AVATARIC.AI PRIVACY POLICY

Effective Date: June 10, 2026
Last Updated: June 10, 2026

1. INTRODUCTION

Avataric.ai Technologies Corp. ("Avataric.ai", "Avataric", "Company", "we", "our", or "us") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, disclose, store, process, protect, and otherwise handle personal information when you access or use our websites, software, APIs, enterprise AI agent platform, digital avatars, artificial intelligence services, integrations, applications, and related services (collectively, the "Services").

Our goal is to provide transparency regarding our data practices while supporting responsible and secure use of artificial intelligence technologies.

This Privacy Policy should be read together with our:

  • Terms of Service

  • Data Processing Addendum (where applicable)

  • Acceptable Use Policy

  • Cookie Policy

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

2. WHO WE ARE

The Services are operated by:

Avataric.ai Technologies Corp.

A corporation incorporated under the laws of the Province of British Columbia, Canada.

Although Avataric.ai is headquartered in Canada, portions of the Services and Customer Data are hosted and processed in the United States using trusted cloud infrastructure providers.

3. SCOPE OF THIS PRIVACY POLICY

This Privacy Policy applies when Avataric.ai acts as a data controller (or equivalent under applicable privacy laws) with respect to personal information collected directly from users.

When business or enterprise customers use Avataric.ai to process personal information through AI Agents, Avataric.ai generally acts as a service provider or data processor on behalf of that customer.

In those circumstances:

  • the customer determines the purpose and means of processing;

  • Avataric.ai processes personal information only on the customer's instructions;

  • processing is governed by the applicable customer agreement and, where applicable, the Avataric.ai Data Processing Addendum (DPA).

This Privacy Policy does not apply to:

  • third-party websites;

  • third-party applications;

  • third-party integrations;

  • external services linked from our Services.

Those services have their own privacy policies.

4. PRIVACY PRINCIPLES

Avataric.ai is committed to the following privacy principles:

  • Customer Data belongs to our customers.

  • We do not sell Customer Data.

  • We do not share Customer Data for advertising purposes.

  • We do not use Customer Data to train public or shared AI models.

  • We collect only the information reasonably necessary to provide our Services.

  • We implement commercially reasonable security safeguards.

  • We support transparency regarding our AI technologies.

  • We respect applicable privacy rights under Canadian and other applicable laws.

5. INFORMATION WE COLLECT

Depending on how you use the Services, we may collect the following categories of information.

5.1 Account Information

When you create an account or subscribe to the Services, we may collect:

  • name;

  • email address;

  • company name;

  • organization type;

  • job title;

  • billing address;

  • country;

  • telephone number;

  • account preferences;

  • authentication credentials.

5.2 Subscription and Billing Information

If you purchase a subscription, we may collect:

  • billing contact information;

  • invoice information;

  • subscription details;

  • payment status;

  • transaction identifiers.

Payment card information is processed by third-party payment providers.

Avataric.ai does not store complete payment card numbers.

5.3 Customer Data

Customers may submit information to configure or operate AI Agents.

Customer Data may include:

  • prompts;

  • uploaded documents;

  • PDFs;

  • Word documents;

  • spreadsheets;

  • presentations;

  • websites;

  • knowledge bases;

  • FAQs;

  • internal documentation;

  • CRM records;

  • support documentation;

  • policies;

  • procedures;

  • workflows;

  • business rules;

  • uploaded files;

  • conversation histories;

  • AI Agent configurations;

  • system instructions;

  • metadata;

  • generated Outputs.

Customer remains responsible for ensuring it has the legal authority to submit Customer Data to the Services.

5.4 AI Agent Conversations

When users interact with AI Agents deployed through the Services, we may process:

  • conversation messages;

  • chat history;

  • timestamps;

  • interaction metadata;

  • conversation context;

  • AI Agent responses;

  • session identifiers;

  • diagnostics.

Conversation information is processed solely for providing the Services requested by our customers.

5.5 Digital Avatar Information

Where Customers choose to create AI-powered digital avatars, we may process:

  • photographs;

  • facial images;

  • video recordings;

  • avatar configuration data;

  • appearance settings;

  • animation preferences.

5.6 Voice Information

Where Customers use voice-enabled features, we may process:

  • voice recordings;

  • speech inputs;

  • speech outputs;

  • synthesized voices;

  • voice characteristics;

  • transcription data.

Customers are responsible for ensuring they possess all necessary permissions before uploading voice recordings or creating voice-enabled AI Agents.

