AAISA Knowledge Hub (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use our website, services, and AI-powered chat agent (collectively, the “Platform”).

This Policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Alberta privacy principles.

1. What Personal Information We Collect

We collect only the personal information necessary to operate the Platform.

1.1 Information You Provide Voluntarily

You may choose to provide personal information when:

• Interacting with the AI chat agent

• Submitting questions or feedback

• Contacting us directly

This may include:

• Name or nickname

• Email address (if provided)

• General demographic or settlement-related information

• Chat conversation content

⚠️ Please do not provide highly sensitive information, such as:

• Social Insurance Numbers (SIN)

• Passport or immigration document numbers

• Financial or banking details

1.2 Automatically Collected Information

When you use the Platform, we may automatically collect:

• IP address

• Browser type and device information

• Date and time of access

• Usage and interaction data

This information is used for security, analytics, and system improvement.

2. AI Chat Conversations and Logging

2.1 Conversation Storage

Conversations with our AI chat agent are logged and stored.

We collect chat data to:

• Provide responses and assistance

• Improve accuracy and performance

• Monitor misuse or abuse

• Support analytics and reporting

2.2 Human Review

Chat conversations may be reviewed by authorized personnel for quality assurance, training, or compliance purposes.

3. How We Use Personal Information

We use personal information to:

• Provide and operate the Platform

• Respond to user inquiries

• Improve AI and content quality

• Ensure security and prevent misuse

• Meet legal, regulatory, or funding obligations

We do not sell personal information.

4. Consent

By using the Platform and interacting with the AI chat agent, you consent to the collection, use, and disclosure of personal information as described in this Policy.

Where required, consent may be obtained:

• Explicitly (e.g., via notices or banners)

• Implicitly (through continued use of the Platform)

You may withdraw consent at any time, subject to legal and operational limitations.

5. Disclosure of Personal Information

We may disclose personal information only as necessary, including to:

5.1 Service Providers and Third-Party Systems

We use third-party service providers to support:

• Cloud hosting

• AI processing

• Analytics and monitoring

• Security and infrastructure

These providers may process or store data outside Alberta or Canada, subject to contractual safeguards consistent with PIPEDA.

5.2 Legal and Regulatory Requirements

We may disclose information where required by law, court order, or government authority.

6. Data Retention

We retain personal information only as long as necessary to:

• Fulfill the purposes described in this Policy

• Meet legal, regulatory, or funding requirements

Chat logs may be anonymized or deleted when no longer required.

7. Safeguards and Security

We use reasonable administrative, technical, and physical safeguards to protect personal information, including:

• Access controls

• Encryption where appropriate

• Secure hosting environments

No system is completely secure, and we cannot guarantee absolute protection.

8. Your Rights Under PIPEDA

You have the right to:

• Request access to your personal information

• Request correction of inaccurate information

• Withdraw consent (where applicable)

• Ask questions about our privacy practices

Requests may be subject to identity verification and legal limitations.

9. Children and Minors

The Platform is intended for general audiences. We do not knowingly collect personal information from children under the age of 13 without parental or guardian consent.

10. Third-Party Links

The Platform may link to third-party websites or services. We are not responsible for their privacy practices.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

Continued use of the Platform constitutes acceptance of the updated Policy.

12. Contact Information and Privacy Officer

If you have questions, requests, or complaints regarding this Privacy Policy or your personal information, contact:

Privacy Officer

Alberta Association of Immigrant Serving Agencies

Suite 200, 903 8th Ave SW, Calgary, Alberta

Email: info@aaisa.ca