Privacy Policy

Introduction

Welcome to Robnez Solutions ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist service and website.

Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us when you:

• Register for an account
• Use our AI receptionist services
• Contact us for support
• Subscribe to our newsletter or marketing communications

This information may include:

• Name and contact information (email address, phone number)
• Business information (company name, industry)
• Account credentials (username, password)
• Payment information (processed securely through third-party payment processors)

Automatically Collected Information

When you access our services, we automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, features used)
• Cookies and similar tracking technologies

Call Data

When our Services are used, we collect and process call data on behalf of our business clients. This includes audio recordings of telephone calls, the telephone numbers of the parties to the call, and the time and duration of the call. We also generate text transcripts and summaries from these recordings. Under Canadian privacy law, audio recordings of a person's voice may be considered biometric information, which we treat as sensitive personal information.

How We Use Your Information

We use the information we collect to:

• To collect and process call data on behalf of, and for the use of, our business clients (e.g., automotive garages) for their purposes, such as appointment management, record-keeping, and quality assurance.
• Provide, maintain, and improve our AI receptionist services
• Process your transactions and manage your account
• Send you technical notices, updates, and support messages
• Respond to your inquiries and provide customer support
• Train and improve our AI models
• Analyze usage patterns and optimize user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms of service

Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• With Our Business Clients: Our primary function is to process call data on behalf of our clients. As such, all call recordings, transcripts, and related metadata collected for a specific client are shared directly with that client.
• Service Providers: We work with third-party service providers who perform services on our behalf (e.g., hosting, analytics, payment processing)
• Business Transfers: In connection with any merger, sale of company assets, or acquisition
• Legal Requirements: When required by law or to protect our rights and safety
• With Your Consent: When you explicitly authorize us to share your information

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure servers, and regular security assessments. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, to comply with our legal obligations, and to enforce our agreements. Identifiable Call Data, including recordings and transcripts, is retained for a maximum period of 180 days following the date of the call, after which it is permanently deleted from our production systems. We may retain fully anonymized and aggregated data derived from Call Data for the purposes of improving our AI models and service analytics indefinitely, as this data no longer constitutes personal information.

Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a structured, machine-readable format
• Objection: Object to our processing of your personal information
• Withdrawal of Consent: Withdraw consent where we rely on consent to process your information

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

Third-Party Services

Our services may contain links to third-party websites and services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

International Data Transfers

Your information, including personal information, may be transferred to — and maintained on — computers located outside of your province or country where the data protection laws may differ. Our primary data processing operations occur in Canada and the United States. As such, your information may be accessible to law enforcement and national security authorities of those jurisdictions. We ensure appropriate contractual and technical safeguards are in place to protect your information in accordance with this Privacy Policy and applicable law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of our services after such changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

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

Robnez Solutions
Email: [email protected]
Website: https://robnez.com