Privacy Policy

AlloMinds AI Consulting Inc.

For: allominds.ca, next-cohort.allominds.ca, ainavigator.allominds.ca, assess-platform.allominds.ca and related forms, assessments and booking pages.

ENGLISH

Effective date: October 24, 2026

Last updated: October 24, 2026

1. Who we are

AlloMinds AI Consulting Inc. ("AlloMinds", "we", "us") is an AI transformation advisory firm based in Rockland, Ontario, Canada.

This policy explains how we collect, use, share and protect your personal information when you use our websites, assessments, forms, booking pages and training programs. It applies to visitors across Canada, including Québec.

2. Person in charge of the protection of personal information

Our person in charge of the protection of personal information (privacy officer) is:

Patrick Kabongo, Founder and Principal Advisor

AlloMinds AI Consulting Inc., Rockland, Ontario, Canada

Email: [email protected]

Contact this person for any question, request or complaint about your personal information.

3. What we collect

We collect only what we need for the purposes listed in section 4.

When

What we collect

You register for a cohort or join a waiting list

First name, last name, email, company, preferred language, the cohort you chose, your consent

You complete the AI Readiness Index or the AI Skills Navigator

Your answers, your role (as you describe it), your scores and results. If you choose to receive your report or be contacted: first name, last name, email, phone (optional), company, job title

You book a call

Name, email, phone (if provided), date and time chosen, and any notes you add

You pay for a program

Name, email, billing details. Payment card data is handled by our payment provider; we do not store full card numbers

You attend a live session

Session recordings (video, audio, screen sharing), text transcripts of the audio, the name you display, chat messages and questions you ask during the session

You email or contact us

Your message and contact details

You visit our pages

Technical data: pages visited, buttons clicked, browser type, device type, approximate location by IP address, referring page. See section 8

Assessment answers stay in your browser until you choose to submit your contact details. If you do not submit them, we do not receive your identity with your answers.

4. Why we use it

We use your personal information to:

1.  Register you for a cohort, send confirmations, schedules and session links, and manage the waiting list.

2.  Record live sessions so that participants of the same cohort can review them or catch up on a missed session.

3.  Calculate and display your assessment results and, if you ask, send you your report.

4.  Recommend next steps that match your results (for example, training or a consultation).

5.  Schedule and hold calls you book.

6.  Process payments and keep accounting records.

7.  Answer your questions.

8.  Send you information about our programs and services, only if you consent. You can unsubscribe at any time.

9.  Improve our assessments, pages and programs using aggregated or de-identified data.

10.  Meet our legal obligations.

We do not sell your personal information. We do not use it for any other purpose without your consent, unless the law requires or permits it.

5. Consent

We ask for your consent when we collect your information, through the checkbox or statement on each form. Where information is sensitive, or where you would not reasonably expect a use, we ask for express consent.

You may withdraw your consent at any time by contacting our privacy officer or using the unsubscribe link in our emails. Withdrawing consent may limit what we can offer (for example, we cannot keep your seat in a cohort without your contact details).

Our services are intended for adults. We do not knowingly collect personal information from anyone under 14.

6. Assessments and automated results

The AI Readiness Index and the AI Skills Navigator calculate your score automatically from your answers, using a fixed scoring method described on our methodology page. Your score is used only to show you your results and suggest next steps.

No decision about you (such as acceptance into a program, pricing or employment) is made solely by automated processing. If you have questions about how a result was produced, contact our privacy officer: you may ask what information was used and how, and submit corrections.

Our assessments are personal. We do not share an individual's results with their employer without that person's consent.

6a. Recording of live sessions

Live cohort sessions are recorded. We announce the recording at the start of each session, and the meeting platform shows a recording indicator.

•    Recordings are shared only with participants of the same cohort and the AlloMinds facilitators, through a private link.

•    You may keep your camera off, use your first name only as your display name, and ask questions in private chat if you prefer not to appear in the recording.

•    We do not use recordings, or any part of them, in marketing or public content without your separate written consent.

•    Participants agree not to download, share or publish recordings.

•    You may ask us to remove or blur a segment where you appear.

We may create a text transcript of a session to prepare notes and course materials. To do so, we use the transcription features of our recording and meeting tools (see section 7). Transcripts are shared under the same rules as recordings.

Sessions are recorded with the meeting platform used (Zoom, Microsoft Teams or Google Meet) or with Camtasia. Recordings and transcripts are stored in the meeting platform's cloud storage, on AlloMinds computers, or in our business storage (Microsoft 365, Google Workspace), and backed up on a secured backup server located in our office in Canada, and are deleted after the period shown in section 10.

