Privacy policy

1. Who we are

Infinet Strategies Inc. (“Infinet Strategies”, “we”, “us”) is a company based in British Columbia, Canada. It develops and operates Applicai, a development and land-use application management platform.

In this policy, “Applicai” means that platform, and “we” means Infinet Strategies Inc. Infinet Strategies Inc. is the organisation responsible for the personal information described in this policy, and is the organisation to contact about it.

We handle personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA) and, where it applies to our activities, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

2. What this policy covers

This policy covers two things:

• this public website, at the address you are reading now; and
• the Applicai platform — the application our customers sign in to.

“Personal information” means information about an identifiable individual. Business contact information used to contact someone in their professional capacity is treated differently under Canadian privacy law, but we handle it with the same care.

3. This website

Our web host records standard server logs when a page is requested — typically the IP address, the time, the page requested and the browser’s user-agent string. These logs exist to run and secure the service. We do not use them to identify individual visitors or for marketing, and they are kept only for a limited period.

If you email us using an address on this site, we receive whatever you put in that email and use it to answer you.

4. What we collect

In the Applicai platform we collect:

• Account information — your name, work email address, employer or firm, job title, and the password credential used to sign in.
• Your mobile number, if you provide one, used to send you a text message when new mail arrives on a job you have chosen to be notified about. See section 5.
• Application data — the files, applications, correspondence, documents, dates and notes you and your colleagues enter or upload while using Applicai.
• Usage and security records — sign-in times, IP addresses, device and browser information, and a log of significant actions taken in an account, kept so we can secure accounts and investigate problems.
• Billing information — the details needed to invoice your firm. Card payments, where offered, are handled by a payment processor; we do not store full card numbers.
• Correspondence with us — support requests and our replies.

5. Mobile information and SMS consent

If you give us your mobile number, we use it for one purpose: to send you a text message when new mail arrives on a job you have chosen to be notified about. Notifications are off until you turn them on, and are set per job. Other opt-in uses may be available in the future. We send no marketing or promotional text messages of any kind.

Consent is given by you: you enter your own mobile number in Applicai’s registration form or account security settings and submit it. We do not add numbers on anyone’s behalf and we do not obtain numbers from purchased lists or data brokers.

You can withdraw that consent at any time: reply STOP to any message, turn notifications off for the job, or email info@applicai.ca and ask us to remove the number we hold for you. Stopping text messages does not affect your ability to sign in. Our SMS messaging terms set out the full detail.

6. How we use personal information

We use personal information to:

• create and administer accounts, and authenticate people who sign in;
• provide the Applicai platform and its features to the customer firm that holds the account;
• send messages about an account or the service — notifications you have turned on, security notices, changes to terms, and support replies;
• invoice customers and keep the financial records we are required to keep;
• secure the service, detect and investigate misuse, and troubleshoot faults;
• improve the service, using aggregated or de-identified information where possible; and
• meet legal and regulatory obligations.

We do not sell personal information. We do not use personal information to advertise to you, and we do not disclose it to anyone for their own marketing.

AI features. Applicai includes features that use artificial intelligence to help you work on your firm’s files — for example, drafting replies and other text, summarising correspondence, suggesting tasks and other records, and picking out dates, requirements and other details from emails and documents. We add and improve these features over time. They are available only where they have been switched on for your firm.

To provide an AI feature, we send the content it needs to our AI service provider. Depending on the feature, that can include emails and their attachments, documents, notes and other records on a file, details about the file and the people connected to it, instructions you type, and preferences you have saved, such as a description of how you write. We send only what the feature needs, from the file it is working on, and we use it only to provide the service to the firm whose file it is.

AI output is a suggestion for a person to review. AI features do not send messages, submit applications or make decisions on your behalf; nothing an AI feature produces is acted on until someone in your firm chooses to.

Your writing style. If you set up a writing style, Applicai uses emails you have written, or text you supply, to produce a description of how you write. The description is saved to your account and used for your drafts, and you can change or remove it at any time in My settings.

Training. Apart from your writing style, we do not currently use customer content to train AI. If we do, the content will be de-identified first, and we will update this policy before it happens.

Retention. Our AI provider, Anthropic, does not use content sent through its commercial API to train its models. It deletes that content within 30 days, except that content its systems flag as a possible violation of its usage policy may be kept for up to two years for safety review, or longer where the law requires. We keep a record of each AI request — what started it, on which file, when, and how much processing it used — as part of the account’s activity log. That record does not contain the content.

We will update this policy before we use AI in a way this section does not describe — for example, with a new kind of personal information, for a new purpose, or through a new AI service provider.

