Privacy policy

Who we are

SentientWeb is operated by Robanka Inc., 505 Burrard Street, Vancouver, BC V7X 1M5, Canada (“SentientWeb,” “we,” “us,” or “our”). We operate sentientwebsite.com and related product experiences. Contact us at songday@sentientwebsite.com. We have determined that a Data Protection Officer and EU/UK representative are not required at this time. You may use the contact above for privacy rights and regulator inquiries.

Information we collect

We collect only what is reasonably needed to run, protect, and improve the site:

• Contact details, company details, and messages you submit—not stored in SentientWeb or Robanka systems. They are retained in HubSpot, our CRM, under HubSpot’s policies and controls.
• Calendar booking details if you schedule time through Calendly.
• Usage data such as pages viewed, approximate location from IP, browser, device, and logs.
• Live assistant inputs, including text, page context you interact with, microphone audio while the assistant is active, transcripts, generated responses, and interaction metadata.
• Cookies, local storage, and similar technologies described in our Cookie Policy.

Live assistant, audio, and page context

The live assistant is automated. Google is our AI technology provider—it supplies Gemini Live to process requests. Robanka Inc. operates this site and configures the assistant experience. The assistant is not a human operator. If you enable voice interaction, your browser and the assistant process your microphone audio so the system can understand and respond. The assistant may also process the page you are viewing, interaction events, and conversation context to provide an interactive browsing experience.

Do not provide sensitive personal data, payment card numbers, government identifiers, health information, precise biometric identifiers, children’s information, or confidential information unless we have specifically requested it through a secure workflow. You can use the site without enabling microphone access.

How we use information

We use information to:

• Operate the website and live assistant, including voice and browsing assistance.
• Respond to inquiries, provide demos, manage accounts, and deliver requested services.
• Secure, debug, monitor, and improve the website and product experience.
• Send service messages and marketing where permitted, with unsubscribe options.
• Comply with law, enforce terms, prevent misuse, and protect rights and safety.

Legal bases for Europe and the UK

Where GDPR or UK GDPR applies, we rely on consent for microphone access, non-essential cookies, and marketing; contract or pre-contract steps for demos, account setup, and requested services; legitimate interests for security, fraud prevention, service improvement, and business communications; and legal obligation where we must retain or disclose information by law. You may withdraw consent at any time without affecting prior lawful processing.

Service providers and disclosures

We share information with vendors that help us provide the site and services. Persistent business and marketing records—including contact and pipeline fields—are retained only in HubSpot under HubSpot's agreements and settings (not on SentientWeb- or Robanka-operated databases). Our live assistant relies on Google (Gemini Live and related Google services) as the AI technology provider, and assistant-related persistence is governed by Google's terms. We also use providers for hosting, security, scheduling (Calendly), email, optional analytics beyond HubSpot if enabled, payment processing for paid pilots and annual agreements when applicable, Robanka Inc. operational delivery, and professional advisers. SentientWeb may use Stripe, Authorize.net, ACH debit, bank transfer, wire transfer, or another payment processor and does not store full card or bank account numbers on SentientWeb systems. Providers must protect information and use it only as permitted.

We may disclose information if required by law, to protect users and systems, during a corporate transaction, or with your direction. We do not sell personal information for money. If any activity is considered a “sale,” “sharing,” or targeted advertising under applicable U.S. state privacy law, you can opt out through our Do Not Sell or Share page.

Retention

Persistent retention lives only with HubSpot and Google. SentientWeb and Robanka Inc. do not persist visitor personal information (including CRM or assistant session contents) on SentientWeb- or Robanka-operated databases. CRM and marketing data you provide is retained by HubSpot pursuant to its product terms and your portal settings. The live assistant is powered by Google; related audio where applicable, transcripts, activity logs, page context forwarded for assistance, prompts, outputs, and similar metadata may be retained by Google (Gemini Apps / Gemini Live and related notices) as updated from time to time. Google describes Gemini Apps activity that can be kept for periods such as eighteen months, that Gemini Live recordings are not used to improve Google services by default depending on configuration, and that transcript/activity handling depends on Gemini activity controls. Locally, your browser may keep preference choices described in our Cookie Policy. Hosting and infrastructure vendors may retain transient logs needed to deliver the website; retention there follows provider terms and lawful minimisation practices.

Your privacy rights

Depending on your location, you may have rights to access, correct, delete, port, or restrict personal information; object to or opt out of certain processing; withdraw consent; appeal a privacy decision; limit use of sensitive information; or complain to a regulator. California and other U.S. state residents may also request details about categories of information collected, disclosed, sold, or shared.

Submit requests through our Data Request page or by email. We may need to verify your identity and may ask authorized agents for proof of authority.

International transfers

Our vendors may process information in the United States, Canada, the European Union, Australia, New Zealand, and other countries where they operate. Where required, we rely on transfer mechanisms such as adequacy decisions, standard contractual clauses, data processing agreements, and comparable safeguards.

Children and teens

The website and live assistant are not directed to children under 18, and Google’s Gemini API terms restrict API clients directed toward or likely to be accessed by individuals under 18. Do not use the assistant if you are under 18. We do not knowingly collect children’s personal information. Contact us if you believe a child provided us personal information.

Security

We use technical and organizational safeguards designed to protect information, including access controls, transport security, security headers, vendor review, and incident response procedures. No online service can guarantee absolute security.

Contact

Privacy requests and questions: songday@sentientwebsite.com.