5.7 Communications

If you contact Avataric.ai, we may collect:

  • emails;

  • chat messages;

  • customer support requests;

  • product feedback;

  • survey responses;

  • meeting notes;

  • webinar registrations.

5.8 Automatically Collected Information

When you access the Services, certain technical information is collected automatically.

This may include:

  • IP address;

  • browser type;

  • operating system;

  • device identifiers;

  • language preferences;

  • session identifiers;

  • time zone;

  • pages visited;

  • referring URLs;

  • feature usage;

  • error logs;

  • performance metrics;

  • diagnostic information.

5.9 Cookies and Similar Technologies

Avataric.ai uses cookies and similar technologies to:

  • authenticate users;

  • maintain sessions;

  • remember preferences;

  • improve performance;

  • understand usage;

  • secure the Services;

  • detect abuse.

Additional information regarding cookies is available in our Cookie Policy.

6. INFORMATION WE DO NOT COLLECT

Avataric.ai does not intentionally collect:

  • government-issued identification numbers unless required by law;

  • payment card numbers;

  • passwords for third-party services;

  • sensitive personal information that is unnecessary for providing the Services.

Customers should avoid submitting unnecessary sensitive personal information unless required for their legitimate use of the Services.

7. HOW WE COLLECT INFORMATION

We collect information:

Directly From You

For example, when you:

  • register an account;

  • subscribe;

  • upload documents;

  • configure AI Agents;

  • create digital avatars;

  • contact customer support;

  • complete forms;

  • participate in webinars.

Automatically

Through:

  • browser technologies;

  • cookies;

  • analytics;

  • log files;

  • security monitoring;

  • APIs;

  • usage metrics.

From Business Customers

Enterprise customers may provide information regarding authorized users within their organizations.

From Third-Party Integrations

If you connect third-party systems to Avataric.ai, information may be received from those integrations as authorized by you.

Examples may include:

  • CRM systems;

  • websites;

  • communication platforms;

  • cloud storage providers;

  • authentication providers;

  • business applications.

8. LEGAL BASES FOR PROCESSING

Where required by applicable privacy laws, Avataric.ai processes personal information on one or more of the following legal bases:

  • performance of a contract;

  • legitimate business interests;

  • legal obligations;

  • protection of vital interests;

  • consent, where required.

Our legitimate interests include:

  • providing the Services;

  • maintaining platform security;

  • preventing fraud;

  • improving reliability;

  • supporting customers;

  • enforcing agreements;

  • protecting our legal rights.

Where consent is required, you may withdraw consent at any time, subject to legal or contractual limitations.

9. CUSTOMER RESPONSIBILITIES

Customers are responsible for ensuring that they have the legal authority to submit Customer Data to Avataric.ai.

Customers remain responsible for:

  • obtaining necessary consents;

  • providing required privacy notices;

  • complying with applicable privacy laws;

  • determining appropriate retention periods;

  • responding to data subject requests where Customer acts as controller;

  • ensuring AI Agents are deployed lawfully.

Avataric.ai does not determine whether Customer Data may legally be processed by the Customer.

10. HOW WE USE PERSONAL INFORMATION

Avataric.ai uses personal information only for legitimate business purposes necessary to operate, maintain, secure, and improve the Services.

Depending on how you use the Services, we may use personal information to:

Provide the Services

  • Create and manage user accounts.

  • Authenticate users.

  • Deliver Subscription Plans.

  • Configure AI Agents.

  • Generate AI-powered responses.

  • Create and manage digital avatars.

  • Deliver voice-enabled interactions.

  • Provide APIs and integrations.

  • Process uploaded documents and knowledge bases.

  • Enable Customer-requested functionality.

Customer Support

We may use information to:

  • Respond to support requests.

  • Investigate technical issues.

  • Diagnose errors.

  • Provide implementation assistance.

  • Improve documentation.

  • Resolve service incidents.

Security

We use information to:

  • Detect fraud.

  • Prevent abuse.

  • Identify malicious activity.

  • Investigate security incidents.

  • Monitor platform integrity.

  • Protect Customer accounts.

  • Enforce our Terms of Service.

Platform Operations

We may use information to:

  • Maintain the availability of the Services.

  • Improve reliability.

  • Optimize infrastructure.

  • Monitor service performance.

  • Perform backups.

  • Maintain audit logs.

  • Support disaster recovery.

Communications

We may contact Customers regarding:

  • Service updates.