7. Consent

We collect, use and disclose personal information with your consent, or as otherwise permitted or required by law. In most cases consent is given when you create an account, enter information into Applicai, or give us your mobile number.

We limit what we collect to what is reasonable for the purposes described in this policy, and we tell you the purpose at or before the time we collect it.

You may withdraw consent to a particular use at any time, on reasonable notice, subject to legal and contractual restrictions. Withdrawing consent may mean we can no longer provide part or all of the service — for example, withdrawing consent to text messages means job notifications stop arriving by text; email notification and the rest of Applicai are unaffected. Contact us and we will explain the consequences before acting.

8. Who we disclose information to

We disclose personal information only in these situations:

• Service providers. Companies that host our infrastructure, deliver our email and text messages, or process payments — and our AI service provider, Anthropic, PBC, which processes the content described in section 6 only to provide the AI features your firm uses. They may use the information only to perform that service for us, under contract, and not for their own purposes.
• Within the customer’s organisation. Other authorised users of your firm’s account can see the files and records shared in that account, and an account administrator can manage its users.
• Where the law requires it. In response to a valid legal demand, or where disclosure is permitted or required by law — for example to investigate a breach of an agreement or a suspected offence, or to protect someone’s safety.
• A business transaction. If our business or part of it is sold or reorganised, personal information may be disclosed to the other party for the purpose of that transaction, subject to the protections Canadian privacy law requires.

As stated in section 5, mobile numbers and SMS opt-in consent are excluded from all of the categories above except delivery of our own notification messages and any disclosure the law requires. They are never shared for marketing or promotional purposes, by us or by anyone acting for us.

9. Information our customers put into Applicai

Our customers are firms and individuals. When a customer uses Applicai to manage an application, the files they upload may contain personal information about other people — property owners, tenants, neighbours, municipal staff, and others. For that information we act on the customer’s instructions and process it to provide the service; the customer decides what to collect and is responsible for having the authority to put it into Applicai.

If you believe a firm or person has stored your personal information in Applicai and you want to see it or have it corrected, contact them first. If you cannot reach them, contact us at info@applicai.ca and we will help you find the right party.

10. Where information is stored

Applicai may store customer data in the United States or other countries: our database is hosted in Oregon, and documents and backups are stored with Google Cloud in the United States. Some of our service providers may process or store information outside Canada, in which case it may be accessible to the courts, law enforcement and national security authorities of that country. Where information is transferred outside Canada, we require the provider to protect it with safeguards comparable to those we apply ourselves. You can ask us where your information is stored and who processes it.

Our AI service provider may store and process requests in the US and other countries. When you use an AI feature, the content described in section 6 is transferred outside Canada for that purpose.

11. How long we keep it

We keep personal information only as long as it is needed for the purposes described in this policy, or as long as the law requires us to keep it. Account records are kept for the life of the account and for a limited period afterwards, so a firm can recover its files and so we can meet tax, audit and legal obligations. Security logs are kept for a limited period. When information is no longer needed, we destroy it or de-identify it.

If we use personal information to make a decision that directly affects an individual, we keep that information for at least one year afterwards, so the individual has a reasonable opportunity to ask for access to it.

12. Security

We use reasonable physical, organisational and technical safeguards appropriate to the sensitivity of the information: encryption in transit, access controls that limit staff access to what their role requires, logging, and regular review of our providers.

No system is perfectly secure. If a privacy breach occurs that could reasonably be expected to create a real risk of significant harm to an individual, we will notify the affected individuals and the applicable privacy commissioner as required by law.

13. Access, correction and withdrawal

You may ask us:

• for access to the personal information we hold about you, how we have used it, and to whom we have disclosed it;
• to correct personal information that is inaccurate or incomplete;
• to withdraw consent to a particular use, subject to section 7; and
• to delete information, where we are not required to keep it.

Write to info@applicai.ca. We may need to confirm your identity before we act. We respond within the time the law requires — generally 30 business days under PIPA — unless the law allows us to extend that period, in which case we will tell you.

In limited cases the law allows or requires us to refuse access — for example where disclosing the information would reveal personal information about someone else, or where it is protected by solicitor-client privilege. If we refuse, we will tell you why and how you can ask for a review.

14. Who the service is for

Applicai is a service for businesses and for people handling their own applications.

15. Changes to this policy

We may update this policy. The effective date at the top of the page shows when the current version took effect. If we make a significant change to how we handle personal information, we will tell account holders by email or through the platform before it takes effect.

16. Contact and complaints

Questions, access requests and privacy complaints go to our privacy contact:

We will acknowledge your complaint, investigate it, and tell you the outcome. If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca), or, for matters under federal jurisdiction, the Office of the Privacy Commissioner of Canada (priv.gc.ca).