Privacy Policy

This Privacy Policy describes how SoundSynth AI Studio Inc. ("SoundSynth AI," "we," "us," or "our") collects, uses, discloses, and protects personal information when you visit soundsynthai.life, communicate with us, or engage our voice synthesis and related professional services. We are incorporated in British Columbia, Canada, with our principal studio at 237 Great Northern Way, Suite 106, Vancouver, BC V5T 0A1.

We are committed to handling personal information responsibly and in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), as well as British Columbia's Personal Information Protection Act (BC PIPA), which governs how organizations in BC collect, use, and disclose personal information in the course of commercial activities. Where provincial law applies alongside federal law, we meet the requirements of both frameworks.

1. Accountability

SoundSynth AI has designated a privacy contact responsible for our compliance with this Policy and applicable privacy legislation. For questions, access requests, or complaints, contact:

• Email: [email protected]
• Phone: +1 (604) 384-6521
• Mail: SoundSynth AI Studio Inc., 237 Great Northern Way, Suite 106, Vancouver, BC V5T 0A1, Canada

We train staff who handle personal information on our privacy obligations and review our practices periodically. Service providers that process personal information on our behalf are bound by contractual terms requiring comparable protection and use limitations.

2. What personal information we collect

The type of information we collect depends on how you interact with us:

• Contact and inquiry data: name, email address, phone number, company name, job title, and the content of messages you submit through our contact form or email.
• Project and client data: briefs, brand guidelines, scripts, audio references, approval notes, billing contacts, and contractual records when you engage our services.
• Technical and usage data: IP address, browser type, device identifiers, pages viewed, referring URLs, and approximate location derived from IP — collected through cookies and similar technologies as described in our Cookie Policy.
• Payment information: billing address and transaction records. Payment card details are processed by our payment service provider and are not stored on our servers.
• Voice and audio materials: where you provide reference recordings or direct us to use licensed talent materials, we process those assets solely to fulfil the contracted synthesis work.

We do not intentionally collect sensitive personal information such as government-issued ID numbers, health records, or financial account credentials through our public website forms. If a project requires identity verification, we will explain the purpose and obtain appropriate consent before collection.

3. How we collect personal information

We collect personal information directly from you when you fill out forms, email us, call our studio, sign agreements, or participate in listening sessions. We may also collect information indirectly when you interact with our website (through cookies and server logs) or when a colleague or agency submits a brief on your organisation's behalf — in which case we expect they have authority to share your details.

We do not purchase personal information lists for marketing purposes. We do not scrape social media profiles to populate outreach databases.

4. Purposes for collection, use, and disclosure

Under PIPEDA and BC PIPA, organisations may collect personal information only for purposes that a reasonable person would consider appropriate in the circumstances. We use personal information for the following purposes:

• Responding to inquiries and preparing proposals for voice synthesis projects;
• Performing contracted services, including synthesis, tuning, delivery, and support;
• Managing accounts, invoicing, and payment processing;
• Improving our website, understanding aggregate traffic patterns, and maintaining security;
• Complying with legal obligations, responding to lawful requests, and enforcing our agreements;
• Sending service-related notices and, where permitted, marketing communications about SoundSynth AI offerings.

We disclose personal information only as necessary: to service providers (hosting, email delivery, analytics where consented, payment processors), to professional advisers under confidentiality obligations, to successors in a merger or acquisition subject to equivalent protections, or when required by law, court order, or regulatory authority.

We do not sell personal information. We do not disclose client briefs or synthetic voice assets to unrelated third parties for their independent marketing.

5. Consent

We obtain your consent before or at the time of collection, except where the law permits otherwise. Express consent is required for our contact form — the consent checkbox referencing PIPEDA and BC PIPA must be actively selected; it is never pre-checked.

You may withdraw consent for optional processing (such as analytics or marketing emails) at any time by contacting us or adjusting cookie preferences. Withdrawal does not affect the lawfulness of processing before withdrawal, and we may be unable to provide certain services without essential information.

6. Cookies and similar technologies

Our website uses cookies to enable core functionality and, with consent, to measure site performance. Details on cookie categories, retention, and your choices are set out in our Cookie Policy. Cookie consent preferences are stored locally in your browser using the keys ss_cookie_consent and ss_cookie_consent_date.

7. Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Inquiry records are typically retained for twenty-four months unless a business relationship continues. Client project files, contracts, and deliverables are retained according to contractual schedules and applicable limitation periods — generally seven years for financial records. When information is no longer required, we securely delete or anonymise it.

8. Security safeguards

We implement administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold. Measures include access controls for studio systems, encrypted transport (TLS) for website traffic, restricted employee access on a need-to-know basis, and secure disposal procedures for hardware media. No method of transmission or storage is completely secure; we encourage you to use strong passwords for any client portals we provide and to notify us promptly of suspected unauthorised access.

9. Cross-border processing

Primary processing and storage occur in Canada. Some service providers (for example, email or cloud infrastructure vendors) may process data in the United States or other jurisdictions. When personal information is transferred outside Canada, we ensure contractual protections and assess whether the destination provides comparable privacy protection, as required under PIPEDA's accountability principle. You may contact us for more information about specific transfers relevant to your engagement.

10. Your rights

Subject to applicable law, you have the right to:

• Request access to personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Withdraw consent for optional processing;
• Challenge our compliance with PIPEDA or BC PIPA by contacting us or filing a complaint with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia, as appropriate.

Access requests may be subject to limited exceptions (for example, information protected by solicitor-client privilege or relating to another individual). We will respond within thirty days or inform you if an extension is required under law.

11. Children

Our services are directed to business clients and adults. We do not knowingly collect personal information from individuals under sixteen through our website. If you believe a minor has submitted information to us, contact us and we will delete it promptly.

12. Synthetic voice and biometric considerations

Voice synthesis projects may involve processing voice-related data. We treat such materials as confidential project assets. We do not use client reference audio to train general-purpose models for unrelated clients without explicit written permission. Where biometric or voiceprint regulations apply to your deployment jurisdiction, you remain responsible for end-user disclosure and lawful use — we provide technical documentation to support compliance discussions.

13. Links to other sites

Our website may link to third-party sites. We are not responsible for their privacy practices. Review their policies before providing personal information.

14. Changes to this Policy

We may update this Privacy Policy to reflect legal, technical, or business changes. The effective date at the top indicates the latest revision. Material changes will be posted on this page; where appropriate, we will provide additional notice to active clients.

15. Breach notification

In the event of a security incident involving personal information under our control that creates a real risk of significant harm, we will notify affected individuals and relevant regulators as required by PIPEDA breach reporting rules and BC PIPA where applicable. Notifications will describe the nature of the incident, the information involved, steps we are taking, and guidance on protective measures you may consider. We maintain an internal incident response checklist reviewed annually by our privacy contact.

16. Contact

SoundSynth AI Studio Inc.
237 Great Northern Way, Suite 106
Vancouver, BC V5T 0A1, Canada
Email: [email protected]
Phone: +1 (604) 384-6521
Business number: BN 634081927 RC0001

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