Privacy Policy

Introduction

IntraMind is operated by Marc Dyck and is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our service.

We believe in transparency and keeping things simple. This policy describes our current data practices and will be updated as our service evolves.

Information We Collect

1. Account Request Information

When you submit an account request through our signup form, we collect:

• Full Name - To identify you and personalize your experience
• Email Address - To create your account and communicate with you
• Company Name - To understand your organizational context

This information is temporarily stored only for the purpose of creating your account and is destroyed once your account has been created.

2. Account Credentials

Once your account is created, we store:

• Email Address - Used as your login identifier
• Password - Stored securely using encrypted hashing

3. Chat Conversations

When you use the IntraMind AI assistant:

• Chat Messages - Your questions and our responses are stored in our database to provide context and memory for ongoing conversations
• Conversation History - Allows the AI to understand the context of your questions and provide better assistance over time
• Feedback - Your ratings (thumbs up/down) and optional comments help us improve service quality

4. Third-Party Processing

Your chat messages are processed by OpenAI's API to generate responses. OpenAI handles this data according to their own privacy policy and does not use API data to train their models. We recommend reviewing OpenAI's Privacy Policy to understand how they process data.

How We Use Your Information

We use your information solely for the following purposes:

• Account Creation - To set up and manage your IntraMind account
• Service Delivery - To provide you with AI assistance and EBMS support
• Conversation Memory - To maintain context across your chat sessions and improve the quality of responses
• Authentication - To verify your identity and secure your account
• Service Improvement - To analyze feedback and improve our AI assistance quality

We do not use your information for marketing, advertising, or any other purposes beyond providing the IntraMind service.

Data Storage and Security

Storage and Security

Your data is stored in secure databases with restricted access. We implement industry-standard security measures to protect your information, including:

• Encrypted password storage
• Secure database access controls
• Regular security monitoring and updates

Data Retention

• Signup Information - Destroyed after account creation is complete
• Account Data - Retained while your account is active
• Chat History - Retained to provide ongoing conversation context and improve your experience

Data Sharing and Third Parties

We do not sell, rent, or share your personal information with third parties, except in the following limited circumstances:

OpenAI API

Your chat messages are sent to OpenAI's API to generate AI responses. OpenAI processes this data according to their privacy policy and API terms of service. OpenAI does not use API data to train their models.

Legal Requirements

We may disclose your information if required by law, court order, or other legal process, or if we believe disclosure is necessary to protect our rights or the safety of others.

Your Privacy Rights

You have the following rights regarding your personal information:

• Access - You can request a copy of the personal information we hold about you
• Correction - You can request that we correct any inaccurate information
• Deletion - You can request that we delete your account and associated data
• Data Portability - You can request a copy of your data in a structured format

To exercise any of these rights, please contact us at marc@ebmscanada.com. We will respond to your request within 30 days.

Cookies and Tracking

We do not currently use cookies, analytics, or tracking technologies on our website.

Your browser may use session cookies for basic functionality, but we do not explicitly set or track cookies at this time. If this changes in the future, we will update this policy and provide notice.

International Users

IntraMind primarily serves users in Canada and the United States. Your data is stored and processed in accordance with Canadian privacy laws (PIPEDA).

Please note that AI processing is performed by OpenAI on servers located in the United States.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time as our service evolves. When we make changes, we will update the "Last Updated" date at the top of this page.

We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

We will respond to your inquiry as promptly as possible.