Privacy Policy

1. Scope

This policy applies to DJoe.ca, its forms and portals, the KOS Discord application and bot, and artificial intelligence automation services operated by DJOE. It explains practices for personal information collected through technological means.

It does not replace a DJOE customer’s own policy where that customer determines the purpose and means of processing in its private workspace. In that situation, DJOE may act as a service provider and the customer remains responsible for its obligations.

2. Privacy Officer

DJOE management performs the role of Privacy Officer. Requests for access, correction, consent withdrawal, portability, complaints, or information may be sent to:

3. Information that may be collected

Website and service requests: name, email address, organization, requested service, message, voluntarily supplied documents, and correspondence history.

KOS and Discord: Discord user, server, channel, or role identifiers; display name; commands; content explicitly directed to KOS; selected attachments; timestamps; permissions; workspace settings; and results required to respond.

Technical information: IP address, browser, device, language, requested pages, error logs, security events, and connection information needed to operate the service. DJOE does not ask for a Discord password or bot token through KOS.

4. Sources

Information generally comes from you when you submit a form, contact DJOE, use a command, or upload a file. Some identifiers and contextual information come from Discord or from an integration your organization chose to authorize.

DJOE limits collection to information necessary for a serious, legitimate, stated purpose. A customer workspace must not connect a data source without proper authorization.

5. Purposes of use

• respond to a request and deliver the selected service;
• authenticate users and enforce permissions;
• execute a KOS command and return output for human review;
• configure an AI automation, integration, or customer workspace;
• communicate about a project, support request, or incident;
• prevent abuse, secure systems, and diagnose errors;
• comply with legal duties and protect DJOE’s or another person’s rights.

DJOE does not use personal information for an incompatible purpose without required consent or other legal authority.

6. Artificial intelligence processing

When an AI feature is enabled, necessary text, documents, or instructions may be sent to the selected model to generate a response, extraction, classification, or automation. The provider depends on project configuration; a request is not automatically sent to every compatible model.

Technical options being evaluated or available for integration may include OpenAI, Anthropic Claude, Google Gemini, xAI Grok, DeepSeek, Moonshot AI/Kimi, and open-source models running locally. Before production use, DJOE or its customer must identify the authorized provider, permitted data, and applicable safeguards.

KOS is not intended to independently make a decision that has legal or similarly significant effects on a person. Human review is required for important decisions.

7. Providers and disclosures

DJOE may disclose only the information needed to these provider categories: Discord for KOS; hosting and infrastructure; form and email services; security and technical support; an expressly enabled AI model or API; professional advisers; and public authorities where legally required.

The website uses AWS infrastructure in Canada. Form processing may involve Vercel and Resend. Some model or service providers may process information outside Quebec or Canada. Where Quebec law requires it, a privacy impact assessment and contractual or technical safeguards must precede production activation.

DJOE does not sell personal information.

8. Cookies and external resources

Pages may use essential mechanisms for security, sessions, or language preferences. As of this policy date, the legal pages do not place advertising cookies. The website may load technical resources such as Google Fonts or a library distributed through a content delivery network, which can disclose an IP address and technical information to the provider.

You may restrict some cookies in your browser, although an essential feature may then stop working properly.

9. Retention and destruction

DJOE keeps information only for as long as needed for the stated purpose, the business relationship, security, backups, and tax or legal obligations. Retention varies by category: a contact request may remain for follow-up; a technical log is held for a limited period; KOS content depends on workspace configuration and the authorized task.

Once the purpose is complete and no duty requires retention, information is securely destroyed or anonymized under applicable requirements. You may ask for the specific period or criteria that apply to your file.

10. Security safeguards

DJOE applies safeguards proportionate to sensitivity, including HTTPS encryption in transit, access controls, customer-workspace separation, authentication, logging, backups, and least-privilege access. Administrative access is limited to people who need it.

No technology eliminates every risk. If an incident creates a risk of serious harm, DJOE will take required steps, including assessment, risk reduction, and legally required notices.

11. Your rights

Subject to law, you may request access, correction, consent withdrawal, an end to certain uses, deletion where applicable, and delivery of computerized information in a structured, commonly used format. You may also request information about an automated decision if such a function were used.

A request must allow DJOE to reasonably verify identity. DJOE will respond within legally required time limits. You may also complain to the Commission d’accès à l’information du Québec.

12. Children

Business automation services are not directed to children. DJOE does not knowingly seek personal information from a child under 14 without required authorization. If you believe a child submitted information without authorization, contact the Privacy Officer for review.

13. Controls in Discord

An administrator can remove KOS from a Discord server or revoke its permissions. A user can avoid submitting content by not using commands or mentioning the bot. Removing KOS does not automatically delete information Discord retains under its policy or information DJOE must legally retain.

14. Third-party links and policies

The website and KOS may link to external services. Their own privacy policies govern their practices, including Discord and any enabled provider. Review those policies before connecting an account or sending information.

15. Policy changes

DJOE will revise this policy when features, data categories, providers, or legal requirements change. The last-updated date will be revised. Clear notice will be given before a material change applies to previously collected information where required by law.

16. Contact

To exercise a right, report a concern, or ask a privacy question, email djoebase@proton.me with “Privacy” in the subject line. Do not send identity documents until you receive secure instructions.