Privacy Policy

Last updated: 10 July 2026

1. Who we are

RenderMind Inc. ("RenderMind", "we", "us", "our") is a generative-AI concept and rendering studio based at 88 East Cordova Street, Suite 110, Vancouver, BC V6A 1K2, Canada. Business Number: 794026158 RC0001. We provide creative visual services — concept renders, environment scenes, key art and illustration — produced with generative AI tools and human art direction for client organizations.

Privacy enquiries: [email protected]. General contact: [email protected] or +1 (604) 428-6075.

2. Scope of this policy

This Privacy Policy explains how we collect, use, disclose, retain and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable British Columbia privacy law. It applies to personal information collected through rendermindai.life, our contact and enquiry forms, email and telephone communications, client project engagements, and cookies on our website.

This policy does not apply to third-party websites linked from our pages. We encourage you to review the privacy practices of any external site you visit.

3. What personal information we collect

Depending on how you interact with RenderMind, we may collect:

• Contact and identity information: name, email address, telephone number, organization name and job title when you submit an enquiry or engage our studio services.
• Project and brief materials: creative briefs, moodboards, reference images, brand guidelines and other materials you provide for concept render and rendering projects. These may occasionally contain personal information if you include them in reference materials — we ask clients to minimize unnecessary personal data in briefs.
• Communication records: email correspondence, meeting notes and phone call summaries related to enquiries and projects.
• Technical and usage information: IP address, browser type, device information, pages visited and referral source — collected via cookies and similar technologies where you have consented. See our Cookie Policy.
• Consent records: records of cookie preferences and PIPEDA consent checkbox confirmations from our contact form.

We do not knowingly collect sensitive personal information such as health data, financial account numbers or government identification through our public website. Payment information for invoiced projects is handled through separate secure channels, not via the public contact form.

4. Why we collect and use personal information

We collect and use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Responding to enquiries submitted through our contact form, email or telephone.
• Scoping, quoting and delivering generative-AI concept and rendering services under project agreements.
• Managing client relationships, revision rounds, deliverables and usage-rights documentation.
• Operating and improving rendermindai.life, including analytics where you have consented.
• Complying with legal obligations and protecting our legitimate business interests.
• Maintaining records required for tax, accounting and corporate governance in Canada.

We do not use personal information collected through enquiries to send unsolicited marketing without separate consent. We do not sell personal information to third parties.

5. Consent

Under PIPEDA, we rely on your knowledge and consent for most collection and use. Express consent is obtained via our contact form checkbox for enquiry processing. Implied consent may apply to information reasonably necessary to respond to an obvious request — for example, replying to an email you send us directly.

Cookie consent is obtained through our cookie banner (Accept all, Reject all or Customise). Non-essential cookies are not placed until you consent. Consent choices are stored locally for six months.

You may withdraw consent for non-essential processing by contacting [email protected], subject to legal or contractual restrictions. Withdrawal of consent for essential project processing may limit our ability to continue a client engagement.

6. Reference images and client materials

Concept render projects often involve reference images, moodboards and brand assets supplied by clients. We treat these materials as confidential project data. Access is limited to staff and contractors working on the relevant project under confidentiality obligations.

Where client materials are processed through generative-AI tools (diffusion-model platforms, image-editing software, cloud storage), we use project-level isolation where available and select vendors with reasonable security practices. Client materials are not used to train public models without explicit written agreement.

Upon project completion, materials are retained according to our retention schedule (see Section 8) or returned/deleted as agreed in the project contract.

7. Sub-processors and third-party service providers

To deliver generative-AI visual services, we use third-party diffusion-model platforms, image-editing tools, email providers, cloud storage and website hosting ("sub-processors"). These providers may process personal information or client materials on our behalf.

We select sub-processors with reasonable security and privacy practices. Where personal information is transferred outside Canada, we take steps to ensure comparable protection through contractual safeguards where required by PIPEDA.

A current sub-processor list is available on request at [email protected]. We will update this list as our tooling changes and notify active clients where material changes affect their project data.

8. Retention

We retain personal information only as long as necessary for the purposes described in this policy or as required by law:

• Enquiry records: up to twenty-four months from last contact, unless a project engagement begins.
• Active project files: duration of the project plus up to thirty-six months for reference, unless a longer period is agreed in writing.
• Cookie consent records: six months, stored locally in your browser via localStorage.
• Analytics data: per vendor default retention, typically twelve to twenty-six months where analytics cookies are accepted.
• Financial and corporate records: as required by Canadian tax and corporate law, typically seven years.

When retention periods expire, we delete or anonymize personal information where practicable.

9. Security

We implement reasonable administrative, technical and physical safeguards to protect personal information against unauthorized access, disclosure, alteration and destruction. Measures include access controls limited to authorized personnel, encrypted connections (HTTPS) on our website, secure storage for project files and confidentiality obligations for staff and contractors.

No method of transmission or storage is completely secure. If you believe your interaction with us has been compromised, contact [email protected] promptly.

10. Your rights under PIPEDA

Subject to limited exceptions under Canadian law, you have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete personal information.
• Withdraw consent for non-essential processing, subject to legal and contractual limits.
• Challenge our compliance with PIPEDA by contacting us or the Office of the Privacy Commissioner of Canada.

To exercise access or correction rights, email [email protected] with sufficient detail to identify your records. We respond within thirty days where practicable. We may request verification of identity before releasing information.

11. Office of the Privacy Commissioner of Canada

If you are not satisfied with our response to a privacy concern, you may contact:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: priv.gc.ca

12. Children

Our services are directed at business clients and creative professionals. We do not knowingly collect personal information from individuals under sixteen through our website. If you believe we have collected information from a minor, contact us and we will delete it promptly.

13. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices, technology or legal requirements. The "Last updated" date at the top will change accordingly. Material changes will be noted on this page. Continued use of our website after changes constitutes acceptance of the updated policy for website interactions.

14. Contact

RenderMind Inc., Privacy Officer
88 East Cordova Street, Suite 110
Vancouver, BC V6A 1K2, Canada
[email protected]

15. British Columbia privacy context

RenderMind is based in British Columbia. In addition to PIPEDA, British Columbia's Personal Information Protection Act (PIPA) may apply to personal information collected, used and disclosed in the course of commercial activities within the province. Where PIPA applies, we comply with its requirements regarding consent, purpose limitation, security safeguards and individual access rights.

If you are a British Columbia resident with a privacy concern specific to provincial law, you may contact us at [email protected] or the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.

16. Automated decision-making

RenderMind does not use personal information collected through our website to make automated decisions that produce legal or similarly significant effects on individuals. Generative-AI tools used in client projects produce visual outputs under human art direction; they do not autonomously determine eligibility, pricing or contractual outcomes for website visitors.

17. Data breach notification

In the event of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required under PIPEDA breach-reporting obligations. Notifications will describe the circumstances, the information involved and steps we are taking to reduce risk. If you believe your data has been compromised in connection with RenderMind, contact [email protected] immediately.

We maintain an internal record of all breaches as required by law, whether or not notification to individuals is ultimately required.