Privacy policy
Effective date: November 1, 2026
This policy explains what personal information GardeBot collects, why, how long we keep it, who processes it for us, and how to exercise your rights. It is written to meet Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act respecting the protection of personal information in the private sector (as amended by Law 25).
1. Who we are
GardeBot is a brand of 8473129 Canada Inc. ("GardeBot", "we"). Mailing address: 1554 Carling Avenue, Unit 91, Ottawa, ON K1Z 7M4, Canada. Email: hello@gardebot.com.
2. Person responsible for the protection of personal information
Our Privacy Officer is responsible for this policy and for how we handle personal information. Contact: Privacy Officer, GardeBot, hello@gardebot.com, 1554 Carling Avenue, Unit 91, Ottawa, ON K1Z 7M4, Canada.
3. What we collect
When you fill in our intake form or email us
- Your name and business email address
- Your business name and type of business (for example, property management, office or real estate)
- The software you use (for example, Gmail, Outlook, a property-management or CRM tool)
- A description of the repetitive tasks you want help with and their approximate volume
- Your preferred language and currency, and the offer you're asking about
- Your consent choices (date and wording)
When you become a client
- Contact and billing details, quotes, invoices and our correspondence
- Payment information is handled by our payment processor; we never see or store full card numbers
- During a setup, you sign in to your own accounts yourself. We never ask for or keep your passwords. We access only what the setup needs, and only while we need it.
Business contact information we find publicly
- To offer our services to businesses, we may record a business's name, its published business email address and phone number, its website, its city, and facts about the business published on its own website. We use this only to send a small number of relevant business messages. Every message identifies us and includes a way to opt out, and we stop within 10 business days of an opt-out request.
When you visit this website
- This site sets no cookies and uses no analytics, advertising or tracking scripts. Our hosting provider processes technical data (such as IP address, browser type and the page requested) to deliver the site and protect it from abuse.
4. What we don't collect
We don't work with health or medical information, and we don't need personal information about your clients, tenants or patients. Please don't include any of that in the intake form or in emails to us: describe tasks, not people. If you send it anyway, we delete it and don't use it. We never ask for social insurance numbers or passwords.
5. Why we use it
- To answer your request and prepare your free quick check, report or quote
- To deliver, support and invoice the services you order
- To send you relevant business messages, which you can stop at any time
- To keep records required by law (for example, tax records) and to protect our systems and rights
We use personal information only for these purposes, or as required or permitted by law. We don't sell or rent personal information, and we don't use it for advertising profiles.
6. Consent
By submitting the intake form or emailing us, you consent to our use of your information for the purposes above. You can withdraw consent at any time by writing to hello@gardebot.com, subject to legal or contractual limits; we'll tell you if withdrawing affects a service. To stop our business messages, use the opt-out page or reply "STOP" to any message.
7. Use of AI tools
We use AI tools to help draft quick checks and reports. A person reviews and corrects every result before it reaches you. We don't make decisions about you based exclusively on automated processing. We use business terms that don't allow providers to train their models on the information you give us.
8. Service providers and where information is stored
We use these service providers to run GardeBot. Each processes information only on our instructions and under contracts that require them to protect it:
| Provider | What it does for us | Where data is stored |
|---|---|---|
| Cloudflare, Inc. (Cloudflare Pages) | website hosting and delivery; technical server data only | global network, United States |
| Tally BV (Tally Forms) | intake form and opt-out form | European Union (Belgium) |
| Porkbun LLC (Porkbun Email) | business email (hello@gardebot.com) | United States |
| Stripe Payments Canada, Ltd. (Stripe) | payments and invoices; we never see full card numbers | Canada and United States |
| AI drafting provider (business API plan) | drafting help for quick checks and reports, under business terms that exclude training on your data | United States |
As a result, your information may be stored or processed outside Quebec and outside Canada, including in the United States and the European Union, where it may be accessible to authorities under local law. Before communicating personal information outside Quebec, we assess whether it will receive adequate protection.
9. How long we keep it
- Intake form answers and emails that don't lead to a contract: up to 12 months after our last exchange, then deleted
- Client records: for the length of the engagement, then as long as tax and accounting law requires (generally 6 years after the end of the tax year)
- Publicly sourced business contact information: until you opt out, or 24 months after our last message, whichever comes first
- Opt-out list: we keep only the email address and date, so we never contact you again
When information is no longer needed, we delete it or anonymize it.
10. How we protect it
Access is limited to people who need it for the purposes above. Our accounts use multi-factor authentication, data is encrypted in transit, and we rely on providers with recognized security practices. If a confidentiality incident creates a risk of serious injury (a real risk of significant harm), we notify the people affected, the Commission d'accès à l'information du Québec and/or the Office of the Privacy Commissioner of Canada as the law requires, and we keep a register of incidents.
11. Your rights
- Access the personal information we hold about you, and learn how it's used and to whom it's been communicated
- Have it corrected if it's inaccurate, incomplete or out of date
- Withdraw your consent
- Ask us to stop disseminating it or to de-index it where the law allows (Quebec)
- Receive the computerized information you gave us in a structured, commonly used technological format (Quebec)
Write to our Privacy Officer at hello@gardebot.com. We reply within 30 days, free of charge. We may need to confirm your identity first.
If you're not satisfied with our answer, you can contact the Commission d'accès à l'information du Québec (cai.gouv.qc.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).
12. Changes to this policy
We'll post any change on this page with a new effective date. If a change is significant, we'll tell clients by email before it applies.