Astromic Solutions — Privacy Policy

Last Updated: September 21, 2026

Astromic Solutions Inc. (“Astromic,” “we,” “us,” or “our”) respects your privacy. This Policy explains how we collect, use, share, store, and handle personal information through our website, SIGNET and mySIGNET services, consultations, creative and editorial projects, retainers, and AI-assisted production services.

This Policy describes our practices; it does not replace any specific consent needed for a particular use of your information.

1. Information We Collect

Depending on the service, we may collect:

- Names, email addresses, contact details, and business or professional information.
- Birth date, birth time, birthplace, optional demographic information, intake responses, and personal notes supplied for SIGNET or mySIGNET services.
- Project briefs, biographies, photographs, likenesses, documents, correspondence, feedback, approvals, and other materials supplied for creative or editorial work.
- Service, subscription, billing, and transaction records needed to administer our business.
- Website information such as IP addresses, browser and device information, and usage patterns through website technologies and analytics, where used.

Information may come directly from you or from a client authorized to provide materials about you. We ask clients to supply only information relevant to the work and to have appropriate authority and any necessary permissions for information about other people.

2. How We Use Your Information

We use personal information for identified service and business purposes, including to:

- Provide SIGNET and mySIGNET materials, consultations, charts, and personalized guidance.
- Deliver agreed creative, editorial, design, publication, image, video, animation, and AI-assisted services.
- Communicate about projects, approvals, accounts, subscriptions, and support.
- Maintain continuity for ongoing work and returning clients where appropriate.
- Administer payments, contracts, records, and legal obligations.
- Maintain and improve website operation and service security.

We do not sell personal information or use birth data for unrelated marketing, data mining, or resale. Using client work in a public portfolio or unrelated promotion requires separate permission where that use has not already been specifically authorized.

3. Consent and Accountability

We handle personal information in accordance with applicable privacy law, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable. We explain relevant purposes and obtain meaningful consent where required. Consent may be documented through intake forms, project agreements, correspondence, or specific approvals appropriate to the information and proposed use.

We seek fresh consent where required before using information for a materially different purpose. You may withdraw consent, subject to applicable legal or contractual restrictions and reasonable notice. We will explain any effect on the services we can provide. We remain responsible for our own privacy obligations when using service providers.

4. Project File Storage, Sharing, and Security

We store working project files in a Dropbox account personally administered by Robin Grant. This account predates Astromic Solutions and is used to support company work. Astromic remains responsible for its handling of client information in this account.

We use the Astromic Solutions Google Drive account to share finished work and collaborate with clients. Access is granted to designated email contacts rather than through “anyone with the link” sharing. Authorized recipients may retain copies they download or otherwise receive.

We use Adobe InDesign and Photoshop for design and publication work, but do not use Adobe cloud document storage to save project files. Certain AI-enabled features may nevertheless transmit relevant images, prompts, or other content to online services for processing. Saving files in Dropbox does not mean that all production activities occur locally or exclusively within Dropbox.

Our safeguards must be appropriate to the sensitivity of the information. We restrict access to people and providers who need it for an authorized purpose. No storage or transmission method can be guaranteed completely secure. This Policy does not promise that every account has a particular security feature enabled or that information is stored exclusively in Canada.

5. Retention, Cancellation, and Deletion

We retain personal information only while needed for the purposes for which it was collected, an authorized continuing purpose, or applicable legal obligations. Relevant purposes may include active service delivery, agreed revisions, support, and continuity for returning clients. A possible future project alone does not justify indefinite retention. We will periodically review retained information and delete or anonymize information that is no longer needed.

Cancelling mySIGNET, ending a retainer, or completing a project does not automatically delete every associated record. Deletion requests are available to all clients, including mySIGNET subscribers, retainer clients, and project-based customers.

To request deletion, email robin@astromicsolutions.com. We may need to verify your identity and authority before acting. We will review relevant records in Dropbox, Google Drive, working copies, and applicable production or AI services, as appropriate to the request.

Our standard is to complete deletion of eligible records from active systems within 30 business days of receiving a request, subject to necessary verification, and to provide written confirmation. We will explain any information retained, the reason, and any further deletion steps or expected timing. Applicable legal deadlines and any stronger commitments already made to you continue to apply.

Limited information may need to be retained for tax, accounting, legal obligations, or the establishment, exercise, or defence of legal claims. Required business records may be retained longer than creative working files; this does not justify keeping a complete personal profile or project archive when it is no longer needed.

Deletion from active systems may not immediately remove provider backups, recovery copies, or records subject to required retention. We will explain relevant limitations and use available provider deletion processes. We cannot promise to recall copies already published with authorization or independently retained by recipients.

