Privacy Policy
At CallMate, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our AI voice receptionist platform. We are committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) and all applicable Canadian privacy laws.
Information We Collect
Account Information
When you create a CallMate account, we collect information such as your name, email address, phone number, business name, and business address. This information is necessary to provide our services and communicate with you about your account.
Business Information
To configure your AI receptionist, we collect information about your business including services offered, pricing, business hours, booking rules, and knowledge base content. This information is used exclusively to train and operate your AI receptionist.
Call and Communication Data
When customers interact with your CallMate receptionist, we collect call recordings, transcripts, SMS messages, and chat logs. This data is necessary to provide our core services and is stored securely in accordance with Canadian privacy laws.
Payment Information
Payment processing is handled by Stripe, a PCI-compliant payment processor. We do not store your full credit card information on our servers. We retain only transaction records necessary for billing and accounting purposes.
How We Use Your Information
We use the information we collect for the following purposes:
- Providing and improving our AI receptionist services
- Processing appointments and managing your calendar
- Sending appointment confirmations and reminders to your customers
- Processing payments and managing your subscription
- Communicating with you about your account and our services
- Improving our AI technology and service quality
- Complying with legal obligations
Data Storage and Security
All CallMate data is stored on servers located in Canada. We use industry-standard encryption for data in transit and at rest. Our infrastructure is hosted with reputable cloud providers that maintain SOC 2 Type II compliance.
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include access controls, encryption, regular security assessments, and employee training.
Data Retention
We retain your personal information for as long as your account is active or as needed to provide you services. Call recordings and transcripts are retained for 90 days by default, though you can request earlier deletion. Upon account cancellation, we retain your data for 30 days before permanent deletion, unless longer retention is required by law.
Your Rights Under PIPEDA
As a Canadian resident, you have the following rights regarding your personal information:
- Access: You have the right to access the personal information we hold about you
- Correction: You have the right to request correction of inaccurate personal information
- Deletion: You can request deletion of your personal information, subject to legal retention requirements
- Withdrawal of Consent: You can withdraw consent for processing at any time
To exercise these rights, please contact our Privacy Officer at privacy@callmate.ca. We will respond to your request within 30 days.
Third-Party Services
We use the following third-party services that may process your data:
- Stripe: Payment processing
- Twilio: Voice and SMS communication
- Google: Calendar integration (only with your explicit consent)
- OpenAI: AI language processing
Each of these providers has their own privacy policies and data protection practices. We only share the minimum information necessary to provide our services.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice on our website. Your continued use of CallMate after such modifications constitutes your acknowledgment of the modified policy.
Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us at:
CallMate Privacy Officer
Email: privacy@callmate.ca
Last updated: January 2025