Privacy Policy

1. Who we are

INDEXIS ("INDEXIS", "we", "us", or "our") operates the INDEXIS platform, which helps businesses become better represented for AI-assisted discovery. Our head office is located at 33 Bloor Street East, Toronto, Ontario M4W 3H1, Canada.

2. Information we collect

We collect information you or your agency partner submits to INDEXIS, including:

• Business information (name, address, contact details, services, categories, service areas, hours, and related business attributes).
• Account information for portal users (name, email, role, authentication data).
• Billing and transaction information related to Seat Licenses and Knowledge Licenses.
• Communications you send to us and communications we send on your behalf.
• Technical information such as IP address, device information, browser type, and usage data collected through cookies and analytics.

3. How we use information

• To build, maintain, and continuously improve each business's Knowledge File.
• To generate AI-readable exports, AI-ready business information, and public business profiles from information submitted by the business or its agency partner.
• To operate the Business Portal, Agency Portal, and related services.
• To process payments, renewals, and licensing transactions.
• To send transactional communications, service notifications, and, with your consent, marketing communications you may withdraw at any time.
• To comply with applicable laws and enforce our terms.

4. Public information

Some information submitted to INDEXIS is intended to be published. This includes business profiles, contact information, categories, service areas, and other details a business chooses to include in its Knowledge File. Public information may be indexed by search engines and used by AI systems. Businesses are responsible for the accuracy and lawfulness of information they submit.

5. Sharing and disclosure

We do not sell personal information. We may share information with:

• Service providers who host, secure, and operate the platform on our behalf under confidentiality obligations.
• Payment processors to process transactions.
• Agency Partners who manage a business's Knowledge File on the business's behalf.
• Government, regulatory, or legal authorities when required by law.

6. Cookies and analytics

We use cookies and similar technologies to operate the site, remember preferences, and measure usage. See our Cookie Policy for details and choices.

Ask INDEXIS on our website

When you use the Ask INDEXIS chat on our public website, we save your questions and the answers given, together with a random anonymous visitor identifier, the page where the chat started and the time. You don't need to give your name or email to use it.

Your questions are sent to an AI service, through our AI provider, to generate answers. We use these conversations to operate and improve INDEXIS, including understanding visitors' questions and concerns. We do not authorize their use for training third-party AI models.

Authorized INDEXIS personnel may review conversations, and we analyze them to improve our services, website and messaging.

We automatically mask obvious personal details, such as email addresses and phone numbers, where practical. This masking will not catch every personal detail, so please don't share passwords or sensitive personal information.

Full conversation transcripts are normally kept for 90 days and then deleted. We may keep anonymized, combined insights (for example, how often a topic comes up) for longer.

Each chat shows a conversation reference (for example AIX-ABCD-2345). To ask us to delete a conversation, email privacy@indexis.org with that reference. The reference only identifies the conversation for deletion; it cannot be used to view any conversation.

Ask INDEXIS | Investor Relations

If you use the assistant in the INDEXIS Investor Portal, your questions and the assistant's answers are linked to your investor account, including your name, organization and email address, and to the portal page you were viewing. Authorized INDEXIS administrators may review these conversations. We use them to answer your questions and to improve our investor communications. Your questions are processed by an AI service to produce answers. Conversations are kept for 90 days and then deleted automatically.

You may request earlier deletion of your conversation history by contacting privacy@indexis.org.

7. Data retention

We retain personal information only for as long as reasonably necessary to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. When a Seat License ends, businesses may request removal of their published Knowledge File.

8. Security

We use reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission or storage is completely secure.

9. Your rights

Subject to applicable law, you may access, correct, or request deletion of personal information we hold about you, and withdraw consent to marketing communications. Requests can be sent to privacy@indexis.org.

10. Data outside Canada

Your information may be processed and stored in Canada or in other countries where our service providers operate. It may be subject to the laws of those jurisdictions.

11. Changes

We may update this policy from time to time. Material changes will be posted on this page with an updated effective date.

12. Contact

Questions about this policy can be sent to privacy@indexis.org or by mail to INDEXIS, 33 Bloor Street East, Toronto, Ontario M4W 3H1, Canada.