Legal
Privacy policy
Last updated: 2026-10-31 · REPLACE: have a professional review this before launch.
1. Who processes your data
Artiphex Technologies Ltd. ("we"), REPLACE, Edmonton, Canada. Contact: info@artiphex.com.
2. What we collect
- Chat conversations — messages you type into our AI assistant chat.
- Contact-form data — name, email, optional phone, service interest, budget band, timeline, project description.
- Project estimator answers — the options you select and the indicative range shown to you, plus any notes and website you add.
- Website audit — the address you submit and the results of our automated check of that one public page. We fetch the page once, from our server, like a normal visitor would.
- How you found us — when you send an inquiry we store the campaign tags in the link you arrived on (e.g.
utm_source), the domain of the referring site (not the full address), and the first page you visited — so we know which channels work. This is kept in your session only and attached to your inquiry; nothing is shared with ad networks. - Consent records — what you agreed to, when, and a hashed IP as evidence.
- Technical logs — error and audit logs; IP addresses are stored only as salted hashes.
We do not use advertising cookies or third-party analytics in V1. The site sets one session cookie needed for form security (CSRF protection) and to remember how you arrived during your visit.
3. AI disclosure & subprocessors
Our chat assistant is powered by a large language model operated via OpenRouter (openrouter.ai) as our AI subprocessor. Everything you type in the chat is transmitted to that service to generate a reply — including messages sent before you give consent. Do not share secrets (passwords, keys, sensitive personal data) in the chat. OpenRouter and its model providers process chat content under their own retention terms; see openrouter.ai/docs for current terms. Replies are drafted by the AI; a human handles contracts, pricing and anything binding.
4. Why we process (legal bases)
- Consent — chat capture and follow-up contact (you can withdraw at any time).
- Legitimate interest — replying to inquiries, keeping the site secure and error-free.
- Legal obligation — invoicing and accounting records where required by tax law.
5. How long we keep it
This table is rendered from our live configuration — the policy and the system cannot drift:
| Data | Retention | Notes |
|---|---|---|
| Chat transcripts (with consent) | 365 days | Deleted automatically after this period, or immediately on request. |
| Contact-form inquiries | 730 days | Deleted when inactive; leads with invoices are anonymized instead (accounting retention). |
| Consent records | Life of the relationship + statutory proof period | Kept as proof consent was given; revocation is recorded, never erased silently. |
| Technical logs | 90 days | Error and audit logs, IP-hashed. |
| Dry-run payloads | 30 days | Copies of unsent drafts kept only for verification. |
6. Your rights
Email info@artiphex.com to:
- access the data we hold about you (we export it as JSON),
- correct it,
- have it deleted (invoiced accounting records are anonymized rather than destroyed where the law requires retention),
- withdraw consent or unsubscribe — every email we send carries a one-click unsubscribe link.
7. Security
Data is stored in a database on our hosting infrastructure, access-restricted, backed up daily, and transported over HTTPS. Secrets are kept outside the codebase. Automated actions that contact you are drafted by software but approved and sent by a human.