We take your privacy seriously. This policy explains exactly what information we collect, why we collect it, how we protect it, and your rights as a Canadian resident under PIPEDA.
This Privacy Policy describes how AI Solutions Canada Inc. ("AI Solutions Canada," "we," "us," or "our") collects, uses, discloses, and protects personal information in connection with our products and services, including the AI Smart Receptionist, our website at aisolutionscanada.ca, and all related services (collectively, the "Services").
This policy applies to:
This is a real privacy policy, written to be understood. We've avoided legal jargon wherever possible. If anything is unclear, contact us and we'll explain it directly.
AI Solutions Canada Inc. is a Canadian corporation incorporated and headquartered in the Greater Toronto Area, Ontario, Canada. We develop and operate AI-powered communication tools for small service businesses, including the AI Smart Receptionist.
For purposes of this Privacy Policy, AI Solutions Canada Inc. is the data controller responsible for the personal information we collect directly (website visitors, Subscribers). For personal information collected through the Smart Receptionist on behalf of a Subscriber's business, the Subscriber is the data controller and AI Solutions Canada acts as a data processor.
Our Privacy Officer can be reached at the contact information provided in Section 14 of this policy.
We collect personal information only as necessary to provide our Services. The categories of information we collect depend on how you interact with us.
When a business signs up for the Smart Receptionist, we collect:
When a person calls a phone number served by the Smart Receptionist, the AI may collect:
When you call a business using the Smart Receptionist, that business — our Subscriber — is responsible for the information collected during your call. We process this information on their behalf. If you have questions about how a specific business handles your information, please contact them directly.
When you visit aisolutionscanada.ca, we may automatically collect:
If you fill out a contact form, book a demo, or subscribe to communications, we collect the name, email address, phone number, and message content you provide.
We use personal information only for the purposes for which it was collected, with your consent, or as required or permitted by applicable law.
We do not use personal information to build advertising profiles. We do not sell, rent, or trade personal information to third parties for marketing purposes. We do not use caller information to market our own services directly to callers without their explicit consent.
We do not sell, rent, or trade personal information. We share information only in the following limited circumstances:
Call recordings, transcripts, intake summaries, and booking details collected from Callers are made available to the Subscriber whose business number was called. This is the core function of the service. Subscribers are bound by their own obligations under PIPEDA and applicable privacy law with respect to how they handle this information.
We work with carefully selected third-party service providers who help us operate the Smart Receptionist. These providers process information only on our behalf and under our instructions, and are contractually prohibited from using the information for any other purpose:
We may disclose personal information if required to do so by applicable law, regulation, court order, or lawful government request. Where permitted, we will notify affected Subscribers before complying with such a request.
In the event of a merger, acquisition, or sale of all or part of AI Solutions Canada, personal information may be transferred to the acquiring entity. We will provide notice before such a transfer and, where required, seek your consent.
All personal information collected by AI Solutions Canada is stored on servers located in Canada. We do not transfer personal information to servers outside of Canada for storage or processing, except as necessary for the limited third-party integrations described in Section 5.2, and only where those providers are contractually bound to appropriate data protection standards.
We implement technical, administrative, and physical safeguards to protect personal information against unauthorised access, disclosure, alteration, and destruction:
In the event of a security breach that affects personal information, we will notify affected individuals and, where required, the relevant authorities in accordance with PIPEDA's breach notification requirements. We will take prompt steps to contain and remediate any breach.
No security system is infallible. However, we have built privacy and security into the foundation of our product — not as a feature to be added later — because the businesses that trust us with their customers' information deserve nothing less.
The Smart Receptionist records all inbound calls it handles. These recordings and the AI-generated transcripts and summaries derived from them are a core feature of the service available to Subscribers on Business and Enterprise plans.
Call recordings are automatically deleted after 30 days from the date of the call. This automatic deletion is a privacy safeguard built into the system and applies to all accounts. Transcripts and AI-generated summaries may be retained for up to 12 months unless a Subscriber requests earlier deletion.
