Effective date: June 6, 2025
OwlCore AI is committed to full compliance with Canadian federal and provincial privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec’s Loi 25 (Law 25 — Act to modernize legislative provisions as regards the protection of personal information).
Federal Compliance — PIPEDA
PIPEDA applies to private-sector organizations that collect, use, or disclose personal information in the course of commercial activities across Canada. OwlCore AI complies with all 10 Fair Information Principles under PIPEDA:
1. Accountability
OwlCore AI is accountable for personal information under its control. Our designated privacy contact is: hello@owlcore.ai
2. Identifying Purposes
We identify the purposes for which personal information is collected at or before the time of collection.
3. Consent
We obtain the knowledge and consent of individuals for the collection, use, or disclosure of personal information, except where permitted by law.
4. Limiting Collection
We collect only the information necessary for the identified purposes.
5. Limiting Use, Disclosure, and Retention
We use and disclose personal information only for the purposes for which it was collected. We retain information only as long as necessary.
6. Accuracy
We keep personal information as accurate, complete, and up to date as required for the purposes for which it is used.
7. Safeguards
We protect personal information with security safeguards appropriate to the sensitivity of the information.
8. Openness
We make information about our privacy policies and practices readily available.
9. Individual Access
Upon request, we inform individuals of the existence, use, and disclosure of their personal information, and give access to that information.
10. Challenging Compliance
Individuals may challenge our compliance with these principles by contacting our privacy officer.
Provincial Compliance — Quebec Loi 25
For clients located in Quebec, OwlCore AI also complies with Quebec’s Loi 25, which came into full effect September 22, 2023. Loi 25 requirements we fulfill include:
- Privacy Impact Assessments (PIA): Conducted for any new project involving personal information
- Breach notification: We notify the Commission d’accès à l’information (CAI) and affected individuals of any privacy breach presenting a risk of serious injury
- Right to data portability: Quebec residents may request their personal data in a structured, commonly used format
- Right to deindexation: Individuals may request removal of personal information that has been disseminated without authorization
- Explicit consent: We obtain explicit consent before collecting sensitive personal information
- Automated decision-making: Where AI tools are used to make decisions that affect individuals, we disclose this and offer the right to have a human review
- Privacy officer designation: Our designated privacy officer can be reached at hello@owlcore.ai
Medical and Health Data (HIPAA)
For clients in dental, medical, or health-related industries, our AI Voice Receptionist (ARIA) is deployed in a manner compliant with HIPAA requirements. Patient-identifying information is handled according to HIPAA standards and is not stored beyond what is necessary for appointment management.
Data Storage and Location
Personal information collected by OwlCore AI may be stored on servers located in Canada and the United States. All cross-border data transfers are conducted with appropriate safeguards and in compliance with applicable law.
Privacy Requests
To exercise any of your privacy rights under PIPEDA or Loi 25, please contact us:
OwlCore AI — Privacy Officer
Email: hello@owlcore.ai
Phone: 647-361-0245
We will respond to all requests within 30 days of receipt.
Supervisory Authorities
Federal: Office of the Privacy Commissioner of Canada
Website: priv.gc.ca | Phone: 1-800-282-1376
Quebec: Commission d’accès à l’information (CAI)
Website: cai.quebec.ca | Phone: 1-888-528-7741