Privacy Notice

Effective date: August 26, 2026

Aardvark1 Inc. trades as ADHD Company. In this notice, “ADHD Company,” “we” and “us” mean Aardvark1 Inc. We respect your privacy and collect personal information only where it is reasonably needed to run the website, respond to you, manage coaching relationships and provide the services you request.

Scope of this notice

This notice explains how we handle personal information from this website and related inquiries, as well as the coaching records described below.

ADHD Company provides coaching only to people who are 18 or older. We do not knowingly provide coaching to, or create coaching records for, anyone under 18.

A coaching relationship is also governed by the applicable coaching agreement, consent documents and internal record-handling procedures.

Information we collect and store

For website inquiries, ADHD Company may collect:

• your name, email address, phone number and other contact information;
• whether you are making an inquiry for yourself or in a professional capacity;
• your organization or professional role, if relevant;
• information you voluntarily include in your message; and
• information needed to respond or arrange a requested next step.

The website’s hosting infrastructure may also process basic technical information such as IP address, browser type, device information, requested pages, timestamps and security logs.

If you become a client, ADHD Company may also store in Zoho:

• your email address and phone number for maintaining service communication;
• billing and administrative records;
• scheduling details, reminders and other service-related communications discussed or agreed during coaching;
• audio and video recordings of coaching sessions, where the client has given prior express consent, and coaching session transcripts; and
• client summaries and insights created from session content.

Please share only what we need to respond to you. Do not send medical records, health-card information, a detailed health history or information about another person through a website inquiry unless we have specifically requested it through an appropriate process and you are authorized to provide it.

Where information is stored

ADHD Company uses applications supplied through Zoho One as its primary business system. Zoho Meeting is used for video calls and stores the original audio and video recording when recording has been consented to. Other Zoho One applications store the contact, booking, administrative, billing, communication, transcript, summary and insight records described in this notice.

The client’s name and other direct identifiers are kept in a separate database from the coaching transcript. The transcript uses an internal client ID, and reconnecting it to a client requires the corresponding ID record from the separate database.

Keeping these records separate reduces direct identification, but it does not make the transcript anonymous. Someone authorized to access both the transcript and the linking record can reconnect the transcript to the client.

AI-assisted session transcripts

With the client’s prior express consent, a coaching video call may be recorded in Zoho Meeting. Both audio and video from the recording are transmitted to an OpenAI service to generate a transcript. The original recording remains in Zoho Meeting until it is deleted under the retention schedule below, and the resulting transcript is stored in Zoho.

Transcripts are used to prepare client summaries and insights, support continuity and follow-through, and help the coach review sessions and maintain consistent coaching practice. This does not guarantee a particular result.

We do not ask for medical records as part of coaching or treat coaching transcripts as medical records. Health-related topics can still come up naturally in a coaching conversation, so medical or other sensitive personal information may sometimes appear in a transcript.

Consent to a website inquiry is separate from consent to record or transcribe a coaching session. Before a video call begins, you must make a clear choice to consent to or decline recording and transcription. We do not treat an in-call notice or continued participation as consent.

How information is used

ADHD Company may use personal information to:

• respond to an inquiry;
• consider whether coaching or a referral conversation may be appropriate;
• arrange a requested meeting or next step;
• maintain service communication using email addresses and phone numbers, including billing messages, reminders and other communications discussed or agreed during coaching;
• prepare client summaries and insights from coaching sessions;
• help the coach review sessions and maintain consistent coaching practice;
• operate, secure and troubleshoot the website and supporting systems;
• maintain appropriate business records; and
• meet legal or regulatory obligations.

Information submitted for an inquiry will not be used for unrelated promotional purposes without separate consent.

Consent and your choices

When you choose to submit a website inquiry, you consent to us storing the information you provide in Zoho and using it for the purposes explained when we collect it and in this notice.

Before a video call starts, the booking confirmation and new-client form explain that the call may be audio- and video-recorded and transcribed; the purposes of recording and transcription; the involvement of Zoho Meeting and OpenAI; the applicable retention periods; and the client’s right to consent to or decline recording, transcription or both. The client must make and record a clear choice before the call begins.

Recording and transcription begin only after ADHD Company has a record of affirmative consent for the relevant process. If the client declines recording, transcription or both, the call proceeds without the declined process. If no choice has been recorded, the video call does not begin until the client’s choice is obtained.

ADHD Company does not use an in-call notice as its consent mechanism.

A client may withdraw consent at any time, and the affected process will stop from that point. A client may also request deletion of an existing recording or transcript; ADHD Company will apply the retention and exception rules below and explain the result.

You may withdraw consent for future use, subject to legal, contractual or record-retention requirements. Withdrawing consent may limit ADHD Company’s ability to respond or provide a requested service.

Cookies and website measurement

ADHD Company does not currently use advertising pixels, behavioural profiling or non-essential analytics cookies on this website.

Our hosting provider may use essential technical processes, cookies or server logs that are necessary to deliver, secure and maintain the website.

