Beta Tester

This Privacy Notice for Vilvik Technologies Inc. ("Vilvik," "we," "us," or "our") describes how and why we might collect, store, use, and share ("process") your personal information when you use our services ("Services"), including when you:

• Visit our website at vilvik.com, or any website of ours that links to this Privacy Notice
• Create an account and run optimization work on the platform
• Apply for a job with us through our careers section
• Contact us, or engage with us in other related ways

Vilvik Technologies Inc. is incorporated federally in Canada. We are responsible for the decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you have any questions, contact us at [email protected] or through our contact page.

Summary of key points

• What personal information do we process? We process the information you give us when you create an account, use the Services, apply for a job, or contact us. See What information do we collect?.
• Do we process sensitive personal information? No. We do not collect data such as racial or ethnic origin, health, or biometric data.
• Do we collect information from third parties? Other than the basic profile details you choose to share when you sign in with a social login, no. We collect information directly from you.
• How do we process your information? To provide and improve the Services, manage your account, recruit for open roles, keep the Services secure, and comply with law. See How do we process your information?.
• When do we share personal information? Only with the service providers that help us operate, or where the law requires it. See When and with whom do we share?.
• What are your rights? Depending on where you live, you may have rights to access, correct, delete, and port your information, and to withdraw consent. See What are your privacy rights?.
• How do you exercise your rights? Email [email protected] or use our contact page. See How can you review, update, or delete your data?.

Table of contents

1. What information do we collect?
2. How do we process your information?
3. Job applicants
4. What legal bases do we rely on?
5. When and with whom do we share your information?
6. Do we use cookies and other tracking technologies?
7. Do we offer artificial-intelligence-based products?
8. How do we handle your social logins?
9. How long do we keep your information?
10. How do we keep your information safe?
11. Do we collect information from minors?
12. What are your privacy rights?
13. Controls for Do-Not-Track features
14. Do United States residents have specific privacy rights?
15. Do we make updates to this notice?
16. How can you contact us about this notice?
17. How can you review, update, or delete your data?

1. What information do we collect?

In short: We collect the personal information you provide to us.

We collect personal information that you voluntarily provide when you register for an account, use the Services, apply for a job, or contact us. The information we collect depends on how you interact with us and which features you use, and may include:

• Names
• Email addresses
• Phone numbers
• Account details (such as your username and the settings and content you create on the platform)
• The optimization problems, code, and results you submit when you use the Services
• Job-application details, if you apply for a role (see Job applicants)

If you have a paid plan, our payment processor collects and handles your card details. We receive records of the transaction (such as the plan and amount) but not your full card number.

Sensitive information. We do not process sensitive information.

Usage information. When you use the Services, we also collect basic usage and visit information that helps us operate the platform and keep your account secure.

Information from third parties. Other than the basic profile details you share when you sign in with a social login (see How do we handle your social logins?), we do not collect information about you from third parties.

All personal information you provide must be true, complete, and accurate, and you must tell us about any changes.

2. How do we process your information?

In short: We process your information to provide and improve the Services, communicate with you, recruit for open roles, keep the Services secure, and comply with law.

We process your personal information to:

• Create and manage your account and keep you signed in.
• Provide and operate the Services, including running the optimization work you submit and showing you your results.
• Improve the Services through internal analysis and development.
• Communicate with you about your account, updates, and support requests.
• Evaluate job applications if you apply for a role with us.
• Keep the Services secure and prevent fraud and abuse.
• Comply with our legal obligations.

3. Job applicants

In short: When you apply for a job with us, we collect the information needed to consider your application, with your consent, and keep it only as long as we need it.

If you apply for a role through our careers section, we collect:

• Your name and contact details
• Your resume or CV
• Your cover letter or note, if you include one
• Your employment and education history
• Any other documents you choose to upload

We use this information only to evaluate your application and to manage our recruitment and hiring process. We ask for your consent before you submit an application, and we record the version of the notice and consent text that was in effect at that time.

