Effective date: 25 September 2026 · Applies to: mindsonfire.ca and the internal assistant operated by Minds On Fire Inc.
Minds On Fire Inc. (“Minds On Fire,” “we,” “us”) publishes this notice for our website, mindsonfire.ca, and for the internal assistant we operate (the “assistant”) to work with our own Google Workspace account. It explains what information we collect, how we use it, who we share it with, how long we keep it and the choices available to you. Questions: solutions@mindsonfire.ca.
Information you provide
When you complete an intake form, contact us or book a meeting, you may provide your name, email address, phone number, company, business needs, system information and access requirements. Please do not submit passwords, API keys, payment-card details, or information you are not authorised to share.
Information collected automatically
This site may collect technical and usage information such as IP address, browser type, device information, pages viewed, referral source and campaign parameters. Analytics and tag-management tools may use cookies or similar technologies.
How we use information from this website
- Respond to enquiries and prepare for requested meetings.
- Recommend an appropriate service or scope.
- Operate, secure and improve this website and our intake process.
- Measure which content and referral sources lead to enquiries.
- Maintain business records and meet legal or contractual obligations.
Google user data
The assistant is an internal tool. It is used by Minds On Fire on our own Google Workspace account; it is not offered to the public and has no external end users. Access is granted by the account holder, a principal of Minds On Fire, through Google’s OAuth consent screen.
What Google user data we access. Gmail messages, labels, message headers and metadata; and Google Calendar calendars, events, event times and event details. The permissions we request are limited to Gmail and Calendar.
How we use Google user data. To read, search and organise the company’s own email and calendar; to summarise messages, threads and schedules for the account holder; to draft replies; and to create, move or update calendar events. Use is limited to providing and improving the assistant’s functionality for Minds On Fire’s internal business operations.
Who we share it with. We do not sell, rent or trade Google user data, and we do not share it with advertisers, data brokers or marketing platforms. Google user data is disclosed only to service providers that process it on our behalf so we can operate the assistant: our hosting and server infrastructure provider, and a third-party AI model provider that generates summaries and draft text from the content. These providers act on our instructions, receive only what is needed for the task, and are not permitted to use Google user data for their own advertising or for training their own models. We do not transfer Google user data to any other third party, and we do not use it to train AI models of our own.
How we protect it. Connections to Google use encrypted HTTPS/TLS. The OAuth credentials that authorise access are held on a private server controlled by Minds On Fire with restricted file permissions, and are accessible only to the authenticated operator of the assistant. The Google account itself is protected by multi-factor authentication, and the permissions granted are the minimum needed for the functions above. Message and calendar content is processed in memory to produce summaries and drafts and is not copied into a separate marketing, analytics or customer database. We do not ask for or store Google account passwords.
How long we keep it, and how it is deleted. Google user data remains in your Google account in the first instance and is governed by your own Google settings. The stored OAuth credential is kept only while the assistant is in use, and it is deleted when access is revoked. Summaries, briefs and drafts produced for the account holder are kept only as long as they are useful for the business purpose they served and are then deleted. Access can be revoked at any time at myaccount.google.com/permissions, or by written request to solutions@mindsonfire.ca, and we will delete stored credentials and related work products within 30 days of the request.
Limited Use. Minds On Fire’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is not used for advertising, is not sold, is not used to determine creditworthiness or for lending purposes, is not used for surveillance, and is not read by humans except with your explicit consent, for security purposes, to comply with law, or where the data is aggregated and anonymised for internal operations.
AI-assisted processing
We use controlled AI tools to organise information, prepare internal briefs and draft communications. Client-facing and consequential communications are reviewed and approved by a person before they are sent.
Service providers
Beyond the assistant, we may use service providers for website hosting, scheduling, email, analytics, communications, document storage and AI-enabled processing. Their handling of information is governed by their own terms and the configurations selected for our accounts. We do not sell personal information.
Retention
We keep information for as long as reasonably needed for the purpose it was collected, to maintain business records, or to meet legal and contractual requirements. Retention may also be affected by backups and third-party provider settings. More specific retention terms may be agreed for client systems.
Security
We use administrative and technical safeguards appropriate to the systems and information involved, including access controls, encrypted transport and least-privilege access to connected accounts. No internet transmission or storage system can be guaranteed perfectly secure.
Your choices
You may ask us to access, correct or delete personal information, subject to applicable law and legitimate recordkeeping requirements. You may opt out of non-essential marketing communications, and you may revoke Google account access at any time at myaccount.google.com/permissions.
External services and links
This website links to services such as Calendly and may link to other third-party sites. Their privacy practices are governed by their own policies.
Changes to this notice
We may update this notice as our services, our providers or legal requirements change. The effective date at the top of this page shows when it was last revised, and material changes to how the assistant uses Google user data will be reflected here before the change takes effect.
Contact
Questions or requests: solutions@mindsonfire.ca, or Minds On Fire Inc., 1151 Whealan Rd, Woodstock, Ontario N4S 8E6, Canada.
