Privacy Policy

1. Introduction and organization identity

PixelForge Inc. ("PixelForge", "we", "us", "our") is a generative-AI visual production and finishing studio based at 52 Sudbury Street, Suite 104, Toronto, ON M6J 3S4, Canada. Business Number: 861573920 RC0001. This Privacy Policy explains how we collect, use, disclose and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy principles.

Privacy enquiries: [email protected]. General contact: [email protected] or +1 (416) 269-5183.

We are accountable for personal information under our control and have designated a Privacy Officer to oversee compliance with this policy and to respond to access and complaint requests.

2. Scope

This policy applies to personal information collected through pixelforgeai.pro, our contact and enquiry forms, email and phone communications, client project engagements, and cookies on our website. It does not apply to third-party websites linked from our pages.

If you interact with PixelForge only as an employee or contractor of a corporate client, your organization may have its own privacy arrangements for project data. Individual contact details you provide for scheduling, approvals or invoicing remain subject to this policy.

3. What personal information we collect

We may collect: name, email address, phone number, organization name and role, project brief details, billing and invoicing information, reference images and brand materials you provide, communications between you and our studio, technical data from website visits (IP address, browser type, pages viewed), and cookie consent preferences.

Reference images, moodboards, brand guidelines and client materials may contain personal information incidentally (e.g., photographs of people in reference materials). We treat such materials as confidential project data subject to the retention rules below.

We do not routinely collect government-issued identification numbers, financial account details beyond invoicing necessities, or sensitive health information. If a project unexpectedly requires such data, we will identify the purpose and obtain appropriate consent before collection.

4. Purposes of collection and use

We collect and use personal information for: responding to enquiries and providing quotes; delivering generative-AI visual services under contract; art direction, project management and client communication; invoicing and payment processing; improving our website and services (with consent where required); complying with legal obligations; and protecting our legitimate business interests where permitted by law.

We do not sell personal information. We do not use contact form data for unrelated marketing without separate consent. Aggregated, de-identified analytics may be used internally to understand site performance without identifying individuals.

5. Legal bases and 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. You may withdraw consent for non-essential processing by contacting [email protected], subject to legal or contractual restrictions.

For client projects, contractual necessity and legitimate interests support processing required to deliver agreed services. Sensitive uses — such as sharing reference materials with AI tool sub-processors — are disclosed at project onboarding and governed by our client agreements.

Where consent is withdrawn after project commencement, we will stop non-essential processing and discuss impact on active deliverables. Some processing may continue where required to complete contracted work, issue invoices, or comply with law.

6. Reference images and client materials

Reference images, product photography, brand assets and moodboards submitted for generative image generation are used solely for your project: prompt design, style training, image-to-image workflows, art direction and deliverable production. Materials are stored on encrypted studio systems with access limited to assigned project staff.

We do not use your reference materials to train models for other clients unless explicitly agreed in writing. Custom style-training outputs built from your materials remain subject to project NDA and licensing terms. Upon project completion and expiry of the retention period, materials are deleted unless you request earlier deletion or a longer retention period is contractually agreed.

7. AI tool sub-processors

To deliver generative-AI visual services, we use third-party diffusion-model platforms, image-editing tools and cloud storage providers ("sub-processors"). Where client materials are processed through such tools, we select vendors with reasonable security practices and use project-level isolation where available. A current sub-processor list is available on request at [email protected].

Sub-processor use is limited to project delivery — not unrelated model training on your data unless contractually specified and consented. We review sub-processor privacy practices periodically and require confidentiality obligations in vendor agreements where feasible.

7a. Marketing and newsletters

We do not add enquiry contacts to marketing lists without separate opt-in consent. If you subscribe to studio updates in the future, unsubscribe links will be provided in each message. You may request deletion of marketing preferences at any time via [email protected].

7b. Automated decision-making

We do not use personal information for automated decision-making that produces legal or similarly significant effects on individuals. Generative-AI tools assist our creative staff; project decisions and deliverable approval remain human-directed.

8. Disclosure to third parties

We may disclose personal information to: service providers assisting with hosting, email, invoicing and project tools (under confidentiality obligations); professional advisors where required; and authorities when required by law. We do not disclose personal information to unrelated third parties for their marketing purposes.

In a business transaction such as a merger or asset sale, personal information may transfer to the successor entity subject to confidentiality and continued protection consistent with this policy. We will notify affected clients where practicable before personal information becomes subject to a materially different privacy policy.

9. Cross-border processing

Some sub-processors may process data in the United States or other jurisdictions. Where personal information crosses borders, we take reasonable steps to ensure comparable protection through contractual safeguards and vendor assessment. You may request details of cross-border transfers relevant to your project.

10. Retention

Enquiry records: up to twenty-four months from last contact unless a project proceeds. Active project materials: duration of engagement plus twelve months for warranty and rights queries. Invoicing records: seven years per Canadian tax requirements. Cookie consent records: six months. Reference images: deleted per section 6 unless otherwise agreed.

Retention periods may be extended where required by litigation hold, regulatory inquiry or outstanding contractual obligations. When retention expires, we delete or anonymize records using secure deletion methods appropriate to the media involved.

11. Security

We implement reasonable administrative, technical and physical safeguards: access controls on studio systems, encrypted transmission where supported, staff confidentiality obligations, and secure disposal of project materials at end of retention. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

In the event of a breach of personal information posing a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA breach notification provisions, and document our response.

12. Cookies and similar technologies

Our website uses strictly necessary cookies and, with your consent, analytics and preference cookies. Details are in our Cookie Policy. You may manage consent via our cookie banner or browser settings.

13. Your rights under PIPEDA

You have the right to: access personal information we hold about you; request correction of inaccurate information; withdraw consent where applicable; challenge our compliance; and file a complaint with the Office of the Privacy Commissioner of Canada:

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

To exercise access or correction rights, email [email protected] with sufficient detail to identify your records. We respond within thirty days where practicable. If we cannot fulfil a request in full, we will explain why and outline any remaining options, including complaint to the Commissioner.

13a. Challenging compliance

You may challenge our compliance with PIPEDA by contacting our Privacy Officer. We will investigate complaints in good faith and respond with our findings and any corrective steps taken. Unresolved concerns may be escalated to the Office of the Privacy Commissioner of Canada.

14. Children

Our services are directed at business clients. We do not knowingly collect personal information from individuals under sixteen without parental consent. If we learn that we have collected such information without proper consent, we will delete it promptly.

15. Changes to this policy

We may update this policy to reflect legal, technical or business changes. 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.

For active client projects, material privacy changes affecting project data handling will be communicated directly where practicable. Historical versions of this policy are available on request for the period covering your engagement.

16. Contact

PixelForge Inc., Privacy Officer
52 Sudbury Street, Suite 104, Toronto, ON M6J 3S4, Canada
[email protected]

Written requests may be sent by mail or email. We may need to verify your identity before releasing personal information records. There is no fee for reasonable access requests; we may charge a minimal fee only where permitted by PIPEDA for exceptional transcription costs.