Privacy Policy

Privacy Policy

1. Introduction and Scope

Symbiogent, a division of Evodant Group Inc., knows that you care about how your personal information is used and shared, and we are committed to respecting your privacy and helping protect the security of your personal information. Evodant Group Inc. is a corporation incorporated under the laws of Canada and registered as a provincial corporation in Manitoba. We serve customers globally, including government agencies and enterprise clients.

This Privacy Policy describes how we collect, use, share, and otherwise process information relating to individuals and the rights associated with that processing. By using any of our platform, websites, applications, APIs, mobile applications, and all related products, features, and services provided by Symbiogent, including but not limited to data analysis tools, reporting features, collaboration functionalities, and any other software or services we offer (the "Services"), you agree that your information will be handled as described in this Privacy Policy, to the extent applicable. Your use of our Services and any dispute over privacy is subject to this Privacy Policy and our Terms of Service, including applicable limitations on damages and resolution of disputes.

This Privacy Policy applies to personal information we collect when you use our Services, visit our websites, attend Symbiogent events, or otherwise interact with us. This Privacy Policy does not apply to the extent we process personal information in the role of processor or service provider on behalf of our customers. Customers are solely responsible for establishing policies for and ensuring compliance with all applicable laws and regulations relating to their use or collection of personal information in connection with the use of our Services.

2. Personal Information We Collect

When we refer to "personal information" or "personal data," we mean any information that relates to an identifiable, living individual person. We collect information about you directly from you, automatically through your use of our Services, and through third parties.

Information We Collect Directly from You

We collect information from you when you create an account, request information from us, upload content for analysis, or otherwise interact with our Services. The type of information we collect from you depends on your particular interaction with our Services and may include your name, email address, job title, company information, phone number, billing address, and any other information that you choose to provide to us.

When you use our AI analysis features, we collect the content you submit, including documents, text, social media links, and other materials you upload for processing. We also collect communications you send to our support team, feedback you provide, survey responses, and information when you register for events or webinars.

For billing purposes, we collect payment information including credit card details and billing addresses necessary to process payments for our Services.

Information We Collect Automatically

We and our third-party service providers automatically collect and process information about you through the use of cookies and other tracking technologies. We collect details of your visits to our websites and platform, including traffic data, location data, web logs, and other communication data, as well as the content, software, or resources that you access.

Your IP address, web addresses of sites you arrive from and go to next, and information about your connection, including your device's browser, operating system, platform type, and internet connection speed are collected automatically. We use this information for operational and performance measurement purposes and to regionalize certain content.

We also collect details of transactions and usage patterns, your history of correspondence with us, and information about how you interact with our AI analysis features. Our platform automatically logs when you access different features, what content you analyze, and how you use our reporting and collaboration tools.

Information We Collect About You from Third Parties

We may collect data from third parties to support our Services and business operations. We collect third-party data from platforms such as Google Analytics, LinkedIn, and other business intelligence sources to help us understand your interest in our Services and improve our marketing efforts.

When you authenticate using single sign-on providers like Google Workspace or Microsoft 365, we receive basic profile information such as your name and email address to facilitate account creation and access.

Our business development team may obtain contact information from publicly available sources, business partners, and industry databases to identify potential customers and provide information about our Services to relevant business contacts.

3. How We Use Your Personal Information

Personal information about our current and potential customers is an integral part of our business. Our primary goal in collecting personal information is to deliver a sophisticated, efficient, and personalized experience when using our Services.

We use your information to provide access to our AI-powered platform, facilitate the analysis features, communicate with you about your use of our Services, respond to your inquiries, manage your account, send information you have requested, and for other customer service purposes. This includes processing the content you submit through our AI systems to generate insights, reports, and analytics that form the core value proposition of our platform.

For service improvement and development purposes, we use your information to enhance our AI models and algorithms. We may use anonymized or aggregated data from customer interactions to train and improve our artificial intelligence capabilities, develop new features, and enhance the accuracy of our analytical tools. When we use customer data for AI model training, we ensure appropriate anonymization and only proceed with explicit consent or as permitted under our service agreements.

We use your information for marketing and promotional purposes as permitted by applicable law. We may contact you by email, postal mail, or telephone to provide information about other services that might interest you. We tailor the content and information we send or display to you, offer location customization and personalized recommendations, and otherwise customize your experience while using our Services.

We automatically track certain information about you based on your behavior on our platform to conduct internal research on user demographics, interests, and behaviors, and to offer more personalized content and features. This information helps us ensure that content is presented optimally for your device and browser, measure and improve platform performance and usability, and send you information based on your relationship with us.