We keep job-application data for up to twelve (12) months, after which it may be deleted under our retention schedule. You can withdraw your consent or ask us to delete your application at any time by emailing [email protected] or using our contact page.

4. What legal bases do we rely on?

In short: We process your personal information only when we have a valid legal reason to do so.

If you are in Canada

We process your personal information with your consent, which may be express or implied depending on the situation and the sensitivity of the information. You can withdraw your consent at any time.

In some cases, we may be permitted by law to process your information without your consent, for example to detect or prevent fraud, where collection is clearly in your interest and consent cannot be obtained in a timely way, or where disclosure is required to comply with a subpoena, warrant, or court order.

If you are in the EU or UK

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the legal bases we rely on. We may rely on:

• Consent, which you can withdraw at any time. See withdrawing your consent.
• Performance of a contract, to provide the Services you have asked for.
• Legal obligations, where processing is necessary to comply with the law.

If you are in the United States

We process your personal information as described in this notice and as permitted under the privacy laws of your state. See Do United States residents have specific privacy rights?.

5. When and with whom do we share your information?

In short: We share information only with the service providers that help us run the Services, or where the law requires it.

We may share your personal information in these situations:

• Service providers. We share information with third parties that perform services for us, such as hosting, email delivery, and payment processing. They may access your information only to perform these tasks on our behalf and are obligated to protect it.
• Legal requirements. We may disclose your information where we are legally required to do so, or to protect our rights and the safety of others.
• Business transfers. We may share or transfer your information in connection with a merger, financing, acquisition, or sale of all or part of our business.

We do not sell your personal information.

Information you choose to make public

Some features let you share your work publicly, such as a public profile, a public gallery entry, a shared result, or a blog post. When you use them, your username and the content you choose to make public become visible to others and may be found through search engines. You choose what to make public, and you can change an item's visibility or remove it.

Where we process your information

We are based in Canada, and the service providers that help us run the Services may process your information in other countries. Wherever it is processed, your information stays protected by this notice and by appropriate safeguards.

6. Do we use cookies and other tracking technologies?

In short: We use essential cookies to run the site, and optional cookies only with your permission.

We use cookies and similar technologies in three categories, which you can manage any time from the "Cookie preferences" link in the page footer:

• Essential. Keep you signed in, remember your settings, and protect form submissions. These are always on because the site cannot work without them.
• Analytics. Help us understand which pages you visit so we can improve the experience. Off by default; used only with your permission.
• Marketing. Help us measure how well our marketing reaches people who would benefit from Vilvik. Off by default; used only with your permission.

Your choice is stored in a long-lived browser cookie. We ask again if the categories ever change.

7. Do we offer artificial-intelligence-based products?

In short: Yes. Optimization is the core of what we do.

Vilvik is an optimization platform. You describe your goal as a Python fitness function and define the search space, and the platform searches for strong solutions and returns the results. You can run, compare, and iterate on every optimization run from a dashboard, and explore the platform through our interactive demos.

We process the problems, code, and data you submit only to run your optimization work and return your results, in line with this Privacy Notice. We do not use your submitted content to build products for anyone else.

8. How do we handle your social logins?

In short: If you sign in with a third-party account, we receive basic profile information from that provider.

Our Services let you register and sign in using your Google or GitHub account. If you choose to do this, we receive basic profile information from that provider, such as your name and email address. We use it only for the purposes described in this notice.

We do not control how your social-login provider uses your information. We recommend you review their privacy notice to understand their practices and your choices.

9. How long do we keep your information?

In short: We keep your information only as long as we need it for the purposes in this notice, unless the law requires longer.

We keep your account information for as long as you have an account with us. Job-application data is kept for up to twelve (12) months. When we no longer have a legitimate need to process your information, we delete or anonymize it, or, if that is not possible (for example because it is held in a backup), we securely store and isolate it until deletion is possible.

10. How do we keep your information safe?

In short: We use reasonable organizational and technical measures to protect your information.

We have put in place appropriate and reasonable security measures designed to protect the personal information we process. However, no method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security. You access the Services at your own risk and should do so within a secure environment.