7. Who we share it with

We share personal information only with service providers and professional advisors that help us operate, and only what they need:

Provider

GoHighLevel / LeadConnector

Website pages, forms, assessments, CRM, email, marketing automation, booking calendar

United States

Stripe, PayPal, GHL Payments

Payment processing

United States and Canada

Zoom, Microsoft Teams, Google Meet

Live cohort sessions, training and session recordings

United States and Canada

Camtasia (TechSmith)

Recording and editing session videos and captions. Files are stored on AlloMinds computers and business storage

Stored locally (Canada)

Microsoft 365, Google Workspace

Business email and documents

Canada and United States

External accounting firm

Bookkeeping, tax returns and financial records

Canada

Google Analytics, Google Ads

Website analytics and advertising measurement

United States

Meta Pixel, LinkedIn Insight Tag

Advertising measurement

United States

Google Fonts

Loading web fonts on our pages

United States

These providers are bound by contract or professional obligations to protect your information and to use it only on our instructions.

We may also disclose personal information when required by law, or to protect our rights in a legal proceeding.

8. Cookies and tracking

Our pages use:

•    Essential cookies and local storage, to make pages work and remember your choices (for example, language and theme). These cannot be turned off.

•    Analytics and event tracking (Google Analytics and GoHighLevel tracking), to see which pages and buttons are used so we can improve them.

•    Advertising measurement (Google Ads, Meta Pixel, LinkedIn Insight Tag), to measure our ads and show relevant ads to people who visited our pages.

Analytics, tracking and advertising tools are off by default. They are activated only if you accept them through our cookie banner. You can change your choice at any time through the "Cookie settings" link at the bottom of every page.

You can also block or delete cookies in your browser settings.

9. Storage outside Québec and Canada

AlloMinds AI Consulting Inc. uses trusted third-party service providers, including GoHighLevel, to manage customer relationships, communications, forms, marketing automation, scheduling, and related business operations. Information you provide may be stored or processed outside Canada, including in the United States, where it may be subject to the laws and lawful access requirements of those jurisdictions. GoHighLevel reports compliance with applicable privacy frameworks, including GDPR, and employs recognized safeguards for international data transfers, including participation in the EU-U.S. Data Privacy Framework and the use of Standard Contractual Clauses where required.

Before communicating personal information outside Québec, we assess whether it will receive adequate protection, and we put contractual safeguards in place with our providers.

10. How long we keep it

IWaiting list and leads who never registered

24 months after your last interaction with us, then deleted

Assessment results with contact details

24 months after submission, then deleted or de-identified

Cohort participant records

3 years after the end of the cohort

Session recordings, audio transcripts and chat transcripts

6 months after the end of the cohort, then deleted

Payment and accounting records

7 years, as required for tax purposes

Emails and enquiries

24 months after the last exchange

When information is no longer needed, we destroy it securely or de-identify it. Copies kept in our backups are deleted during our twice-yearly review.

11. How we protect it

We use reasonable administrative, technical and physical safeguards, including access limited to people who need it, multi-factor authentication on our accounts, encrypted connections (HTTPS), encrypted and access-controlled backups stored in Canada and contractual commitments from our providers.

If a confidentiality incident (data breach) presents a risk of serious harm, we will notify the people affected and the Office of the Privacy Commissioner of Canada and/or the Commission d'accès à l'information du Québec, as the law requires, and keep a record of the incident.

12. Your rights

You have the right to:

•    Access the personal information we hold about you.

•    Correct information that is inaccurate, incomplete or out of date.

•    Withdraw your consent, subject to legal or contractual limits.

•    Ask us to stop sharing or using your information, or to delete it, when it is no longer needed or was collected unlawfully.

•    Receive your information in a structured, commonly used technological format (data portability, Québec).

•    Be informed about automated processing used to produce your results (section 6).

To make a request, email our privacy officer at [email protected]. We may ask you to confirm your identity. We will answer within 30 days. Requests are free of charge.

13. Complaints

If you are not satisfied with our answer, you may contact:

•    Office of the Privacy Commissioner of Canada: priv.gc.ca · 1-800-282-1376

•    Commission d'accès à l'information du Québec (Québec residents): cai.gouv.qc.ca · 1-888-528-7741

14. Changes to this policy

We may update this policy. We will post the new version on this page with a new "last updated" date. If a change is significant, we will notify people on our mailing list by email.