We also use your information to comply with legal obligations, protect against fraud and security threats, enforce our agreements, and protect our rights and the rights of others. This includes monitoring for suspicious activity, investigating potential violations of our terms of service, and responding to legal process when required.

4. When We Disclose Your Information

We do not disclose your information with non-affiliated third parties for their own marketing purposes. We do disclose your information in specific circumstances that support our business operations and legal obligations.

We may disclose your personal information to our affiliated entities and subsidiaries as permitted by applicable law and as contractually agreed. These entities may use your information to provide services and support our business operations, but their use of your personal information will be governed by this Privacy Policy.

We work with carefully screened service providers who assist us in providing our Services. This includes cloud hosting providers who maintain our infrastructure, payment processors who handle billing transactions, customer support platforms that help us respond to your inquiries, analytics services that help us understand platform usage, and security services that protect against threats. We may disclose your information to these service providers to assist us in providing our Services and responding to your requests. These providers are contractually obligated to protect your information and use it only for the specific purposes we have engaged them for.

As part of our AI-powered Services, we may share certain technical data with AI service providers and technology partners who help us deliver advanced analytical capabilities. These relationships are governed by strict data protection agreements that limit the use of your information to providing the specific services we have contracted for.

We may disclose your information in connection with business transfers. If we are acquired by or merged with another company, if substantially all of our assets are transferred to another company, or as part of a bankruptcy proceeding, we may transfer the information we have collected from you to the other company.

We may disclose information in response to legal process, including to comply with the law, judicial proceedings, court orders, or other legal processes, such as in response to court orders or subpoenas. We may also disclose information where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of our agreements or this Privacy Policy, or as evidence in litigation in which we are involved.

We may disclose aggregate or anonymous information about users with third parties for research, analytics, or similar purposes. This information does not identify individual users and is used to understand broader usage patterns and improve our Services.

5. International Data Transfers

Symbiogent is a Canadian company serving global customers, and information we collect may be transferred to and processed in countries outside of your home country, including other jurisdictions where our service providers operate. These countries may not have laws providing the same level of data protection as your home country.

When we transfer personal information from the European Economic Area, United Kingdom, or Switzerland to other countries, we implement appropriate safeguards to ensure adequate protection. These safeguards include Standard Contractual Clauses approved by the European Commission, adequacy decisions where applicable, and other approved transfer mechanisms as required by applicable data protection laws.

We ensure that all service providers and partners who receive personal information through international transfers are contractually bound to provide appropriate protection and use the information only for the specific purposes we have authorized.

6. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The specific retention period depends on the type of information and the purposes for which it was collected.

Account information and profile data are typically retained while your account is active and for a reasonable period thereafter to accommodate account reactivation and fulfill any ongoing obligations. Usage data and platform analytics are generally retained for several years to support service improvement and business analysis.

Content you submit for AI analysis or processing may be retained for varying periods depending on your service plan and settings. Some content may be processed and then deleted according to your preferences, while other content may be retained to provide ongoing access to your analysis results and reports.

Communications and support records are retained for several years to maintain service quality and resolve any disputes that may arise. Marketing and promotional data is retained until you withdraw consent or for a reasonable period based on your last interaction with our marketing communications.

When personal information is no longer needed for the original purposes and any required retention periods have expired, we securely delete or anonymize the information. Some information may be retained in anonymized form indefinitely for research and development purposes, including improvement of our AI models and services.

7. Security

Symbiogent takes the security of all data, especially your personal information, seriously. We implement comprehensive technical, administrative, and physical security measures to protect your information from unauthorized access, use, disclosure, alteration, and destruction.

Our technical safeguards include encryption of data both in transit and at rest using industry-standard protocols. We employ multi-factor authentication for account access, maintain robust access controls and monitoring systems, and conduct regular security assessments and penetration testing. Our development practices include secure coding standards and regular security reviews of our applications and infrastructure.

Administrative safeguards include employee training on data protection and security practices, background checks for personnel with access to personal information, and policies that limit access to personal information based on business need and role. We maintain incident response procedures and will notify affected individuals and relevant authorities of data breaches in accordance with applicable laws.

Physical safeguards include secure data centers with controlled access, environmental protections and monitoring, and secure disposal procedures for any physical media containing personal information.

While we implement comprehensive security measures, no method of transmission over the internet or electronic storage is completely secure. We encourage you to protect your account credentials and notify us immediately if you suspect any unauthorized access to your account.

