1. Who we are

Planext (“we”, “us”, “our”) is an AI automation agency incorporated in Ontario, Canada. Our website is planext.ca. We help businesses design, build, and operate AI-powered automations across sales, operations, HR, and customer experience.

Our registered business address is:

Planext
6 – 2160 Highway 7, #1020
Vaughan, ON L4K 1W6
Canada

We are accountable for the personal information in our custody and control under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario’s applicable privacy laws.

2. Information we collect

2.1 Information you provide directly

When you fill out a form on planext.ca (Contact, Get a Quote, or Service Inquiry), we collect:

• Your full name
• Your business email address
• Your company name
• Your phone number (if you choose to provide it)
• Details you share about your project, goals, budget, and timeline
• Records of your correspondence with us (email threads, meeting notes, proposals)

2.2 Information collected automatically

When you visit planext.ca, our servers and analytics tools automatically collect:

• IP address and approximate geographic location
• Browser type, device type, and operating system
• Pages visited, time on page, referring URL, and click paths
• Standard server logs (for security, debugging, and abuse prevention)

2.3 Information from engagements

If you become a client, we may collect additional information necessary to deliver our services — for example, access credentials to systems you want us to automate, sample data for AI model training or testing, and business process documentation. This information is handled under the terms of your signed engagement agreement and any applicable data processing addendum.

3. How we use your information

We use the information described above to:

• Respond to your inquiry and provide a scoped quote
• Schedule and conduct scoping or discovery calls
• Deliver the services described in a signed engagement
• Send transactional emails (confirmations, proposals, project updates)
• Maintain records required for accounting, tax, and legal compliance
• Improve our website, services, and client experience
• Detect, investigate, and prevent fraud, abuse, or security incidents

4. Legal basis for processing

Under PIPEDA, we process personal information based on one or more of the following grounds:

• Consent — you have given us permission (for example, by submitting a contact form and checking the consent box)
• Contract — processing is necessary to enter into or perform a contract with you
• Legal obligation — we must retain certain records under Canadian tax, accounting, or employment law
• Legitimate interest — we have a legitimate business reason (such as improving our services or preventing abuse) that does not override your privacy rights

5. Cookies and similar technologies

Planext.ca uses cookies and similar technologies to keep the site functional and to understand how visitors use it.

5.1 Essential cookies

Required for the site to function — for example, WordPress session cookies, form anti-spam tokens, and security cookies. These cannot be disabled.

5.2 Analytics cookies

We use Google Analytics to understand aggregate site usage (page views, session duration, traffic sources). Google Analytics sets cookies (such as _ga, _gid) and processes data under Google’s Privacy Policy. We have enabled IP anonymization where supported.

5.3 Managing cookies

You can control or delete cookies through your browser settings. Disabling non-essential cookies will not affect core site functionality but may limit our ability to understand how the site is used.

6. Third-party service providers

We rely on a small number of reputable service providers to operate our website and deliver our services. Each has their own privacy practices, which we review before engagement:

• Google Workspace (Google LLC) — email hosting and delivery (info@planext.ca), document storage, calendar
• Google Analytics (Google LLC) — aggregate traffic analytics
• Website hosting provider — server infrastructure for planext.ca, located in Canada or the United States
• Payment processors — for clients only; transactions are processed directly by the processor (such as Stripe or your bank) and we do not store full card numbers
• CRM and lead tracking tools — used internally to manage inquiries and client engagements

We enter into data processing agreements with these providers where applicable and choose providers that offer appropriate security controls.

7. When we share information

We share personal information only in the following limited circumstances:

• With your consent — for example, if you ask us to introduce you to a partner or reference client
• With service providers — strictly to deliver the services listed in Section 6, under contractual confidentiality and data-protection obligations
• For legal reasons — if required by law, court order, or in response to a lawful request from a public authority
• In a business transaction — if Planext is involved in a merger, acquisition, or sale of assets, personal information may be transferred, subject to continued protection under this policy or a comparable policy

8. Data retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law:

• Inquiry form submissions that do not convert to engagements: up to 24 months
• Client records (contracts, invoices, project deliverables): 7 years, for Canadian tax and accounting compliance
• Website analytics data: up to 26 months in Google Analytics, then automatically deleted
• Server and security logs: up to 90 days in active storage, then rotated out

When retention periods expire, we delete or anonymize the data so it can no longer be associated with you.

9. International data transfers

Some of our service providers (notably Google) may process data on servers located outside Canada, including in the United States. When this happens, we rely on contractual safeguards and the providers’ own compliance frameworks to protect your information. By submitting information through planext.ca, you acknowledge that your data may be transferred and processed in those jurisdictions.

10. Your privacy rights

Under PIPEDA and applicable provincial laws, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Withdraw consent at any time (subject to legal or contractual restrictions)
• Request deletion of information we no longer need to keep
• Make a complaint to the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at info@planext.ca. We will respond within 30 days, or explain any delay. Verification of your identity may be required before we act on a request.

11. How we protect your data

We apply administrative, technical, and physical safeguards appropriate to the sensitivity of the information:

• Encryption in transit (TLS/HTTPS) for all website and form submissions
• Encryption at rest on storage where supported by our hosting provider
• Role-based access controls — only authorized Planext team members can access client data
• Two-factor authentication on all email, cloud, and admin accounts
• Routine software updates, monitoring, and vulnerability management
• Secure credential management (no shared passwords, no credentials in plaintext)

No system is perfectly secure. If a data breach affects your information, we will notify you and the Office of the Privacy Commissioner as required by law.

12. Children’s privacy

Planext’s services are directed at businesses, not individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has submitted information to us, please contact info@planext.ca so we can delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal obligations, or for other operational reasons. When we do:

• We update the “Effective” date at the top of this page
• For material changes, we will post a notice on the site or notify you by email where appropriate

Your continued use of planext.ca after an update means you accept the revised policy.

14. Contact us

Questions about this Privacy Policy, requests to exercise your rights, or concerns about how we handle your information? Reach out any time.