  • Security notifications.

  • Billing.

  • Product announcements.

  • Legal notices.

  • Scheduled maintenance.

  • Customer support.

Where required by law, marketing communications will only be sent with appropriate consent.

11. ARTIFICIAL INTELLIGENCE PROCESSING

Avataric.ai provides an enterprise AI agent platform that processes Customer Data using artificial intelligence technologies.

Depending on the Services used, AI processing may include:

  • Natural language understanding.

  • Question answering.

  • Retrieval from Customer knowledge bases.

  • Content summarization.

  • Conversation generation.

  • Voice synthesis.

  • Speech recognition.

  • Avatar rendering.

  • Workflow automation.

  • Language translation.

  • AI-powered recommendations.

AI-generated Outputs are probabilistic and may not always be accurate, complete, or appropriate.

Customers remain responsible for reviewing Outputs before relying upon them.

12. CUSTOMER DATA IS NOT USED TO TRAIN PUBLIC AI MODELS

Avataric.ai believes enterprise customers should retain control over their data.

Accordingly:

  • Customer Data is not used to train public or shared artificial intelligence models.

  • Uploaded documents are not used for public AI model training.

  • AI Agent conversations are not used for public AI model training.

  • Customer prompts are not used for public AI model training.

  • Customer knowledge bases are not used for public AI model training.

  • Generated Outputs are not used for public AI model training.

Customer Data is processed solely to provide the Services requested by the Customer unless the Customer expressly agrees otherwise in writing.

13. RESPONSIBLE AI

Avataric.ai is committed to the responsible use of artificial intelligence.

Our approach includes:

  • Customer ownership of Customer Data.

  • Human oversight by Customers.

  • Transparency regarding AI interactions.

  • Appropriate security safeguards.

  • Privacy by design.

  • Compliance with applicable laws.

  • Continuous improvement of platform reliability.

Customers remain responsible for determining whether applicable laws require disclosure that users are interacting with an AI system.

14. THIRD-PARTY AI AND CLOUD SERVICE PROVIDERS

To provide the Services, Avataric.ai relies on carefully selected third-party providers.

Depending on the Services used, Customer Data may be processed by providers including:

  • OpenAI

  • HeyGen

  • Google Cloud

  • DigitalOcean

These providers process Customer Data solely for the purpose of delivering functionality requested by the Customer.

Avataric.ai requires its service providers to maintain appropriate contractual, technical, and organizational safeguards designed to protect Customer Data.

Avataric.ai may add, replace, or remove service providers from time to time as the Services evolve.

A current list of primary subprocessors will be maintained separately from this Privacy Policy.

15. DISCLOSURE OF PERSONAL INFORMATION

Avataric.ai does not sell personal information.

We do not disclose Customer Data to third parties except as described in this Privacy Policy or where required to provide the Services.

Service Providers

We may disclose information to trusted providers that assist us with:

  • cloud hosting;

  • artificial intelligence services;

  • customer support;

  • authentication;

  • payment processing;

  • security monitoring;

  • analytics;

  • communications;

  • infrastructure management.

These providers may access personal information only as necessary to perform services on our behalf.

Enterprise Customers

Where AI Agents are deployed by a business, nonprofit, educational institution, or other organization, information submitted during interactions with an AI Agent may be accessible to that organization.

Avataric.ai processes such information on behalf of the Customer in accordance with applicable agreements.

Legal Requirements

We may disclose information where we believe disclosure is reasonably necessary to:

  • comply with applicable law;

  • comply with legal process;

  • respond to lawful requests by public authorities;

  • enforce our agreements;

  • investigate fraud;

  • protect the rights, safety, or property of Avataric.ai, our Customers, or others.

Corporate Transactions

If Avataric.ai undergoes:

  • a merger;

  • acquisition;

  • corporate reorganization;

  • financing;

  • sale of assets;

  • bankruptcy;

  • change of control;

personal information may be transferred as part of that transaction, subject to applicable legal requirements.

16. INTERNATIONAL DATA TRANSFERS

Avataric.ai Technologies Corp. is incorporated in British Columbia, Canada.

Although we are a Canadian company, Customer Data is primarily stored and processed within the United States.

As a result, personal information may be transferred to, stored in, or processed in:

  • the United States;

  • Canada; or

  • other jurisdictions where our authorized service providers operate.

These jurisdictions may have privacy laws that differ from those in your country or province of residence.

