Privacy Policy
Version 1.0.0 · Effective September 17, 2026
CROWD MINES AI INC. (“Crowd Mines”, “we”, “us” or “our”) is a corporation incorporated pursuant to the Canada Business Corporations Act. Crowd Mines operates an artificial intelligence-powered survey analytics software-as-a-service platform (the “Platform”) built for market research agencies and research professionals. The Platform enables customers to upload survey datasets, runs statistical analysis on those datasets on infrastructure operated by Crowd Mines, uses artificial intelligence to select analytical methods, and generates reports and web-based interactive simulators.
The Platform is accessible at https://crowdmines.ai and various subdomains and client designated sites and environments. References to the Platform in this Privacy Policy include our website at https://crowdmines.ai, which provides general information about Crowd Mines and the sign-in pages for the Platform.
Further to our Terms of Use, available at https://crowdmines.ai/terms (the “Terms”) and, where applicable, the enterprise subscription agreement entered into between Crowd Mines and the organization or individual that subscribes to the Platform (the “Enterprise Agreement”), this Privacy Policy sets out how we collect, store, use, and disclose personal information and other data in connection with the Platform. Unless otherwise indicated, any capitalized terms in this Privacy Policy have the same meaning attributed to them in our Terms.
By agreeing to our Terms, or by accessing or using the Platform, you consent to the collection, use, and disclosure of personal information in accordance with this Privacy Policy. Your organization’s Enterprise Agreement may contain additional terms governing Crowd Mines’ handling of data, and in the event of a conflict between this Privacy Policy and the Enterprise Agreement, the Enterprise Agreement shall prevail.
As the Platform continues to evolve, we may, at any time, revise this Privacy Policy by updating this page. The date of the last version of this Privacy Policy is posted above. We will provide you with no less than fifteen (15) days’ prior written notice of any material amendments to this Privacy Policy by sending an email to the address associated with your account and/or by displaying a prominent notice within the Platform.
Material amendments include, without limitation, changes to the types of personal information collected, the purposes for which personal information is used or disclosed, data handling practices, third-party sharing arrangements, or any other provision that materially affects your privacy rights or obligations under this Privacy Policy. Non-material amendments (such as corrections of typographical errors or minor clarifications that do not affect your rights or obligations) may be made by updating this page without prior notice.
Where a material amendment requires your affirmative acceptance, we may present you with an in-Platform prompt requiring you to review and accept the updated Privacy Policy before continuing to use the Platform. Your continued use of the Platform following the effective date of any other amendment constitutes your acceptance of the amended Privacy Policy. If you do not agree with a material amendment, you may stop using the Platform and close your account within the fifteen (15) day notice period. Closing your account or discontinuing use of the Platform does not, by itself, terminate, suspend or vary any subscription, payment or other obligation of yours or of your organization under the Terms or any Enterprise Agreement, and does not entitle you or your organization to any refund, credit or other remedy except as expressly provided in those documents. Termination of an individual end-user account likewise does not terminate any Enterprise Agreement between Crowd Mines and your organization, and your organization’s obligations under the Enterprise Agreement shall continue in accordance with its terms.
Visitors to the public pages of the Platform are not required to create an account or provide any personal information. If you voluntarily provide personal information through the Platform (for example, by completing a contact form or sending us an email), you consent to our collection and use of that information in accordance with this Privacy Policy.
Intended Use — Canada and the United States. As of the date of this Privacy Policy, the Platform is designed for use by market research organizations and research professionals operating in Canada and the United States. Our data collection and processing practices were not designed to meet the requirements of the General Data Protection Regulation of the European Union or the United Kingdom (“GDPR”), or Quebec’s Act respecting the protection of personal information in the private sector (as amended by Law 25). If you are located in a jurisdiction in which the GDPR applies, including the European Economic Area, or in Quebec, you should not use the Platform or provide us with personal information unless you have confirmed with your organization that such use is permissible.
For the purposes of this Privacy Policy, the following terms have the meanings set out below: “Individual Subscriber” means an individual who subscribes to the Platform in their own name by entering into an Enterprise Agreement with Crowd Mines, rather than being enrolled in the Platform by an organization; “Survey Data” means the survey datasets, survey response records, questionnaires, survey structures and related files uploaded to the Platform by customers and their end-users; “Derived Data” means any de-identified, aggregated, anonymized or otherwise non-personally-identifiable data derived from personal information or other data collected through the Platform; “Usage Data” means records of how users interact with the Platform, including the options, outputs, recommendations and suggestions presented by the AI Features and which of them a user selects, and similar usage and telemetry information, but not the content of Survey Data, uploaded files or reports; “AI Features” means the artificial intelligence and machine learning features available on the Platform, including AI-assisted selection of statistical methods, AI-assisted generation of report content and presentation materials, chat-based and MCP-based query features, and AI-assisted generation of simulators; “AI Service Providers” means third-party artificial intelligence service providers engaged by Crowd Mines in connection with the provision of AI Features; and “Platform Infrastructure Providers” means third-party providers of hosting, cloud computing, database management, file storage, AI inference infrastructure, transactional email and similar services engaged and managed by Crowd Mines in the ordinary course of operating the Platform.
