Privacy Policy

This Privacy Policy describes how Brenton (doing business as Receptionist AI), a sole proprietorship based in Canada ("we," "us," or "our"), collects, uses, shares, and protects information through the website receptionistai.ca (the "Website") and our voice AI agent service (the "Service"). We are committed to protecting your privacy in compliance with applicable Canadian laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

We collect the following types of information:

• Company and Business Data: Provided by you via online forms (e.g., Typeform or Google Forms) or calls, including FAQs, email addresses, operating hours, scheduling software APIs, names, and other details used to train and personalize the AI model.
• Personal Information: Such as your name, email, and contact details when registering or communicating with us.
• Usage Data: Automatically collected, such as IP addresses, browser types, and interaction logs with the Service.
• Payment Information: Handled securely by Stripe; we do not store full payment details.
• CRM and Integration Data: Accessed via APIs from your booking software or CRMs to provide the Service (e.g., appointment schedules).

We do not collect sensitive personal information unless necessary for the Service and with your consent.

2. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the Service, including training the AI model.
• Process payments and manage subscriptions.
• Integrate with third-party tools for scheduling and CRM updates.
• Communicate with you about the Service, updates, or support.
• Comply with legal obligations and enforce our Terms.

3. Data Sharing and Disclosure

We share data as follows:

• Service Providers: With trusted third parties like GoHighLevel (for CRM integration) and Google Forms/Typeform (for data collection) to operate the Service. These providers are bound by confidentiality and use data only for our purposes.
• Team Members: Internal access by our team for Service delivery.
• Legal Requirements: If required by law, court order, or to protect our rights.
• Business Transfers: In the event of a merger, acquisition, or sale of assets.

We never sell your data to third parties. Data shared with providers is limited to what's necessary.

4. Data Retention

We retain your data indefinitely to provide ongoing Service unless you request deletion by emailing [email protected]. Upon request, we will delete data where feasible, except as required by law.

5. Security

As a small business, we strive to protect your data using reasonable measures, such as encryption, access controls, and secure hosting. However, no system is 100% secure, and we cannot guarantee absolute security against breaches, unauthorized access, or data loss. You acknowledge this risk and agree to use the Service accordingly.

In the event of a data breach, we will notify you as required by law.

6. Your Rights and Choices

Under PIPEDA and applicable laws, you have rights to:

• Access, correct, or delete your personal information.
• Withdraw consent (which may limit Service functionality).
• Opt out of communications.

To exercise these rights, contact [email protected]. We will respond within 30 days.

7. International Transfers

Data may be stored or processed in Canada or other countries with adequate privacy protections. By using the Service, you consent to such transfers.

8. Children's Privacy

The Service is not intended for children under 18. We do not knowingly collect data from minors.

9. Cookies and Tracking

We may use cookies for functionality and analytics. You can manage preferences via your browser.

10. Changes to Privacy Policy

We may update this Policy with notice via email or the Website. Continued use constitutes acceptance.

11. Contact Us

For privacy questions, contact [email protected].

This Policy is incorporated into our Terms of Service.