By using the Services, you acknowledge that such international transfers may occur.

Avataric.ai implements commercially reasonable contractual and technical safeguards designed to protect personal information during such transfers.

17. DATA RETENTION

Avataric.ai retains personal information only for as long as reasonably necessary to:

  • provide the Services;

  • maintain Customer accounts;

  • comply with legal obligations;

  • resolve disputes;

  • enforce agreements;

  • protect platform security.

Retention periods vary depending on the nature of the information and applicable legal requirements.

Customer-Controlled Data

Customer Data remains under Customer control.

Customers may delete:

  • AI Agents;

  • uploaded documents;

  • knowledge bases;

  • prompts;

  • conversation histories;

  • other Customer Content;

through the Services where such functionality is available.

Deleted AI Agents and Documents

When a Customer permanently deletes an AI Agent or uploaded document, Avataric.ai will permanently remove the associated Customer Data from active production systems without undue delay.

Certain encrypted backup copies, system logs, or archival records may temporarily persist where reasonably necessary for:

  • disaster recovery;

  • system integrity;

  • legal compliance;

  • fraud prevention;

  • security investigations.

Such retained information will be securely deleted or overwritten in accordance with Avataric.ai's standard retention schedules.

18. ENTERPRISE CUSTOMERS

Many Customers use Avataric.ai within their organizations.

Where a Customer deploys AI Agents on behalf of an organization:

  • the organization generally determines the purposes for processing personal information;

  • Avataric.ai acts as a service provider or processor;

  • Customer remains responsible for compliance with applicable privacy laws.

Individuals who interact with an organization's AI Agent should contact that organization regarding:

  • access requests;

  • correction requests;

  • deletion requests;

  • privacy complaints;

  • data portability requests;

  • consent withdrawal.

Avataric.ai will reasonably assist enterprise Customers in responding to such requests where required by applicable agreements.

19. SUBPROCESSORS

Avataric.ai uses trusted subprocessors to operate the Services.

Subprocessors may provide services relating to:

  • cloud infrastructure;

  • artificial intelligence processing;

  • hosting;

  • customer support;

  • authentication;

  • communications;

  • payment processing;

  • security;

  • analytics.

Avataric.ai conducts reasonable diligence when selecting subprocessors and requires them to protect Customer Data through appropriate contractual obligations.

Avataric.ai maintains a separate Subprocessor List that may be updated from time to time without requiring amendments to this Privacy Policy.

20. SECURITY

Avataric.ai is committed to protecting Customer Data through commercially reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information processed.

Our security program is designed to reduce the risk of unauthorized access, disclosure, alteration, or destruction of personal information.

Security measures may include:

  • Encryption of data in transit using industry-standard TLS.

  • Encryption of Customer Data at rest where supported by the underlying infrastructure.

  • Role-based access controls.

  • Authentication and authorization controls.

  • Multi-factor authentication for administrative access where appropriate.

  • Network security controls.

  • Continuous monitoring and logging.

  • Vulnerability management.

  • Security patch management.

  • Backup and disaster recovery procedures.

  • Employee confidentiality obligations.

  • Security awareness training.

  • Incident response procedures.

While we strive to protect personal information, no method of electronic transmission or storage is completely secure. Accordingly, Avataric.ai cannot guarantee absolute security.

Customers are responsible for maintaining appropriate security within their own environments, including account credentials, administrator permissions, endpoint security, and internal access controls.

21. YOUR PRIVACY RIGHTS

Depending on your jurisdiction and applicable law, you may have certain privacy rights regarding your personal information.

These rights may include:

Right of Access

You may request access to personal information that Avataric.ai holds about you.

Right to Correction

You may request correction of inaccurate or incomplete personal information.

Right to Withdrawal of Consent

Where processing is based on consent, you may withdraw your consent at any time, subject to legal or contractual limitations.

Withdrawal of consent does not affect processing that occurred before the withdrawal.

Right to Deletion

You may request deletion of personal information where permitted by applicable law.

Certain information may need to be retained to:

  • comply with legal obligations;

  • protect security;

  • resolve disputes;

  • enforce agreements;

  • maintain business records.

Right to Restrict Processing

Where permitted by law, you may request that processing of your personal information be restricted.

Right to Object

Where applicable law provides this right, you may object to certain processing activities based on our legitimate interests.

Exercising Your Rights

Privacy requests may be submitted to:

hello@avataric.ai

We may request additional information to verify your identity before responding to a request.

