Privacy policy

Hazelton AI Privacy Policy
Effective Date: July 16, 2026

1. Our Commitment
Hazelton AI Inc. (“Hazelton AI,” “we,” “our,” or “us”) is committed to protecting the confidentiality, security, and appropriate use of information entrusted to us.

This Privacy Policy explains how Hazelton AI handles information in connection with its website, AI-powered services, pilot programs, client engagements, and related business activities.

Hazelton AI operates in accordance with applicable Canadian privacy requirements, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”), where applicable.

2. Scope of This Policy
This Policy applies to:

Visitors to the Hazelton AI website;
Organizations evaluating or using Hazelton AI;
Participants in Hazelton AI pilot programs;
Authorized users of the Hazelton AI platform; and
Business representatives who communicate with Hazelton AI.
Hazelton AI is designed for business and professional use. Clients and users should provide only information that they are authorized to use and share for the applicable business purpose.

3. Information Handled by Hazelton AI
Depending on the nature of the engagement, Hazelton AI may handle:

Business contact and account information;
Company, industry, market, brand, product, customer, competitor, and category information;
Business challenges, project briefs, strategic questions, research materials, and supporting documents;
Instructions, prompts, responses, reports, recommendations, and other content generated through the Hazelton AI platform;
Technical and operational information required to provide, maintain, secure, and improve the service; and
Communications relating to pilots, services, support, billing, or contractual matters.
Hazelton AI does not require clients to provide sensitive, regulated, or unnecessary information to use the service. Clients are responsible for reviewing and appropriately limiting the information entered into the platform.

4. How Information Is Used
Hazelton AI may use information to:

Provide and administer its AI-powered services and pilot programs;
Analyze business challenges and generate requested outputs;
Configure and improve client-specific workflows;
Communicate with clients and authorized users;
Provide technical, operational, and customer support;
Maintain the security, integrity, and performance of the platform;
Manage contractual, legal, financial, and administrative requirements;
Investigate suspected misuse, security incidents, or violations of applicable agreements; and
Comply with applicable laws and lawful regulatory requirements.
Hazelton AI will not use a client’s confidential project information for unrelated marketing or commercial purposes.

5. Artificial Intelligence and Relevance AI
Hazelton AI uses Relevance AI, a third-party AI technology platform, to help operate and deliver portions of the Hazelton AI service.

Information submitted through Hazelton AI may therefore be transmitted to and processed through Relevance AI and the technology providers and subprocessors used within its platform. These providers may include cloud-hosting, artificial-intelligence-model, database, security, monitoring, communications, and infrastructure providers.

Relevance AI maintains its own privacy, security, data-processing, and subprocessor practices. Relevance AI states that its platform uses encryption for information in transit and at rest and maintains SOC 2 Type II compliance. (relevanceai.com)

Hazelton AI selects and configures its technology providers with the objective of maintaining appropriate confidentiality and security protections. However, the processing and storage locations used by these providers may be outside Canada and may therefore be subject to the laws and lawful-access requirements of other jurisdictions.

6. Client Responsibilities
Clients and authorized users are responsible for:

Ensuring that they have the authority to submit information to Hazelton AI;
Avoiding the submission of sensitive, restricted, privileged, regulated, or legally protected information unless expressly authorized;
Removing unnecessary identifying details from uploaded documents and prompts;
Maintaining the confidentiality of usernames, passwords, and access credentials;
Controlling which employees, contractors, or representatives may use the service; and
Reviewing AI-generated output before relying upon, distributing, or implementing it.
Hazelton AI’s services are intended to support professional judgment and decision-making. AI-generated outputs may contain errors, omissions, assumptions, or incomplete information and should be appropriately reviewed.

7. Disclosure of Information
Hazelton AI does not sell, rent, or trade client information.

Hazelton AI may disclose information:

To Relevance AI and other service providers required to operate and support the service;
To professional advisers, insurers, accountants, auditors, or legal counsel where reasonably necessary;
When authorized or directed by the applicable client;
To investigate fraud, cybersecurity threats, misuse, or violations of Hazelton AI agreements;
In connection with a corporate financing, reorganization, merger, acquisition, or sale, subject to appropriate confidentiality protections; or
When required by applicable law, regulation, subpoena, court order, or other lawful process.
Service providers are permitted to access information only as reasonably necessary to perform their contracted functions, subject to their applicable agreements and security obligations.

8. Information Security
Hazelton AI uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of its services. These may include:

Access controls and authentication measures;
Encryption provided by hosting and platform providers;
Controlled access to client projects;
Confidentiality obligations;
Vendor and service-provider reviews;
Security monitoring and incident-management procedures; and
Limitation of access to individuals who require it for legitimate business purposes.
No internet-based or cloud-hosted system can be guaranteed to be completely secure. Clients should use appropriate judgment when determining what information to submit.

9. Retention and Deletion
Hazelton AI retains information only for as long as reasonably required to:

Provide the requested services;
Complete a pilot or client engagement;
Maintain appropriate business and contractual records;
Resolve disputes;
Enforce agreements; and
Meet applicable legal, insurance, accounting, and regulatory obligations.
Information may also remain temporarily in encrypted backups, system logs, security records, or service-provider environments until deleted through applicable retention and backup cycles.

Clients may contact Hazelton AI to request the deletion of project information, subject to contractual requirements, technical limitations, legal obligations, and legitimate business-record requirements.

10. Cookies and Website Information
The Hazelton AI website may use essential cookies or similar technologies required for website operation, security, performance, and basic analytics.

Hazelton AI does not use website information to create consumer profiles or sell information to advertisers.

Where third-party website, analytics, hosting, or communications services are used, those providers may process limited technical information in accordance with their own terms and privacy practices.

11. Access, Correction, and Questions
Individuals may contact Hazelton AI to ask questions about its information-handling practices or to request access to or correction of information associated with them, where applicable.

Hazelton AI may need to verify the identity and authority of the person making a request before responding. Certain information may be withheld where permitted or required by law, including information protected by legal privilege or information relating to another individual or organization.

12. Security Incidents
If Hazelton AI becomes aware of a security incident involving information under its control, it will investigate the incident and take reasonable corrective measures.

Where required by applicable law, Hazelton AI will notify affected parties and the appropriate regulatory authorities. PIPEDA requires organizations to maintain records of security breaches and to provide notification where a breach creates a real risk of significant harm. (Office of the Privacy Commissioner)

13. Changes to This Policy
Hazelton AI may update this Privacy Policy periodically to reflect changes to its services, technology providers, legal requirements, or information-handling practices.

The effective date displayed at the beginning of the Policy will indicate when the latest revision took effect.

14. Privacy Contact
Questions, concerns, or requests relating to this Privacy Policy may be directed to:

Privacy Officer: Patrick Dupere
Email: [email protected]