PART I: COLLECTION OF PERSONAL INFORMATION
Survey Data and Information About Survey Respondents
The Platform is designed for the analysis of Survey Data that does not directly identify individual survey respondents. Survey Data uploaded to the Platform is expected to consist of survey response records associated with unique identifiers and limited demographic variables (such as age and gender), without names, contact information or other direct identifiers of respondents. Customers and their end-users must not upload Survey Data containing direct identifiers of survey respondents.
To the extent you (or your organization’s end-users) provide us with, or upload data to the Platform that includes, the personal information of another individual — including survey response records and open-ended (verbatim) survey answers written by respondents — you represent and warrant that you (or your organization) have obtained all necessary consents and authorizations required by applicable law to provide us with such information and to permit our use of it in accordance with this Privacy Policy, the Terms and any applicable Enterprise Agreement, including for the purposes of de-identification, aggregation and generation of Derived Data. If the required consents and authorizations have not been obtained, you agree not to upload or provide us with any such information.
As between Crowd Mines and the customer organization (or Individual Subscriber) that uploads Survey Data, that customer is responsible for the Survey Data it uploads, including its lawful collection and its compliance with the terms of any panel provider or sample provider from whom the data was obtained. Survey respondents who have questions about how their survey responses are handled should contact the research organization that conducted the survey.
Information You Provide to Us
To establish an account with us or use our Platform, or to be enrolled by your organization in the Platform, we may collect the following personal information:
- Full name;
- Business or employer name(s);
- Business mailing address;
- Billing address and billing contact information (for billing contacts of subscribing organizations and Individual Subscribers);
- Email address;
- Job role or title;
- Queries, prompts and instructions you type or submit when using the Platform’s chat, MCP or other AI Features;
- Comments, feedback, reviews and other information you upload or provide to the Platform;
- IP address and associated location data;
- Platform statistics and analytics data regarding your use of the Platform;
- Other types of raw data relating to how you interact with the Platform, for example, your browser information, session duration and Usage Data; and
- All other information you provide on or through the Platform, including data generated by or in connection with your use of AI Features on the Platform.
Payment Information
As of the date of this Privacy Policy, subscriptions are invoiced and paid by electronic funds transfer, wire transfer or similar methods, and we do not collect credit card information through the Platform. If we later engage a third-party payment processor, payment details you provide will be provided to that payment processor, which may have its own agreements and privacy policies that apply to you, and we will update this Privacy Policy accordingly.
PART II: THE USE OF PERSONAL INFORMATION
We do not sell personal information to third parties. However, we may use personal information to:
- Facilitate the operation of the Platform, including sharing or providing access to personal information to Third-Party Providers (see Part III below);
- Operate the AI Features, including transmitting survey structures, user queries and computed statistical results to AI Service Providers as described in Part III below;
- Bill and collect money owed to us;
- Verify your contact information;
- Provide user support or to support and improve our Platform;
- Personalize and customize the options, recommendations and other output the Platform provides to you and your organization, using Usage Data associated with your account or your organization’s account;
- Communicate with you about your account or the Platform and related services;
- Send or display informational and promotional materials and communications from us to you, in compliance with Canada’s Anti-Spam Legislation. You may unsubscribe from such communications at any time;
- Pursue available legal remedies and to prosecute or defend a court, arbitration or similar proceeding;
- Meet legal requirements or seek legal advice from a lawyer in connection with your use of our Platform;
- De-identify, aggregate and anonymize data to generate Derived Data, which Crowd Mines may use for any lawful business purpose (subject to the limits on AI training and Platform improvement described below), as further described in the Terms and any applicable Enterprise Agreement; and
- Enforce compliance with our Terms and applicable laws, rules and regulations.
No Training of AI Models on Customer Content. We do not use Survey Data, uploaded files, project data or reports generated from them — including respondent-level survey response records — to train or fine-tune any artificial intelligence models, machine learning models or large language models, and we do not provide or disclose that content to any third party for the purpose of training or fine-tuning that third party’s models. Information transmitted to our AI Service Providers in connection with the AI Features is handled in accordance with the applicable AI Service Provider’s terms and privacy policies, as described in Part III below. Our use of information collected through the Platform for the development and improvement of the Platform and its AI Features is limited to de-identified Usage Data, such as records of which AI-suggested option a user selects, and does not extend to the content of Survey Data. We may also use Usage Data associated with your account or your organization’s account to personalize and customize the options, recommendations and other output the Platform provides to you and your organization; Usage Data that identifies you or your organization is used for that purpose only within that account and is not used to personalize output for any other customer.