22. ENTERPRISE CUSTOMER REQUESTS

Where personal information is processed on behalf of an enterprise Customer, Avataric.ai generally acts as a service provider or processor.

Individuals interacting with an organization's AI Agent should normally direct privacy requests to that organization.

Avataric.ai will provide reasonable assistance to enterprise Customers in responding to lawful privacy requests where required under applicable agreements.

23. CHILDREN'S PRIVACY

The Services are intended for business, nonprofit, educational, and professional use.

The Services are not directed to children under the age of eighteen (18).

Avataric.ai does not knowingly collect personal information directly from children.

If we become aware that personal information has been collected from a child in violation of applicable law, we will take reasonable steps to delete that information.

Parents or legal guardians who believe that a child has provided personal information to Avataric.ai may contact us at:

hello@avataric.ai

24. COOKIES AND TRACKING TECHNOLOGIES

Avataric.ai uses cookies and similar technologies to support the operation of the Services.

These technologies may be used to:

  • maintain user sessions;

  • authenticate users;

  • remember preferences;

  • improve website functionality;

  • analyze usage patterns;

  • improve platform performance;

  • enhance security.

Additional information regarding cookies is available in the Avataric.ai Cookie Policy.

Users may disable cookies through browser settings; however, certain features of the Services may not function properly if cookies are disabled.

25. THIRD-PARTY WEBSITES

The Services may contain links to third-party websites or services.

Avataric.ai does not control and is not responsible for:

  • third-party privacy practices;

  • third-party content;

  • third-party security;

  • third-party terms.

Users should review the privacy policies of any third-party services they choose to use.

26. CANADIAN PRIVACY COMPLIANCE

Avataric.ai Technologies Corp. is incorporated in British Columbia, Canada.

Avataric.ai is committed to complying with applicable Canadian privacy legislation, including:

  • the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable;

  • the British Columbia Personal Information Protection Act (PIPA); and

  • other applicable privacy legislation.

Where applicable, Avataric.ai also considers internationally recognized privacy principles and contractual obligations applicable to enterprise customers.

27. INTERNATIONAL USERS

If you access the Services from outside Canada or the United States, you acknowledge that your personal information may be transferred to and processed in jurisdictions with privacy laws that differ from those in your country of residence.

Avataric.ai takes reasonable measures to protect personal information during such transfers.

28. CHANGES TO THIS PRIVACY POLICY

Avataric.ai may update this Privacy Policy from time to time to reflect:

  • changes to the Services;

  • changes in applicable laws;

  • new technologies;

  • new processing activities;

  • improvements to privacy practices.

The "Last Updated" date at the beginning of this Privacy Policy indicates when changes were most recently made.

If we make material changes, we will use reasonable efforts to notify Customers through one or more of the following:

  • email;

  • account notifications;

  • the Services;

  • our website.

Continued use of the Services after changes become effective constitutes acceptance of the revised Privacy Policy.

29. CONTACTING OUR PRIVACY OFFICER

Questions regarding this Privacy Policy or our privacy practices may be directed to our Privacy Officer.

Privacy Officer

Avataric.ai Technologies Corp.

Email: hello@avataric.ai

Website: https://www.avataric.ai

Mailing Address:

501-3292 Production Way

Burnaby, BC V5A 4R4

Canada

30. COMPLAINTS

If you have concerns regarding the way Avataric.ai handles your personal information, we encourage you to contact our Privacy Officer first so we may attempt to resolve your concerns promptly.

Where applicable law provides the right to do so, you may also submit a complaint to the appropriate privacy regulator or supervisory authority.

For individuals in Canada, this may include the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator, depending on the circumstances.

31. SEVERABILITY

If any provision of this Privacy Policy is found to be invalid or unenforceable under applicable law, the remaining provisions shall remain in full force and effect.

32. LANGUAGE

This Privacy Policy has been prepared in the English language.

Any translated version is provided for convenience only. In the event of any inconsistency between the English version and a translated version, the English version shall prevail to the extent permitted by applicable law.

33. ENTIRE PRIVACY POLICY

This Privacy Policy, together with our Terms of Service, Cookie Policy, Data Processing Addendum (where applicable), and any applicable agreements between Avataric.ai and the Customer, describes Avataric.ai's privacy practices regarding the Services.

To the extent of any conflict between this Privacy Policy and a separately negotiated written agreement between Avataric.ai and an enterprise Customer, the written agreement shall govern with respect to that Customer.