Privacy Policy

Last updated: 10 July 2026

1. Who we are

AudioMind Inc. ("AudioMind", "we", "us", "our") is a generative-AI audio and music studio based at 1330 Grant Street, Suite 105, Vancouver, BC V5L 2X6, Canada. Business Number: 749518063 RC0001. We provide creative sound services — music beds, sonic identity, sound design and mix-ready stems — produced with generative AI tools and human sound direction for client organizations.

Privacy enquiries: [email protected]. General contact: [email protected] or +1 (604) 461-7208.

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 audiomindai.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. If you are an employee or contractor of a client organization, your employer's privacy policies may also apply to project materials you share with us.

3. What personal information we collect

Depending on how you interact with AudioMind, 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, reference tracks, temp mixes, brand sonic guidelines, scripts and other materials you provide for music-bed and sound-design 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, playback session summaries and phone call records 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 during Mon–Fri 09:00–17:00 PT.
• Scoping, quoting and delivering generative-AI audio and music services under project agreements.
• Managing client relationships, revision rounds, deliverables and usage-rights documentation.
• Operating and improving audiomindai.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. We do not use client audio briefs to train public generative models without explicit written agreement.

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 (consent_pipeda) for enquiry processing. The checkbox is not pre-selected; submission requires active confirmation.

Implied consent may apply to information reasonably necessary to respond to an obvious request — for example, replying to an email you send us directly at [email protected].

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 in your browser for six months via localStorage under the key am_cookie_consent.

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 audio and client materials

Audio projects often involve reference tracks, temp mixes, voice samples and brand sonic 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 (audio-generation platforms, digital audio workstations, 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.

Voice samples receive additional handling: we do not process voice recordings for cloning or impersonation without written consent from the rights holder. 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 audio services, we use third-party audio-generation platforms, mastering 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. Secure deletion methods are used for audio files containing client-identifiable content.

9. Disclosure of personal information

We may disclose personal information to:

• Sub-processors and service providers who assist in delivering our services, under contractual confidentiality obligations.
• Professional advisers (lawyers, accountants) where necessary for legitimate business purposes.
• Law enforcement or regulatory authorities when required by applicable law or valid legal process.
• Successors in the event of a merger, acquisition or sale of assets, with notice where practicable.

We do not disclose personal information to unrelated third parties for their own marketing purposes.

10. Security

We implement reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information we hold. These include access controls on project folders, encrypted transmission where supported, staff confidentiality agreements and secure disposal of media when projects close.

No method of transmission or storage is completely secure. While we work to protect personal information, we cannot guarantee absolute security. If you believe your interaction with us has been compromised, contact [email protected] promptly.

11. Your rights under PIPEDA

Subject to limited exceptions under PIPEDA, 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 or 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, or inform you if an extension is required.

12. Children

Our services are directed at business clients and adult creators. We do not knowingly collect personal information from individuals under sixteen through our public website. If you believe a child has submitted personal information to us, contact [email protected] and we will take reasonable steps to delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated "Last updated" date. Continued use of audiomindai.life after changes constitutes acceptance of the revised policy for website interactions. Active client projects are governed by the policy version in effect at engagement unless otherwise agreed.

14. Contact and complaints

Privacy Officer, AudioMind Inc.
1330 Grant Street, Suite 105, Vancouver, BC V5L 2X6, Canada
Email: [email protected]
Phone: +1 (604) 461-7208

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.