Privacy Policy

AnswerHQ, operated by 2317959 Ontario Inc. ("we," "us," "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI-powered phone answering service ("the Service"). Please read this policy carefully. By using the Service, you consent to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Information You Provide

• Account Information: Business name, business type, contact email, phone number, and login credentials when you sign up.
• Business Configuration: Greeting messages, business hours, after-hours messages, call handling preferences, and AI voice settings.
• Billing Information: Payment card details are collected and processed by Stripe. We do not store your full credit card number on our servers.

1.2 Information Collected During Calls

• Call Recordings: Audio recordings of calls answered by the AI receptionist.
• Call Transcripts: Text transcriptions of call conversations generated by the AI.
• Caller Information: Phone numbers and caller names (when available via caller ID).
• Messages: Messages taken by the AI on behalf of your business, including caller name, phone number, and message content.
• Appointments: Appointment details booked through the AI, including date, time, and caller information.
• Call Metadata: Call duration, timestamps, call status, and call direction.

1.3 Automatically Collected Information

• Usage Data: Call counts, usage patterns, feature utilization, and service performance metrics.
• Device and Browser Data: IP address, browser type, operating system, and device information when you access the web dashboard.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service: Answering calls, taking messages, booking appointments, and delivering notifications to you.
• Account Management: Creating and managing your account, processing billing, and communicating with you about your subscription.
• Service Improvement: Analyzing usage patterns to improve AI accuracy, call quality, and overall service reliability.
• Usage Tracking: Monitoring your call usage against your plan limits and managing billing accordingly.
• Communications: Sending service-related emails such as usage alerts, billing notices, account updates, and important service changes.
• Security: Detecting and preventing fraud, abuse, and unauthorized access to the Service.
• Legal Compliance: Meeting our legal obligations and responding to legal requests.

3. Third-Party Service Providers

We share information with third-party service providers that are essential to delivering the Service. Each provider has its own privacy policy governing how they handle data:

4. Data Retention

We retain different types of data for different periods:

5. Data Security

We take reasonable measures to protect your information, including:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest
• Secure authentication with hashed passwords
• Regular security reviews and monitoring
• Access controls limiting who can view call recordings and business data
• Rate limiting and abuse prevention on all API endpoints

While we strive to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Your Rights

You have the following rights regarding your data:

• Access: You can access your call logs, messages, and account data through your dashboard at any time.
• Correction: You can update your business information and settings through your dashboard or by contacting us.
• Deletion: You can request deletion of your account and associated data by contacting us. We will process deletion requests within 30 days, subject to legal retention requirements.
• Export: You can request an export of your data (call logs, messages, and account information) in a machine-readable format.
• Opt-Out: You can opt out of non-essential marketing communications at any time. Service-related emails (billing, usage alerts) cannot be opted out of while your account is active.

To exercise any of these rights, contact us at [email protected].

7. Cookies and Tracking

Our web dashboard uses the following types of cookies:

• Essential Cookies: Required for authentication and session management. These cannot be disabled.
• Analytics Cookies: Help us understand how the dashboard is used so we can improve it. These can be disabled in your browser settings.

We do not use third-party advertising cookies or tracking pixels. We do not sell your data to advertisers.

8. Children's Privacy

The Service is intended for business use and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

9. International Data Transfers

Our servers and third-party providers may be located in different countries. By using the Service, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection laws. We take steps to ensure that your data receives an adequate level of protection in the jurisdictions in which we process it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and post the revised policy with an updated "Last updated" date. We encourage you to review this page periodically. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: