Privacy Policy | Refinex Labs AI

Refinex Labs AI (refinexlabs.ai) is operated by Refinex Media Inc. (“Refinex Labs,” “we,” “us,” “our”). This policy explains what personal information we collect through this website, the free AI Readiness Check and the Refinex Content Engine, how we use it, and the choices you have. We handle personal information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other privacy laws that apply to us.

1. Information we collect

Information you give us

When you contact us or ask for a demo: your name, email address, company, and anything you include in your message.
When you use the AI Readiness Check: the website address you submit and, if you ask for your full report, your work email address.
When you become a customer: the names, email addresses and roles of the people on your account, including the reviewers who approve articles and the people named in bylines, plus billing contact details.

Information collected automatically

Technical data: your IP address, the country your request comes from, browser and device type, the page you were on and the time of your visit. Our hosting and security providers process this to deliver and protect the site.
Bot protection: the AI Readiness Check uses a bot-protection service that looks at signals from your browser to tell people from bots.
Usage limits: to keep the free check fair, we count scans and report requests per IP address and per email address each day.
Analytics and advertising data: cookies, pixels and similar technologies record which pages you visit, how you arrived (for example, from an ad or a search), your device and browser, and actions such as booking a demo. See section 3.

Information about websites, not people

AI Readiness Check results describe a website’s publicly accessible pages and files, such as robots.txt, sitemaps and structured data. They are not information about you, though we store them alongside the email address you give us.

Customer data in the Content Engine

To run the Content Engine for a customer, we work with information the customer provides or connects: brand guidelines, approved and off-limits sources, drafts and approvals, and, where the customer grants access, read-only search and analytics data for their site and the social media pages they want articles shared to. This is mostly business information. Where it includes personal information (for example, a reviewer’s name or an analytics report), we use it only to provide the service to that customer, as described in our agreement with them.

2. How we use it

To answer your questions, arrange demos and provide the services you sign up for.
To run the AI Readiness Check: scan the site you submit, show you the results, email you your report and follow up with you about it. You can ask us to stop at any time.
To run the Content Engine for customers: research topics, draft articles, route them to the customer’s reviewer for approval, publish approved articles and report on their performance.
To send you news about our products, where the law allows it or you have agreed. Every marketing email has an unsubscribe link.
To measure how the site and our advertising perform, and to show ads for our products to you on other websites and apps (interest-based advertising).
To prevent abuse, enforce usage limits and keep the site and our systems secure.
To improve our products, and to meet legal, accounting and tax obligations.

We do not use one customer’s private data, such as its Search Console or analytics numbers, to serve another customer.

3. Cookies, analytics and advertising

We use analytics and advertising platforms that set cookies, pixels or similar technologies on this site and receive limited usage data from it. We use them to understand how visitors use the site, to measure our advertising, and to deliver interest-based advertising: ads for our products shown to you on other websites and social platforms. These providers process the data under their own privacy policies. Our security providers also set strictly necessary cookies to protect the site and run bot protection. By using the site after being told about these technologies here, you consent to their use as described, and you can withdraw that consent at any time using the choices below.

Opting out. You can opt out of interest-based advertising at any time through the industry opt-out tools: the Digital Advertising Alliance of Canada at youradchoices.ca, the Digital Advertising Alliance at optout.aboutads.info and the Network Advertising Initiative at optout.networkadvertising.org. You can also block or delete cookies in your browser settings, which does not stop you from using the site, or email us at hello@refinexlabs.ai to opt out or to ask about the advertising data we hold. Opting out does not remove ads; it makes the ads you see less relevant. Because opt-outs are usually stored as cookies, you may need to renew them if you clear your cookies or switch browsers or devices.

4. Who we share it with

We do not sell your personal information for money. We share it with service providers who help us run our business, under contracts that limit what they can do with it, and with the analytics and advertising platforms described in section 3:

Hosting and security: running the website, protecting it from abuse and bots, and storing data for the AI Readiness Check.
Email delivery: sending AI Readiness reports and other service emails.
Customer relationship management: keeping track of enquiries, report requests and customer accounts.
AI and research services: researching topics and generating and checking draft articles for Content Engine customers, under business terms.
Analytics and advertising platforms: measuring how the site and our ads perform, and showing our ads to visitors on other websites and social platforms (see section 3).
Platforms our customers connect: only for customers who connect them, reading their search and analytics data and publishing their approved posts.

Some privacy laws, including those of several US states, treat letting advertising cookies and pixels collect data on our site as “selling” or “sharing” personal information for targeted advertising. You can opt out of that at any time using the choices in section 3 or by emailing us.

We may also disclose information when the law requires it, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of our business, in which case the buyer would be bound by this policy.

5. Where your information is stored

We are based in Canada. Some of our service providers store or process information in other countries, including the United States. While it is there, it may be accessible to courts, law enforcement and national security authorities of those countries under their laws.

6. How long we keep it

A scan result is held for about two hours so you can ask for the full report, and a cached copy of a site’s results for about a day.
Daily usage counts are kept only for the day they apply to.
Scan logs, report requests and enquiries are kept with our business records for as long as we need them for the purposes above, then deleted or anonymised.
Customer data is kept for the length of the customer’s subscription and then handled as our agreement with that customer sets out.

7. Your choices and rights

You can ask to see the personal information we hold about you, ask us to correct it or delete it, and withdraw your consent to marketing at any time. Depending on where you live, including some US states, you may have further rights, such as the right to know how your information is used or to opt out of certain processing. We will not treat you differently for using these rights.

To make a request, email hello@refinexlabs.ai. We may need to confirm your identity first, and we will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada or the privacy regulator where you live.

8. Security

We use reasonable administrative, technical and physical safeguards, including encrypted connections, access controls and limited access to customer accounts. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach creates a real risk of significant harm to you, we will notify you and the regulators as the law requires.

9. Children

Our website and products are for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us their information, contact us and we will delete it.

10. Changes to this policy

We may update this policy from time to time. The “last updated” date at the top shows when it last changed. If we make a significant change, we will say so on this page and, where appropriate, tell customers directly.

Questions? Email hello@refinexlabs.ai or write to Refinex Media Inc., 130 King Street West, Suite 1900, Toronto, ON M5X 1E3, Canada.