Contact Us

Privacy Officer
#601-1155 W Pender St., Vancouver, BC, V6E 2P4
Email: privacy@copilotai.com