This Privacy Policy explains how Qovra collects, uses, discloses, and safeguards personal information when you visit our website, talk to us about a project, or use the systems we build and operate. We've written it to be read, not buried — if anything here is unclear, reach out and we'll walk you through it.
01 Scope & who we are
Qovra ("Qovra," "we," "us," or "our") is an AI consulting and implementation company based in Toronto, Ontario, Canada. We design, build, and operate AI automation inside the tools our clients already run.
This policy applies to personal information we handle as a business (controller) — for example, information from website visitors, prospective clients, newsletter subscribers, and contacts at the organizations we work with. It does not cover information we process on behalf of a client as part of a system we operate for them; that information is governed by our agreement with that client, who acts as the controller. If you have a question about data inside a client's system, contact that organization directly.
This policy explains our practices. Where consent is required for a specific activity, we ask for it separately.
02 Information we collect
We collect only what we need to respond to you, deliver our services, and run our business responsibly. Depending on how you interact with us, this may include:
Information you give us
- Contact & identity details — name, email address, phone number, job title, and the company you represent.
- Enquiry & booking information — your first and last name, phone number and its selected country or dialling region, email address, company name or website, approximate annual revenue range, the type of help you want, your role in choosing a partner, your budget range for AI work, and the details you provide when arranging an introduction.
- Correspondence — the content of emails, messages, and notes from calls and meetings.
- Newsletter sign-ups — the email address you submit to receive updates.
- Client & billing information — contracting details, billing contacts, and payment information needed to invoice and get paid.
Information we collect automatically
- Connection & security information — our hosting provider receives technical information, such as your IP address, browser information, requested page, and request time, to deliver and protect the website.
Information from third parties
- Scheduling & communication tools — when you book through our scheduling provider, we receive the details you submit there.
- Public & professional sources — limited business contact information from public professional profiles where relevant to a potential engagement.
We do not seek out special categories of personal information (such as health, biometric, or government-ID data). Please don't send us sensitive information unless we've specifically asked for it as part of an engagement.
03 How we collect it
We collect personal information when you:
- Browse or interact with our website.
- Book an introduction, fill in a form, or email us.
- Subscribe to our newsletter or updates.
- Enter into or carry out a contract with us.
- Communicate with us during a project or for support.
04 How we use information
We use personal information to:
- Respond to enquiries, schedule calls, and provide quotes or proposals.
- Deliver, operate, maintain, and improve our services and the systems we build.
- Manage contracts, billing, accounting, and other administration.
- Send service communications, and — where permitted — newsletters and updates you can opt out of at any time.
- Deliver and protect this website.
- Protect our services, prevent fraud and abuse, and maintain security.
- Comply with legal, tax, and regulatory obligations.
We do not sell your personal information, and we do not use it to make decisions producing legal or similarly significant effects about you without human involvement.
05 Legal bases for processing
Where the EU/UK General Data Protection Regulation (GDPR) applies, we rely on one or more of the following legal bases:
| Purpose | Legal basis |
|---|---|
| Responding to enquiries & delivering services | Contract — steps taken at your request and performance of our agreement. |
| Newsletters & marketing updates | Consent — withdrawable at any time. |
| Website delivery & security | Legitimate interests — balanced against your rights. |
| Billing, tax & record-keeping | Legal obligation. |
Where we rely on consent, you can withdraw it at any time without affecting processing that already took place.
06 How we share information
We share personal information only as needed to run our business, and never in exchange for money. We may share it with:
- Service providers who process information on our behalf under contract (see below).
- Professional advisors such as accountants, auditors, and lawyers.
- Authorities where required by law, regulation, legal process, or to protect rights, safety, and property.
- Successors in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.
07 Service providers & sub-processors
We rely on a small set of trusted providers to operate. Each is bound by contract to protect personal information and use it only on our instructions. Categories include:
- Scheduling & calls — booking and video-meeting tools.
- Email & communications — email delivery and newsletter platforms.
- Website enquiries — FormSubmit processes submitted inquiry details to deliver them to our email inbox.
- Hosting & infrastructure — website hosting and cloud storage.
- Payments & accounting — invoicing and payment processing.
- AI & automation platforms — model and automation providers used to build and run the systems we deliver, under terms that restrict using your data to train their general models.
Our inquiry form sends the information you enter to FormSubmit when you press “Continue” after completing the final questions. FormSubmit processes the submission for delivery to our internal inquiry inbox and states that it retains a submissions archive for 30 days. Your inquiry may also remain in our email records for the retention periods below. Moving between the question steps does not send your answers to us. For questions about your inquiry, contact support@qovra.ca.
We use your details to assess how we can help, arrange your introduction, and follow up about your inquiry by email or phone. The final “Continue” sends the full inquiry to FormSubmit while you stay on Qovra. After FormSubmit accepts it, Qovra opens the thank-you page. If JavaScript is unavailable, the form submits through FormSubmit’s website, where a spam-prevention check may be required before returning to Qovra. Submitting these details does not subscribe you to a newsletter or confirm an appointment.
The inquiry form does not load an external scheduling calendar or store your answers in browser storage. Your answers stay in the open form until you submit them or leave the page.
A current list of our key sub-processors is available on request at support@qovra.ca.
08 Data retention
We keep personal information only as long as necessary for the purposes it was collected, including to satisfy legal, accounting, or reporting requirements. In practice:
- Enquiries that don't become projects — typically up to 24 months, then deleted or anonymized.
- Client & contract records — for the duration of the engagement plus the period required by law (often up to 7 years for financial records).
- Newsletter data — until you unsubscribe.
When information is no longer needed, we securely delete or anonymize it.
09 How we protect data
We use technical and organizational measures appropriate to the risk, including encryption in transit, access controls on a need-to-know basis, vetted infrastructure providers, and least-privilege practices for the systems we operate. No method of transmission or storage is completely secure, so we cannot guarantee absolute security — but we work hard to protect your information and to respond quickly if something goes wrong.
10 International transfers
We are based in Canada and some of our providers operate elsewhere, including the United States and the European Union. Where personal information is transferred across borders, we rely on appropriate safeguards — such as the European Commission's Standard Contractual Clauses or equivalent mechanisms — so that it remains protected to the standard described in this policy.
11 Your privacy rights
Depending on where you live, you may have some or all of the following rights regarding your personal information:
- Access — request a copy of the information we hold about you.
- Correction — ask us to fix inaccurate or incomplete information.
- Deletion — ask us to erase your information, subject to legal limits.
- Restriction & objection — limit or object to certain processing.
- Portability — receive your information in a portable format.
- Withdraw consent — where we rely on consent, withdraw it at any time.
- Opt out of marketing — unsubscribe from our updates whenever you like.
Email support@qovra.ca and we'll respond within the timeframe required by law (generally 30 days). We may need to verify your identity first. You won't be charged for making a request, and we won't discriminate against you for exercising your rights.
If you're in Canada and have an unresolved concern, you may contact the Office of the Privacy Commissioner of Canada. If you're in the EU/UK, you may lodge a complaint with your local data protection authority.
12 Children's privacy
Our website and services are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we'll delete it.
13 Third-party links
Our website may link to third-party sites and services we don't control. Their privacy practices are governed by their own policies, and we encourage you to review them. We're not responsible for the content or privacy practices of those sites.
14 Changes to this policy
We may update this policy from time to time to reflect changes in our practices, technology, or the law. When we do, we'll revise the "Last updated" date above and, for material changes, provide a more prominent notice. Please review it periodically.
15 How to contact us
For any privacy question, request, or concern, reach out and a real person will respond:
Email: support@qovra.ca
Location: Toronto, Ontario · Canada