11. Do we collect information from minors?

In short: We do not knowingly collect data from children under 18.

We do not knowingly collect or solicit information from children under 18, nor do we market to them. By using the Services, you represent that you are at least 18, or that you are the parent or guardian of a minor and consent to their use of the Services. If we learn that we have collected information from a user under 18, we will deactivate the account and take reasonable steps to delete the data. If you believe we may have collected such data, contact us at [email protected].

12. What are your privacy rights?

In short: Depending on where you live, you may have rights to access, correct, delete, and port your information, and to withdraw consent.

Depending on your location (for example, Canada, the European Economic Area, the United Kingdom, Switzerland, or certain US states), you may have the right to:

• Request access to and a copy of your personal information
• Request that we correct or delete your personal information
• Restrict or object to how we process your personal information
• Request portability of your personal information
• Not be subject to solely automated decision-making that produces legal or similarly significant effects

To exercise any of these rights, email [email protected] or use our contact page. We will consider and act on your request in line with applicable law.

If you are in the EEA or UK and believe we are unlawfully processing your personal information, you may complain to your local data protection authority. If you are in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent

Where we rely on your consent, you can withdraw it at any time by emailing [email protected] or using our contact page. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

Account information

You can review or change your account information at any time by signing in to your account settings. If you ask us to close your account, we will deactivate or delete it and your information from our active databases, though we may keep some information to prevent fraud, resolve disputes, enforce our terms, or comply with legal requirements.

13. Controls for Do-Not-Track features

Most browsers and some operating systems include a Do-Not-Track ("DNT") setting. No uniform standard for recognizing DNT signals has been finalized, so we do not currently respond to them. If a standard is adopted that we must follow, we will update this notice.

14. Do United States residents have specific privacy rights?

In short: If you live in a US state with a privacy law, you may have rights to access, correct, delete, and obtain a copy of your personal information, and to opt out of certain processing.

If you are a resident of a US state that has a comprehensive privacy law (such as California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia), you may have the rights described below. These rights may be limited in some cases by applicable law.

Categories of personal information we collect

In the last twelve (12) months, we have collected the following categories of personal information:

Category	Examples	Collected
Identifiers	Name, email address, phone number, account name, and IP address	YES
Customer records	Name and contact details, plus employment and education history for job applicants	YES
Commercial information	Subscription and payment records for paid plans	YES
Internet or network activity	How you use and interact with our Services	YES
Professional or employment information	Work history and qualifications, if you apply for a job	YES
Education information	Education history, if you apply for a job	YES

We do not collect special categories of personal information, such as biometric data, precise geolocation, or audio or video recordings.

Your rights

You have the following rights under US state privacy laws, subject to limits in the law:

• Right to know whether we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request deletion of your personal data
• Right to obtain a copy of your personal data
• Right to non-discrimination for exercising your rights

Some states give you additional rights, such as the right to opt out of targeted advertising, the sale of personal data, or certain profiling. We do not sell personal data or use it for targeted advertising.

How to exercise your rights

To exercise these rights, email [email protected] or use our contact page. We may need to verify your identity before acting on your request. You may use an authorized agent, who must provide proof that they are authorized to act on your behalf.

Appeals

If we decline to act on your request, you may appeal by emailing [email protected]. We will respond in writing with our decision and the reasons for it. If your appeal is denied, you may contact your state attorney general.

15. Do we make updates to this notice?

In short: Yes, we update this notice as needed to stay compliant with the law.

We may update this Privacy Notice from time to time. The updated version will be marked by a revised "Last updated" date at the top. If we make material changes, we will let you know by posting a prominent notice or by contacting you directly.

16. How can you contact us about this notice?

If you have questions or comments about this notice, email us at [email protected], use our contact page, or write to us at:

Vilvik Technologies Inc. 133 Richmond St W, Ste 207 #60 Toronto, Ontario M5H 2L3 Canada

17. How can you review, update, or delete your data?

You have the right to ask us to review, update, or delete the personal information we hold about you, subject to limits in the law. To make a request, email [email protected] or use our contact page.