Privacy Policy

Business customers act as the data controller of their customers' personal information. ProMAS acts as a data processor on behalf of the business.

We collect:

• Account information (name, email, business details)
• Caller information (name, phone number, appointment requests)
• Call transcripts generated in real time
• Appointment and interaction data
• Usage and system logs

We use personal information to:

• Provide AI call handling and appointment booking
• Send confirmations, reminders, and notifications
• Improve system performance
• Comply with legal obligations

We do not sell personal information and do not use customer data to train general-purpose AI models.

Calls are processed in real time by an automated system to assist with booking and support. Conversations are transcribed and stored as text records. Live calls are not stored as audio recordings. Voicemail messages may be recorded and stored by our telephony provider.

Primary data (including transcripts and account information) is stored in Canada using Supabase (AWS ca-central-1).

Certain processing activities (including AI processing, telephony, and messaging) may occur outside Canada, primarily in the United States, through trusted service providers.

• Twilio: Telephony and SMS (United States)
• OpenAI: Real-time AI processing and transcription (United States)
• Supabase: Database and storage (Canada)
• Railway: Hosting and operational logging (United States)
• Resend: Transactional email delivery (United States)
• Voyage AI: Embeddings for knowledge base search (United States, transient processing only)

Operational logs are stored separately from customer data. Logs contain system metadata and masked identifiers only. Full transcripts and personal content are stored securely in the database and are not written to application logs.

We retain personal information only as long as necessary to provide our services and comply with legal obligations.

• Call transcripts, appointment data, and related records are retained for a default period of 180 days, unless a longer retention period is requested by the business or required by applicable law.
• After this period, conversation content is removed and only limited call metadata (such as call time, duration, and outcome) is retained for record-keeping purposes.
• Account data is retained for the duration of the active subscription.
• After account cancellation, data is deleted within 90 days unless otherwise required by law.

Backups are subject to the same retention and deletion policies.

SMS messages are transactional and sent only with user consent. Recipients may opt out at any time by replying STOP or similar commands.

We implement safeguards including encryption in transit and at rest, access controls, and role-based permissions.

Individuals may request access, correction, or deletion of their data by contacting info@promas.ca. Requests are handled within 30 days.

ProMAS uses automated systems to respond to calls and manage bookings. Callers may request human assistance at any time.

We may update this policy and will notify users of material changes.