Privacy Policy
Mind Fractal Media Inc.
Effective date: August 18, 2026
Last updated: August 18, 2026
1. Who we are
Mind Fractal Media Inc. ("MindFractal", "we", "us") is a company incorporated in British Columbia, Canada. We build and operate AI-powered software platforms for service businesses. Our platforms include Aesthetika, CourtPilot, ScoutWire, and AIREVOS.
This policy explains what information we collect, why, and what you can do about it. It covers mindfractal.ai and the platforms we operate.
Some of our platforms have their own privacy policy covering how that product handles its users' information. Where a product-specific policy exists, it governs that product. This policy governs MindFractal as a company and anything a product policy does not address.
We are responsible for personal information under our control, including information transferred to third parties for processing on our behalf.
2. Information we collect
Information you give us. Your name, email address, phone number, business name, and anything else you enter when you contact us, request a demo, create an account, or apply to accept payments.
Business and identity information for payments. If your business applies to accept payments through one of our platforms, our payment processor collects business details, ownership information, government identifiers, and bank account details in order to verify you and settle funds to you. See Section 4.
Information created by using our platforms. Records of what you did in the product, when, and from what device. Log data, IP address, browser type, pages viewed, and error reports.
Communications. Emails, messages, and calls you exchange with us, including through our AI agents where a platform provides them.
Cookies and similar technology. See Section 8.
3. What we do NOT collect
We do not receive or store full card numbers, expiry dates, or card security codes.
Card details are entered directly into hosted payment fields operated by our payment processor and are transmitted to them, not to us. We receive only a token and limited non-sensitive metadata such as the card brand and last four digits.
4. Payments
Payment processing on our platforms is performed by Finix Payments, Inc., located in the United States.
When a business applies to accept payments, or when a customer makes a payment, the information required to verify identity, assess risk, and move funds is collected and processed by Finix under its own privacy policy and its agreement with that business. We receive transaction records and status, not sensitive payment credentials.
5. Why we collect and use information
We collect, use and disclose personal information for the following purposes:
- To provide, operate, and improve our platforms
- To create and administer accounts
- To process payments and produce receipts, invoices, and records
- To verify identity and prevent fraud, abuse, and unauthorized access
- To provide support and respond to enquiries
- To send service messages, such as receipts, security alerts, and changes to terms
- To send marketing, where we have your consent or are otherwise permitted to
- To meet legal, tax, accounting, and card network obligations
- To analyse usage in aggregate to understand how our products are used
We will not use or disclose personal information for a new purpose without your consent, unless permitted or required by law.
We do not sell personal information, and we do not share it for cross-context behavioural advertising.
6. Consent
We collect, use and disclose personal information with your knowledge and consent, except where the law permits or requires otherwise.
For marketing email, we rely on your express or implied consent as required by Canada's Anti-Spam Legislation (CASL). Every marketing message includes a way to unsubscribe, and we honour it promptly.
You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may mean we can no longer provide some or all of our services to you. To withdraw consent, contact us at the address in Section 15.
7. Who we share information with
Service providers. Companies that host our infrastructure, send our email, process our payments, provide analytics, and deliver AI capabilities. They may only use the information to perform services for us, and are bound to protect it to a standard comparable to ours.
Our payment processor and financial partners, as described in Section 4.
Other parties at your direction, including where a platform sends information you have asked it to send.
Legal and safety. Where required by law, subpoena, court order, or regulation, or where we reasonably believe disclosure is necessary to protect the rights, property, or safety of any person.
Business transfers. If MindFractal is involved in a merger, acquisition, financing, or sale of assets, information may transfer as part of that transaction. We will give notice if a different privacy policy will apply.
8. Cookies
We use cookies and similar technologies to keep you signed in, remember preferences, and understand how our sites and products are used.
You can control cookies through your browser settings. Blocking some cookies will prevent parts of our platforms from working.
9. Where your information is stored and processed
MindFractal is based in Canada. Personal information we collect is stored and processed in the United States by our hosting, email, payment, and AI service providers.
This means your personal information may be accessible to United States courts, law enforcement, and national security authorities under the laws of that country.
We use contractual and other means to require our service providers to protect personal information to a standard comparable to that required under Canadian law. If you would like more information about our policies and practices regarding service providers outside Canada, contact us at the address in Section 15.
10. How long we keep information
We keep personal information only as long as necessary to fulfil the purposes it was collected for, and for a reasonable period afterward, and longer where we are required to by law, tax rules, or card network requirements.
Transaction and financial records are typically retained for at least seven (7) years.
Where a specific platform states its own retention period for content you upload, that period applies to that content.
11. Security
We protect personal information with safeguards appropriate to its sensitivity, including encryption in transit, access controls, and limiting internal access to those who need it to do their jobs.
No system is perfectly secure. If we become aware of a breach creating a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required, and any other regulator required by law.
12. Children
Our platforms are intended for use by businesses and by adults.
Some of our platforms serve environments involving minors. Where a platform collects information about a person under 18, it does so under its own product-specific policy and, where applicable, with verified parental or guardian consent. That platform's policy governs how that information is handled.
We do not knowingly collect personal information from a child through mindfractal.ai. If you believe we have, contact us and we will delete it.
13. Your rights
If you are in Canada, under PIPEDA and British Columbia's Personal Information Protection Act you have the right to:
- Access the personal information we hold about you
- Ask us to correct information that is inaccurate or incomplete
- Withdraw consent, as described in Section 6
- Challenge our compliance with this policy
We will respond to an access or correction request within thirty (30) days, or tell you if we need an extension and why. We may need to verify your identity first. In limited cases the law permits or requires us to refuse access, and if we do we will tell you why.
If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada, or to the Office of the Information and Privacy Commissioner for British Columbia.
If you are a California resident, you have rights under the California Consumer Privacy Act as amended, including access, deletion, correction, portability, and the right not to be discriminated against for exercising them. As stated in Section 5, we do not sell personal information or share it for cross-context behavioural advertising.
If you are in the European Economic Area or the United Kingdom, you have rights under the GDPR including access, rectification, erasure, restriction, portability, and objection, and the right to complain to your local supervisory authority.
To exercise any of these, email us at the address in Section 15.
14. Changes to this policy
We may update this policy. When we make a material change we will update the date at the top and, where the change is significant, notify you directly.
15. Contact and privacy officer
Questions, access requests, and complaints go to our Privacy Officer:
Mind Fractal Media Inc.
2002 – 1111 Alberni Street
Vancouver, BC V6E 4V2
Canada
Email: support@mindfractal.ai