Subscribers may download any recording from their dashboard at any time before the 30-day deletion window closes. Downloaded recordings are the Subscriber's responsibility once downloaded.
We encourage our Subscribers to notify callers that their call may be recorded, as is standard practice for businesses using answering services. Depending on jurisdiction, legal requirements around call recording disclosure may vary. AI Solutions Canada can configure a disclosure message as part of the greeting if the Subscriber requests it during setup.
Callers who wish to request deletion of their call recording or transcript before the automatic 30-day window may submit a request to the Subscriber directly, or contact us at the email in Section 14. We will process verified deletion requests within 10 business days.
Our website at aisolutionscanada.ca uses cookies and similar tracking technologies to operate the site and understand how visitors use it.
Cookies are small text files stored on your device when you visit a website. They allow the website to recognise your browser and remember certain information across visits.
We do not use third-party advertising cookies. We do not allow advertisers to place cookies on our site or to track visitors across other websites for advertising purposes.
You can control and delete cookies through your browser settings. Disabling cookies may affect the functionality of certain features on our website. Instructions for managing cookies are available through your browser's help documentation.
Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) gives individuals rights with respect to their personal information held by organisations. As a PIPEDA-compliant company, we honour these rights.
You have the right to request access to the personal information we hold about you. We will provide a copy of your information within 30 days of receiving a verified request, unless an exception applies.
If you believe personal information we hold about you is inaccurate or incomplete, you have the right to request that we correct it. We will update the information or, where we disagree with the correction, note your request in your file.
Where we rely on your consent to collect or use personal information, you have the right to withdraw that consent at any time. Withdrawal of consent may affect our ability to provide certain services to you. We will explain the consequences before processing your withdrawal.
If you believe we have not complied with PIPEDA, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC). You can file a complaint online at priv.gc.ca or by calling 1-800-282-1376.
We encourage you to contact us directly first so we can attempt to resolve any concern before it reaches the OPC.
To exercise any of the rights above, please contact our Privacy Officer using the details in Section 14. We will acknowledge your request within 5 business days and respond in full within 30 calendar days.
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law.
When personal information is no longer required, we securely delete or anonymise it. We do not retain personal information longer than necessary.
The Smart Receptionist integrates with a number of third-party platforms at the Subscriber's direction. When a Subscriber connects their Google Calendar, Jobber, Jane App, or other scheduling software, information is shared with those platforms as necessary to fulfil the integration.
These third-party platforms have their own privacy policies and data handling practices. We encourage Subscribers to review the privacy policies of any platforms they connect to the Smart Receptionist.
We are not responsible for the privacy practices of third-party platforms. However, we only share information with third-party integrations to the extent authorised by the Subscriber and necessary for the integration to function.
Our website may contain links to third-party websites. We are not responsible for the content or privacy practices of those sites. Links do not constitute endorsement.
Our Services are intended for use by businesses and adults operating in a professional capacity. We do not knowingly collect personal information from individuals under the age of 18.
If we become aware that we have inadvertently collected personal information from a minor, we will delete that information promptly. If you believe we may have collected information from a minor, please contact us at the address in Section 14.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. When we make material changes, we will:
Your continued use of the Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy. If you do not agree with material changes, you may cancel your subscription before the changes take effect.
We maintain an archive of previous versions of this policy. If you would like to review a previous version, contact our Privacy Officer.
If you have questions about this Privacy Policy, wish to exercise your rights under PIPEDA, or have a privacy concern, please contact our Privacy Officer:
We will acknowledge privacy requests within 5 business days and provide a full response within 30 calendar days, as required by PIPEDA. If more time is required, we will notify you of the expected timeline.
If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.
Our team is happy to explain how we handle your data, answer questions about PIPEDA compliance, or process a data access or deletion request.