PART III: THE DISCLOSURE, STORAGE AND RETENTION OF PERSONAL INFORMATION
Sharing Personal Information and Content if Required by Law
We may share personal information and any content collected, uploaded or provided to us if required by law, such as in response to a subpoena, court order or other legal process in any jurisdiction. If we are required by law to make any disclosure of your personal information or content, we may, but are not obligated to, provide you with written notice of such disclosure, if permitted by law.
Sharing Personal Information to Cooperate with Investigations and Law Enforcement
Absent a court order, subpoena or other legal requirement to disclose personal information or content in our possession or control, you agree that we may also share personal information and content you upload or which is associated with your account to cooperate with law enforcement authorities in the investigation of any criminal matter if we reasonably believe doing so is necessary or beneficial in protecting your safety, or the safety of any third party.
Sharing Personal Information with Third-Party Providers
Our suppliers, partners, independent contractors (collectively “Third-Party Providers”) and/or employees, may have access to, or be shared personal information to use in connection with one or more of the purposes for which the information was collected.
As of the last revision date of this Privacy Policy, our main Third-Party Providers who may have access to, or store, your personal information or data processed through the Platform, by virtue of our use of their services, include the following. The list below is not exhaustive, and we may engage other Third-Party Providers from time to time:
AI Service Providers (used to power the AI Features):
- OpenAI OpCo, LLC and its affiliated and related entities worldwide (AI model provider) — https://openai.com/policies/privacy-policy;
- Anthropic, PBC and its affiliated and related entities worldwide (Claude — AI model provider) — https://www.anthropic.com/privacy.
Platform Infrastructure Providers:
- Together Computer, Inc. and its affiliated and related entities worldwide (“Together AI”) (AI inference infrastructure through which the open-weight AI models used by the Platform, such as DeepSeek, Kimi and GLM, are accessed; information submitted to those models is processed by Together AI rather than by the model developers) — https://www.together.ai/privacy;
- Google LLC and its affiliated and related entities worldwide (Google Cloud Platform — cloud hosting, data storage and processing; United States-based servers) — https://policies.google.com/privacy; and
- Resend, Inc. and its affiliated and related entities worldwide (transactional email delivery, including password-reset and team-invitation emails) — https://resend.com/legal/privacy-policy.
In addition, we use GitHub, Inc. (source code storage) and Hugging Face, Inc. (AI model file storage), in each case together with their respective affiliated and related entities worldwide, to store our own software code and model files.
What We Send to AI Service Providers
We do not send full Survey Data or respondent-level survey answer records to AI Service Providers. In connection with the AI Features, the information transmitted to AI Service Providers consists of the following categories, in each case survey descriptions and analytical results rather than source data: (a) descriptions of a survey’s structure, including question wording and question type; (b) the queries, prompts and instructions users submit through the Platform; and (c) computed statistical results (such as percentages, averages and sample sizes) and draft report text. Statistical calculations are performed on infrastructure operated by Crowd Mines, and AI Service Providers are not given Survey Data to compute over. The Platform’s core analytical models are deterministic and run on Crowd Mines’ own infrastructure; AI Service Providers are used (i) to power the Platform’s agentic features, such as selecting the analytical method or model to apply to a given task, and (ii) to generate narrative text, charts, tables and presentation content from computed results. In limited cases involving open-ended (verbatim) survey questions, respondent-written phrases may appear in summarized form in the information transmitted — for example, in lists of the most common answers to an open-ended question, as row labels in a comparison table where a user has chosen to include an open-ended question, or as pre-coded “other, please specify” category labels derived from respondent-written answers. In each case the phrase or label is transmitted with no identifying information attached.
Because our AI Service Providers perform equivalent functions and may be used interchangeably — including through automatic failover between providers without human intervention — information transmitted in connection with the AI Features may be processed by any of the active AI Service Providers listed above. Each AI Service Provider and Platform Infrastructure Provider has its own terms and privacy policies, which they may update and amend from time to time; by using the Platform, you agree to the applicable provider terms as they may be so amended and consent to our continued use of such providers. If you would like confirmation of the version of the terms of service or privacy policy currently applicable to any AI Service Provider or Platform Infrastructure Provider, you may email us at info@crowdmines.ai and we will provide a link to that provider's publicly accessible terms of service, privacy policy or similar document, as applicable.
