Privacy Policy

1. Introduction

Sidekick AI Orchestration Ltd. (“Sidekick,” “we,” “us,” or “our”) is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our website (sidekickorchestration.ai) and services.

We are subject to the Personal Information Protection Act (BC PIPA), Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable, and Canada's Anti-Spam Legislation (CASL).

By using our website or purchasing our services, you consent to the collection and use of your information as described in this Policy.

2. Information We Collect

Information you provide directly:

• Contact details: name, email address, phone number, company name, and job title (submitted via contact forms, booking forms, or direct email)
• Payment information: processed exclusively through Stripe; we do not store credit card numbers or banking details
• Communication content: messages, notes, or materials you share with us during an engagement

Information collected automatically:

• Website usage data: pages visited, time on site, referring URL, browser type, and device type (via standard web analytics)
• IP address and approximate geographic location

Information from third-party platforms:

• Booking information from Cal.com when you schedule a call
• Basic profile information from LinkedIn if you connect with us through that platform

We do not collect sensitive personal information (health data, financial account numbers, government identification) unless specifically required for a service and disclosed to you at the time of collection.

Free AI assessment

When you complete the free AI assessment, we collect the answers you submit, your email address, and your name and organization if you give them. We use them to create your report and show it on screen. We email you a link to the report and send Sidekick a copy of your answers. Your report is built with written rules; no AI service reads your answers. The last question records whether Chase may contact you once about that report, and how. Completing the assessment does not add you to a mailing list or marketing contact list.

The assessment record is stored in Supabase and is scheduled for deletion 90 days after it is received. The deletion sweep runs at intervals, so removal can occur shortly after the 90-day point. Email copies are handled through n8n and Google Workspace and remain in the recipient and Sidekick mailboxes until deleted under their separate retention practices. You can delete the assessment record sooner from your report link, or email chase@sidekickorchestration.ai.

Azura website chat

When you open Azura, we record the time, the page where you opened it, a conversation identifier and a hashed network identifier used to limit abuse. A necessary session cookie lets you return to the same conversation for up to 24 hours. Sidekick can review the messages you send and Azura's replies to respond to requests and improve the service.

Your chat messages, recent conversation context and relevant public website excerpts are sent to Anthropic (Claude) to generate replies. Please do not enter sensitive, confidential or client information. Contact details entered in the separate follow-up form are stored for Sidekick to respond to that request; submitting it does not subscribe you to marketing. We do not send the separate form fields to the AI model.

Supabase stores the private conversation records and Vercel hosts the website and chat service. Automatic email alerts for Azura are disabled. Sidekick reviews chat activity and follow-up requests in its private conversation log.

Conversation records and the associated follow-up form details are scheduled for deletion from the active chat database after 30 days. The daily cleanup normally completes by day 31. Provider backups, security logs and any subsequent correspondence have their own retention rules. Anthropic deletes chat inputs and replies from its systems within 30 days, except where content is flagged for a usage-policy review or longer retention is required by law. See its data retention terms. Ending a chat prevents further replies in that session; it does not delete the existing record. For an access or deletion request, contact Chase using the details below.

Sidekick Workflows accounts and purchases

WorkOS manages Sidekick Workflows sign-in. We verify your account identity and use a necessary encrypted session cookie to keep you signed in. We link your verified account identifier to your Stripe customer record so we can verify your purchase, optional updates and acquired workflow versions, and prevent duplicate checkout attempts.

Stripe processes one-time purchases and optional monthly updates, and holds purchase, consent, tax and billing details. Our private Supabase database stores the account link, checkout-attempt and payment-event references, approved complimentary-access terms and grant references (including access start and revocation), and technical request-limit counters. When you download your purchase record, the website retrieves the buyer and purchase details from Stripe and combines them with the accepted terms. It does not save an additional copy of that download in our database.

The workflow connector receives the search text or workflow identifier needed to answer each request. Do not include confidential information in a library search. After a successful workflow retrieval, our library-event log records only the workflow name, calendar day, the connecting app when recognized, and a hashed subscriber identifier. It does not record the search text, prompts, generated results, business details, personal profile or private feedback. The hashed identifier supports usage measurement without putting your name or email in that event log.

Your working files, preferences, outputs and private feedback stay in the workspace you choose. The AI app and storage services you use have their own data-handling rules. Connecting the workflow library does not upload your workspace to Sidekick.

The support form prepares an email draft in your email app, with a copy option if needed. Sidekick does not receive that message until you send it. Messages you send to Chase are handled through our business email under this policy; preparing a draft is not confirmation of sending or receipt. Please do not include passwords, payment-card details, confidential client records or full chat transcripts.

3. How We Use Your Information

We use personal information to:

• Deliver and administer the services you have purchased or requested
• Communicate with you about your engagement, including scheduling, progress updates, and follow-ups
• Send commercial electronic messages (marketing emails, newsletters, or promotional content) only with your express or implied consent, as required by CASL; you may withdraw consent at any time by using the unsubscribe link in any such message or by contacting us directly
• Process payments through Stripe
• Improve our services and website through aggregated, anonymized analytics
• Comply with legal obligations

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4. Third-Party Services

To operate our business, we use the following third-party service providers. Each is subject to its own privacy policy.

We share only the minimum information necessary for each provider to perform its function. We do not authorize these providers to use your information for their own marketing purposes.

5. Data Retention

We retain personal information for as long as necessary to fulfill the purpose for which it was collected, to administer our client relationships, and to comply with applicable legal and tax obligations. When information is no longer required, we securely delete or anonymize it.

Free AI assessment records are scheduled for deletion after 90 days. Assessment email copies remain in the recipient and Sidekick mailboxes until they are deleted under the applicable mailbox retention practices.

Daily cleanup removes library-event records outside the latest 90 calendar days and keeps aggregate counts by workflow, day and connecting app, without the subscriber identifier. This cleanup does not delete account and billing records, support correspondence, or service-provider logs and backups; those follow the applicable purpose-based retention and provider rules. Cancelling updates does not automatically erase records needed to verify your purchase and acquired workflow versions, administer the account, or copies of work already saved in your own workspace.

6. Your Rights

Under BC PIPA and PIPEDA, you have the right to:

• Access: request a copy of the personal information we hold about you
• Correction: request correction of inaccurate or incomplete information
• Withdrawal of consent: withdraw consent to collection or use at any time, subject to legal or contractual restrictions
• Complaint: lodge a complaint with the Office of the Information and Privacy Commissioner for BC (oipc.bc.ca)

To exercise any of these rights, contact us at chase@sidekickorchestration.ai. We will respond within 30 days.

7. Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, disclosure, alteration, or destruction. No method of transmission over the internet is completely secure; we cannot guarantee absolute security.

8. Cookies and Analytics

Our website may use cookies and similar technologies for basic functionality and analytics. You can control cookie settings through your browser. Disabling cookies may affect certain site features.

We do not use advertising cookies or share browsing data with advertising networks.

9. Children

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

10. Updates to This Policy

We may update this Privacy Policy from time to time. The revised Policy will be posted at this URL with the updated effective date. Continued use of our website or services after posting constitutes acceptance of the revised Policy. If we make material changes that affect your rights, we will provide notice by email or a prominent notice on our website.

11. Contact

For questions, concerns, or requests related to this Privacy Policy or the handling of your personal information, contact:

• Name: Chase Bernier, Sidekick AI Orchestration Ltd.
• Email: chase@sidekickorchestration.ai
• Address: 408 - 55 Water Street, Office #8311, Vancouver, BC V6B 1A1

We will acknowledge receipt of your request within 5 business days and respond fully within 30 days.