If ADHD Company later introduces analytics, advertising technology or other non-essential tracking, we will update this notice and implement any required consent or choice controls before activating that technology.

Service providers and disclosure

We do not sell or rent your personal information.

We use service providers for website hosting, email, scheduling, communications, client-record storage, AI-assisted transcription and other business operations. They may process personal information as needed to provide those services to ADHD Company and are expected to use appropriate safeguards.

Current providers relevant to this notice include:

• Booking, email, client-record, communication-record and transcript storage: Zoho One.
• AI-assisted transcription: OpenAI, which receives audio and video for processing.
• Website hosting: Hostinger.
• Email: Zoho.
• Inquiry form and booking system: Zoho One.
• Videoconferencing and original audio-and-video recording storage: Zoho Meeting.

ADHD Company’s Zoho One organization is currently hosted in Zoho’s United States data region. ADHD Company plans to migrate the organization to Zoho’s Canadian data region where the required Zoho One services support that migration, but the current location remains the United States until the migration is completed and verified.

OpenAI receives audio and video for transcription processing and may process that information in the United States. Information handled outside Canada may be subject to foreign laws, including lawful access by courts, law-enforcement or national-security authorities.

We may also disclose information when you consent, when the law requires or permits it, or when disclosure is reasonably necessary to address a serious and immediate safety concern.

Retention

Original audio and video recordings stored in Zoho Meeting are deleted as soon as reasonably practical after the transcript has been created and checked, and in all cases no later than three months after the session.

Session transcripts are deleted no later than three years after the session.

A recording or transcript may be kept longer only while reasonably necessary to respond to an active access request, privacy complaint, dispute, legal hold or other legal obligation; it will be deleted when that exception ends.

Other records are kept only as long as reasonably necessary for the purposes described in this notice and applicable legal, accounting, insurance, security or dispute-resolution requirements. ADHD Company retains the client’s consent or decline record long enough to demonstrate the choice and meet those obligations.

After ADHD Company deletes information from an active Zoho service, Zoho may retain an encrypted backup copy for its provider-controlled deletion cycle; Zoho states that deleted service data can remain in backups for up to three months.

Safeguards

We use administrative, technical and physical safeguards suited to the sensitivity of the information we hold. Access is limited to people and service providers who need the information for an authorized purpose.

Coaching transcripts are stored separately from directly identifying client records and use an internal client ID. Access to the corresponding linking record must be restricted. This reduces identification risk but does not make a transcript anonymous.

ADHD Company uses Zoho services with security measures that include encryption for data in transit, access controls, monitoring and other safeguards. Security protections vary by service and type of information, and no safeguard can eliminate all risk.

No website, email system, AI process or electronic storage method can be completely secure. Please avoid sending sensitive information we do not need through ordinary website or email communication.

If we become aware of a privacy or security breach involving personal information, we investigate it and respond under our privacy-breach procedures. Where the law requires it, we report the breach to the appropriate privacy regulator and notify affected people and any other organizations or government institutions that must be notified.

Access and correction

To make a privacy request, email privacy@adhd.company with the subject line “Privacy Request.” Tell us which records are involved and what you would like us to do. You can also write to the mailing address below.

If you are not sure how to frame your request, we can help.

You may ask:

• whether ADHD Company holds personal information about you;
• to access that information;
• to correct information that is inaccurate or incomplete; or
• a question about how your information has been handled.

We may ask for information reasonably needed to verify your identity and find the relevant records. We use that verification information only to handle your request.

We will acknowledge a privacy concern or request and provide an initial response within 7 calendar days. A formal access request will be answered within 30 calendar days unless a permitted extension applies; if so, ADHD Company will explain the extension.

Where applicable, the response will state whether information is held, provide access and an account of relevant uses and disclosures, and be provided at minimal or no cost.

If information is inaccurate or incomplete, ADHD Company will correct it or record the unresolved correction request and, where appropriate, notify relevant third parties.

If access or correction is refused or limited, ADHD Company will explain the reason and the available complaint route.

Privacy contact

Aardvark1 Inc. trades as ADHD Company. Craig Marsh is the Privacy Officer responsible for privacy questions, concerns and requests concerning ADHD Company.

Email: privacy@adhd.company
Mailing address: 49 High St, 3rd Floor, Barrie, ON L4N 5J4

If a privacy concern cannot be resolved directly, you may use the OPC report-a-concern route or file a formal complaint with the Office of the Privacy Commissioner of Canada (toll-free: 1-800-282-1376).

Where the Information and Privacy Commissioner of Ontario has jurisdiction, including under PHIPA, you may use the Ontario IPC PHIPA complaint process (toll-free: 1-800-387-0073).

Changes to this notice

We may update this notice when our website, services, service providers or information-handling practices change. The effective date at the top shows which version is current.

For a material change, ADHD Company will post a prominent notice before the change takes effect and, where appropriate, notify affected individuals directly.

If a material change introduces a new purpose, disclosure or other processing that requires consent, ADHD Company will obtain fresh consent before applying the change to existing personal information.

Prior versions will be available on request.