Privacy Policy

This Privacy Policy describes how ImageMind Inc. ("ImageMind," "we," "us," or "our") collects, uses, discloses, and protects personal information when you visit imagemindai.life (the "Site"), submit enquiries through our contact form, communicate with us by email or telephone, or engage our concept art and illustration studio services. We are a British Columbia corporation operating from Vancouver, Canada, and we handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

1. Who we are

ImageMind Inc. is the organization responsible for personal information under this policy.

• Legal name: ImageMind Inc.
• Business Number: 738164025 RC0001
• Address: 336 East 1st Avenue, Suite 105, Vancouver, BC V5T 1A9, Canada
• Email: [email protected]
• Phone: +1 (604) 377-2814

Questions about this policy or our privacy practices may be directed to the contact details above. We will respond within a reasonable timeframe, generally within thirty days.

2. Scope

This policy applies to personal information collected through the Site and in the ordinary course of providing studio services. It does not apply to third-party websites linked from the Site, nor to information collected by clients when they use deliverables we produce on their behalf. Separate contractual terms may govern project-specific data in statements of work or master service agreements.

3. What personal information we collect

The categories of personal information we may collect depend on how you interact with us:

3.1 Website visitors

When you browse the Site, our hosting infrastructure and analytics tools (where enabled) may automatically collect technical data such as IP address, browser type, operating system, referring URL, pages viewed, and approximate geographic location derived from IP data. This information helps us maintain security, diagnose performance issues, and understand aggregate traffic patterns. See our Cookies Policy for details on similar technologies.

3.2 Contact form submissions

When you submit our contact form, we collect the information you provide: full name, email address, selected subject category, message content, and confirmation of privacy consent. We use a hidden honeypot field for spam prevention; legitimate users should leave it blank.

3.3 Direct communications

If you email or call us, we collect the information you choose to share — for example, your name, organization, project details, billing contacts, and correspondence history.

3.4 Clients and project participants

When you hire ImageMind for creative services, we may additionally collect business contact details, billing and shipping addresses, tax identifiers where required for invoicing, signed agreements, creative briefs, reference materials you supply, and records of approvals and revisions. We may also collect names and likenesses of individuals depicted in reference materials you provide, solely to fulfil the contracted work.

4. How we use personal information

We use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Responding to enquiries and scheduling consultations or studio visits;
• Scoping, quoting, delivering, and invoicing creative services;
• Managing accounts receivable and maintaining financial records as required by law;
• Operating, securing, and improving the Site;
• Complying with legal obligations, responding to lawful requests, and protecting our rights;
• Maintaining internal project archives and portfolio records where permitted by contract and law.

We do not use contact form data for unrelated marketing lists without your explicit consent. We do not sell personal information to data brokers.

5. Legal basis and consent

Under PIPEDA, we generally require knowledge and consent for the collection, use, or disclosure of personal information, subject to limited exceptions (for example, where collection is clearly in the individual's interests and consent cannot be obtained in a timely way, or where required by law). By submitting the contact form, you provide express consent to our collection and use of the submitted fields to respond to your enquiry. You may withdraw consent for future non-essential communications by contacting us, subject to legal or contractual restrictions that require us to retain certain records.

6. Disclosure to third parties

We may share personal information with:

• Service providers who assist with hosting, email delivery, file transfer, accounting, or project management, under contractual obligations to protect data and use it only for specified purposes;
• Professional advisers such as lawyers or accountants when necessary;
• Contract illustrators and contractors working under ImageMind direction on your project, limited to what they need to perform assigned tasks;
• Authorities when required by applicable law, court order, or to protect the safety of individuals.

Some service providers may process data outside Canada. When information is transferred internationally, we take reasonable steps to ensure comparable protection through contractual safeguards or by selecting providers with appropriate certifications and policies.

7. Retention

We retain personal information only as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law. Contact form submissions are typically retained for up to twenty-four months unless a business relationship develops. Client project records, contracts, and invoices may be retained for seven years or longer to meet tax, accounting, and limitation-period requirements under British Columbia law. When information is no longer needed, we secure delete or anonymize it where feasible.

8. Security

We implement administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold. Measures may include access controls for studio systems, encrypted connections (HTTPS) on the Site, password policies for staff accounts, and restricted access to client files. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we review our practices periodically and address identified risks.

9. Your rights

Subject to applicable law, you may request access to personal information we hold about you, correction of inaccuracies, and information about how we have used and disclosed your data. You may also challenge our compliance with PIPEDA by contacting us first. If your concern is not resolved satisfactorily, you may file a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca). We may need to verify your identity before processing certain requests.

10. Children

The Site and our studio services are directed at businesses and adult professionals. We do not knowingly collect personal information from children under thirteen without appropriate parental authority. If you believe we have received such information in error, contact us and we will take steps to delete it.

11. Automated decision-making

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals. Generative tools may assist our artists during production, but client-facing approvals and deliverable acceptance involve human review.

12. Marketing and portfolio use

We may display non-confidential completed work on the Site or in pitch materials unless an agreement restricts us. If you prefer a project remain private, state that in writing before work begins. We do not use client logos without permission. Testimonials, when published, identify the speaker only with their consent.

13. Breach notification

If we become aware of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm, we will notify affected individuals and report to the Privacy Commissioner of Canada as required by PIPEDA, documenting the nature of the incident, steps taken, and contact information for further inquiries.

14. Cross-border processing

When we use cloud hosting or email services that process data in the United States or other jurisdictions, personal information may be subject to lawful access requests by foreign authorities. We evaluate providers based on contractual commitments, encryption in transit, and data minimization. You may request further information about current subprocessors by emailing [email protected].

15. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. The "Last updated" date at the top will change when revisions are posted. Material changes may additionally be noted on the Site. Continued use of the Site after an update constitutes acceptance of the revised policy for website-related collection, except where further consent is required by law.

16. Data access requests — practical notes

When you submit an access request, we will confirm receipt within ten business days and provide responsive information within thirty days where possible, unless an extension is permitted under PIPEDA. We may refuse requests that are frivolous, vexatious, or would disclose confidential commercial information about other parties. There is no fee for reasonable access requests; we may charge a minimal administrative fee for excessive or repetitive requests as allowed by law.

If you believe personal information we hold about you is inaccurate, tell us what should change and we will investigate promptly. Corrections that affect billing or legal records may require supporting documentation.

Our Privacy Officer function is handled by senior studio management. Complex requests may involve our external legal counsel when necessary; we will inform you if that occurs and explain any impact on response timing. Written requests may be sent to the postal address below as well as by email.

17. Contact

For privacy-related requests or questions:

ImageMind Inc.
336 East 1st Avenue, Suite 105
Vancouver, BC V5T 1A9, Canada
Email: [email protected]
Phone: +1 (604) 377-2814