8. Your Rights and Choices

Depending on your location and applicable laws, you may have various rights regarding your personal information. These rights may include the ability to access personal information we hold about you, request correction of inaccurate information, request deletion of your information in certain circumstances, and object to or restrict certain types of processing.

You can access and update much of your account information directly through your account settings. For other requests, or if you need assistance accessing your account, you can contact us using the information provided in the Contact section below.

If you have provided consent for certain uses of your personal information, you can withdraw that consent at any time, though this will not affect the lawfulness of processing based on consent before its withdrawal. You can manage your communication preferences and opt out of marketing emails using the unsubscribe links in our emails or by updating your account preferences.

For users in the European Economic Area, United Kingdom, or Switzerland, you have additional rights under applicable data protection laws, including the right to data portability and the right to lodge complaints with supervisory authorities. Users in California and other U.S. states with comprehensive privacy laws have similar rights regarding access, deletion, and correction of personal information.

To exercise any of these rights, please contact us at privacy@symbiogent.ai. We will respond to verified requests within the timeframes required by applicable law. We may need to verify your identity before processing certain requests to protect your information and prevent unauthorized access.

9. Cookies and Tracking Technologies

Our Services use cookies and similar tracking technologies to enhance your experience and collect information about how you use our platform and websites. Cookies are small text files stored on your device that help us recognize you, remember your preferences, and improve our Services.

We use different types of cookies for various purposes. Essential cookies are necessary for our Services to function properly and include those used for authentication, security, and basic platform functionality. These cookies cannot be disabled without affecting your ability to use our Services.

Performance cookies help us understand how you interact with our Services by collecting information about page visits, time spent on different features, and usage patterns. This information is typically aggregated and used to improve our platform performance and user experience. We use analytics services like Google Analytics to better understand how our Services are used and to identify areas for improvement.

Functionality cookies remember your preferences and settings to provide a more personalized experience. These may include language preferences, dashboard configurations, and other customization options you have selected.

We also use marketing cookies to deliver relevant advertisements and track the effectiveness of our marketing campaigns. These cookies may be set by us or by third-party advertising partners and are used to show you relevant content about our Services on other websites and platforms.

You can control cookies through your browser settings, and most browsers allow you to view, delete, and block cookies. However, disabling certain cookies may limit the functionality of our Services. Some features may not work properly if essential cookies are blocked.

10. Children's Privacy

Our Services are designed for business use and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly. If you believe we may have collected information from a child under 18, please contact us immediately at privacy@symbiogent.ai.

11. Regional Privacy Considerations

Canadian Privacy Rights

Under Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to know what personal information we collect and how we use it, access your personal information and request corrections, withdraw consent for certain uses where processing is based on consent, and file complaints with the Privacy Commissioner of Canada if you believe we have not handled your personal information appropriately.

GDPR and European Privacy Rights

For individuals in the European Economic Area, United Kingdom, and Switzerland, we comply with the General Data Protection Regulation (GDPR) and equivalent privacy laws. Our legal basis for processing your personal information depends on the specific information and context. We may process your information based on contract performance, legitimate interests, legal obligations, or your consent.

You have the right to access your personal information, request rectification of inaccurate data, request erasure in certain circumstances, restrict processing, object to processing based on legitimate interests, receive your data in a portable format, and lodge complaints with supervisory authorities.

California and U.S. State Privacy Rights

California residents have rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) to know what personal information we collect and how we use it, request deletion of personal information, correct inaccurate information, and opt out of certain types of data sharing. We do not sell personal information for monetary consideration.

Residents of other U.S. states with comprehensive privacy laws, including Colorado, Connecticut, Utah, and Virginia, have similar rights regarding their personal information.

12. Changes to This Privacy Policy

We may modify this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the "Last Updated" date at the top of this Privacy Policy and post the revised policy on our website.

For material changes that significantly affect how we collect, use, or disclose personal information, we will provide additional notice, such as email notifications to registered users or prominent notices on our platform. Your continued use of our Services after any changes become effective constitutes acceptance of the updated Privacy Policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information and your privacy rights.

13. Contact Information

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your personal information, please contact us:

Data Controller:
Evodant Group Inc. (Symbiogent Division)
23 – 845 Dakota St. #328,
Winnipeg, MB
Canada
R2M 5M3

Privacy Contact:
Email: privacy@symbiogent.ai
Phone: +1 (204) 202-3194

We are committed to addressing your privacy inquiries promptly and in accordance with applicable law. If you are not satisfied with our response to your privacy inquiry, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.

This Privacy Policy is designed to provide clear information about our privacy practices. If you have questions about any section or need clarification about how we handle your personal information, please contact us using the information above.