6. When We Share Information

We may share relevant information:

- With recipients you authorize, including collaborators and publication recipients within the agreed project scope.
- With providers supporting storage, collaboration, communications, payments, bookings, website operation, or approved AI-assisted production.
- When required or otherwise permitted by applicable law.

We limit sharing to the relevant purpose. Provider processing may take place outside Canada, where information may be subject to the laws and lawful access requirements of another jurisdiction. We remain accountable for our own handling of information and take appropriate steps to protect information entrusted to providers.

7. AI-Assisted Services and Client Materials

Astromic Solutions Inc. uses third-party AI tools to support creative and production services, including drafting, research, design, image editing, publication production, video, and animation. These tools include ChatGPT, AI-enabled features in Adobe applications, and Kling through DZINE.

With the client's approval, we may submit relevant client-supplied materials to these tools for the agreed project. These materials may include names, biographies, photographs, likenesses, project documents, and other identifiable or confidential information. Materials used in this process are not necessarily anonymized.

Submission may occur through direct uploads or through AI-assisted workflows that access or process relevant document content, text, images, or previews. For example, we may use ChatGPT to assist with creating or updating InDesign documents and Adobe's generative features to expand images or remove objects.

Before submitting identifiable or confidential materials, we obtain approval for the intended AI-assisted use. Clients supplying materials about other people must have the appropriate authority and any necessary permissions for that use. Astromic remains responsible for its own privacy obligations.

We limit the materials submitted to what is reasonably needed for the approved work. Approval for project production does not, by itself, authorize public posting, unrelated marketing, or separate model-training uses.

AI providers process submitted materials under the terms, privacy policies, and account settings applicable to the service used. Processing may occur outside Canada. We will explain the relevant providers and material privacy considerations as part of arranging an identifiable or confidential AI workflow.

Clients may ask about the tools used or request restrictions before materials are submitted. If a restriction affects the proposed approach, cost, or timing, we will discuss an alternative.

Clients may also request that we stop future AI processing of their materials. We will explain available deletion steps and any limitations affecting materials already processed or retained by service providers.

ChatGPT Settings and Memory

As of this Policy's update date, the ChatGPT Pro account used for this work has “Improve the model for everyone” switched off and memory enabled. These settings are distinct: switching off model improvement does not mean that conversations, files, or personalization information are automatically deleted.

Memory may support continuity and personalization across work. A deletion request may therefore require reviewing relevant conversations, uploaded files, and memory or personalization controls separately. We do not assume that deleting a single conversation removes every related record. We will review relevant settings and restrictions when arranging a client workflow; the settings of one service do not establish the practices of other AI providers.

8. AI Outputs and Accuracy

AI-generated content can contain errors or inaccurate personal information. Clients may request correction of personal information in our records and should identify inaccuracies in draft materials during review. SIGNET interpretations are intended as symbolic and educational materials. Further terms governing outputs and services appear in our Terms and Conditions and applicable project agreements.

9. Access, Corrections, and Privacy Requests

Subject to applicable law, you may request access to personal information we hold about you, information about its use and disclosure, correction of inaccuracies, withdrawal of consent, or deletion where appropriate. These rights may be subject to legal exceptions and the privacy rights of others.

Email robin@astromicsolutions.com. We will respond within applicable legal deadlines. Under PIPEDA, access requests generally require a response within 30 calendar days, subject to permitted extensions and required notice. This access-response deadline is separate from our deletion process.

If we cannot fulfil a request in whole or in part, we will explain the reason and available next steps. You may raise concerns with Robin Grant and may contact the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca/ or another applicable privacy authority.

10. Third-Party Services and Links

Service providers and external websites have their own terms and privacy policies. Their retention, security, processing locations, and account settings may differ. We consider relevant provider practices when arranging our services. Linking to an independent website does not place that website under our control, and provider policies do not remove Astromic's own privacy responsibilities.

11. Cookies and Website Technologies

Our website may use cookies and similar technologies to support site functions, maintain sessions, and understand website usage. Where consent is required for optional technologies, it must be obtained before those technologies are used. You can also manage cookies through your browser, although disabling some cookies may affect site functions.

12. Children's Information

SIGNET and mySIGNET services are intended for adults aged 18 or older. We do not knowingly collect personal information directly from children without appropriate authorization. If a client project includes images or information about a minor, the client must identify this before submission so that the proposed use and necessary permissions can be reviewed, including any proposed AI processing.

13. Changes to This Policy

We may update this Policy as our services, practices, or legal requirements change. The published version will show its update date. Where required, we will provide notice of material changes and obtain fresh consent before applying a new use to previously collected information. Continued use alone does not replace consent where specific consent is required. Updating this Policy does not remove commitments already made to clients.

14. Contact Information

Astromic Solutions Inc.
Privacy contact: Robin Grant
Email: robin@astromicsolutions.com