We may update the above lists of Third-Party Providers from time to time as our Platform continues to evolve. For a full updated list at any given time, please contact our Privacy Officer at the details below.
Data Residency and Cross-Border Transfers
The Platform is hosted on servers located in the United States, and our AI Service Providers and Platform Infrastructure Providers are based in, or operate infrastructure in, the United States, and in the case of our transactional email provider may also operate infrastructure in the European Union. Personal information may be processed and stored in jurisdictions outside of your province or country of residence, including the United States. While in another jurisdiction, personal information may be subject to the laws of that jurisdiction, including lawful access by foreign courts, law enforcement and national security authorities. By using the Platform, you acknowledge and consent to the transfer of your personal information to jurisdictions outside of Canada, including to our Platform Infrastructure Providers and AI Service Providers. If you have questions about our data storage practices, please contact our Privacy Officer.
Sharing Personal Information if Our Business or Platform is Acquired
We may share personal information with our successors (if our business or the Platform is acquired by another legal entity) or any assignee of our assets relating to the Platform. Disclosure in such circumstances is governed by the Personal Information Protection and Electronic Documents Act (Canada), S.C. 2000, c. 5 (“PIPEDA”).
Retention of Your Personal Information
We keep your personal information for as long as it is required for the purpose for which it was collected. There is no single retention period applicable to the various types of personal information collected. We do not delete customer projects or data stored on the Platform while the applicable subscription or Enterprise Agreement remains in place (other than deletions made by or at the request of the customer or deletions required by law). Following termination or non-renewal of a subscription or Enterprise Agreement, customer projects and data (including personal information) are retained for one (1) month and are then permanently deleted, as further described in the Enterprise Agreement. Copies of requests sent to AI Service Providers, and their responses, may be retained in our own systems (including temporary storage and operational logs) in accordance with our logging and retention practices. Please contact us if you would like to delete any personal information we hold about you following the termination of your account or your use of the Platform. Enterprise organizations that are party to an Enterprise Agreement are responsible for maintaining their own privacy policies governing the personal information they collect and upload in connection with the Platform, including the Survey Data they upload and the retention of such information.
Deletion Requests and Third-Party Providers
When you request that we delete personal information we hold about you, we will use commercially reasonable efforts to delete that information from the systems within our direct control. We are under no obligation to request or require our Third-Party Providers (including Platform Infrastructure Providers and AI Service Providers) to delete that information from systems they operate, and any such information remains subject to the retention, deletion and privacy practices and policies of the applicable Third-Party Provider.
You acknowledge that complete deletion of personal information from third-party systems may not be technically or operationally achievable in all cases. In particular, information that has been provided to AI Service Providers may be retained in transient inference caches, system logs or abuse-monitoring records, in accordance with the applicable AI Service Provider’s policies, and we may not have the ability to compel deletion of such information beyond what those policies provide.
Certain Third-Party Providers also operate their own privacy-request channels under their published privacy policies. You may, in addition to (and not instead of) contacting our Privacy Officer, submit a deletion or other privacy request directly to a Third-Party Provider under that provider’s policy.
PART V: YOUR PRIVACY RIGHTS AND HOW TO CONTACT US
Privacy Officer
Crowd Mines has designated a Privacy Officer who is responsible for overseeing compliance with this Privacy Policy and applicable privacy legislation. You may contact our Privacy Officer by email at info@crowdmines.ai. If you believe that we have not adhered to this Privacy Policy, or if you wish to request access to or an amendment of personal information we hold about you, please contact our Privacy Officer using the contact information above.
Your Rights
Subject to applicable law, you have the right to: (a) request access to the personal information we hold about you; (b) request correction of any personal information that is inaccurate or incomplete; (c) withdraw your consent to the collection, use or disclosure of your personal information, subject to legal or contractual restrictions (noting that withdrawal of consent may affect your ability to use the Platform); and (d) request deletion of your personal information, subject to any legal obligations that require us to retain it. We will respond to requests within thirty (30) days in most cases. To exercise any of these rights, please contact our Privacy Officer using the contact information provided above. If you are a survey respondent whose responses are included in Survey Data uploaded by a research organization, please direct your request to that organization in the first instance; we will cooperate with our customers to give effect to valid requests.
Complaints
If you are not satisfied with our response to a privacy-related inquiry or complaint, you have the right to file a complaint with the applicable privacy regulator. For matters governed by PIPEDA, you may contact the Office of the Privacy Commissioner of Canada (OPC) at 1-800-282-1376 or www.priv.gc.ca. Depending on your province of residence, you may also have the right to contact your provincial privacy regulator.