Privacy Policy

This Privacy Policy describes how RuleGuard AI (RuleGuard AI Limited) collects, uses, and protects your personal information when you interact with our website and services. We are committed to protecting your privacy and handling your data responsibly and transparently.

Who We Are

We are a regulatory compliance monitoring platform serving institutions across Edmonton and beyond. We operate a comprehensive AI-powered rules engine designed to identify and flag regulatory risks in real time. As your data controller, we determine how your personal information is collected and processed. We take our responsibility to protect your data seriously and comply with all applicable privacy regulations.

Information We Collect

We collect various types of information to provide and improve our services:

• Account registration data: name, email address, organization, job title, and contact information
• Usage data: pages visited, features accessed, interaction patterns, and session duration
• Device and browser information: IP address, browser type, operating system, and device identifiers
• Communication records: emails, inquiries, support tickets, and feedback you provide
• Cookies and tracking data: information collected through cookies and similar technologies
• Compliance monitoring data: information you upload or input into our system for risk analysis

Legal Basis for Processing

We process your personal information based on several legal grounds. Your consent is obtained when you create an account or use our services. We also rely on legitimate interests, such as improving our platform, preventing fraud, and maintaining security. Where required by law, we process information to fulfill legal obligations or protect the vital interests of individuals. For institutional clients, we may process data based on contractual necessity to deliver our compliance monitoring services.

How We Use Your Information

We use the information we collect for the following purposes:

• Providing and maintaining our compliance monitoring platform and AI rules engine
• Processing your account registration and managing your user profile
• Delivering regulatory risk assessments and flagging alerts
• Improving our services, features, and user experience
• Communicating with you about updates, support, or service changes
• Analyzing usage patterns and platform performance
• Ensuring security and preventing fraud or unauthorized access
• Complying with legal obligations and regulatory requirements

Data Retention Periods

We retain your personal information for specific periods based on the type of data and its purpose:

• Account registration data: retained for the duration of your account and up to 24 months after account closure
• Usage analytics and session logs: retained for up to 14 months
• Communication records and support tickets: retained for up to 24 months after final interaction
• Cookie and tracking data: retained for up to 12 months unless you opt out
• Compliance monitoring uploads: retained as long as your account is active and for up to 36 months after closure for regulatory purposes
• Server access logs: retained for up to 12 months

We delete or anonymize information when it is no longer necessary for its original purpose, unless legal requirements mandate longer retention.

Your Rights

You have important rights regarding your personal information. You can request access to your data and receive a copy in a portable format. You may request correction of inaccurate or incomplete information. In certain circumstances, you can request deletion of your data, though we may retain information as required by law. You have the right to restrict how we process your information and to object to certain types of processing. You can withdraw your consent at any time without affecting the lawfulness of prior processing. To exercise these rights, please contact us using the details provided below.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. These include essential cookies necessary for platform functionality, analytical cookies to understand how you use our services, and preference cookies to remember your settings. You can manage your cookie preferences through your browser settings. Some features may not function properly if you disable certain cookies. For detailed information about our cookie practices, please refer to our Cookie Policy.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These include encryption of data in transit and at rest, secure authentication protocols, regular security assessments, and restricted access to personal information. However, no method of transmission over the internet is completely secure. We encourage you to use strong passwords and keep your account information confidential.

Data Sharing and Third Parties

We do not sell, trade, or rent your personal information to third parties. We may share information with service providers who assist us in operating our website and providing our services, such as hosting providers, analytics partners, and customer support platforms. These partners are bound by confidentiality agreements and use your information only as necessary to provide services. We may disclose information when required by law, to enforce our agreements, or to protect the rights, safety, and security of our users and the public.

International Data Transfers

Your information may be processed and stored in Canada and other jurisdictions. If we transfer your data internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions, to protect your information. By using our services, you consent to the transfer of your information as described in this policy.

Supervisory Authority

You have the right to lodge a complaint with the data protection authority in your jurisdiction. In Canada, you may contact the Office of the Privacy Commissioner of Canada (OPC) if you believe we have violated your privacy rights or handled your personal information improperly. We encourage you to contact us first to address any concerns.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last updated" date at the top of this policy and, where appropriate, by sending you an email notification. Your continued use of our services following such changes constitutes your acceptance of the updated Privacy Policy.