Privacy Policy

NorthAI Solutions (“NorthAI”, “we”, “us”) is an AI receptionist and voice automation provider operating from Ontario, Canada. This policy applies to our website, our customer accounts, and the AI receptionist service we operate on behalf of our business customers.

When we operate an AI receptionist for a business, that business decides what information is collected from its callers and why; we process that information on its behalf and under its instructions.

• Enquiry details — name, business, email, phone, and message when you submit a demo request or contact us.
• Customer and onboarding details — business name, contact person, address, service area, hours, services, FAQs, booking rules, and integration details you provide so your receptionist can answer accurately.
• Agreement acceptance records — name, email, selected package, price and currency, agreement version, acceptance status, timestamp and, where legally appropriate, the IP address and browser user agent used to accept.
• Call and caller information — information provided during calls handled by the service, such as caller name, telephone number, appointment details, messages, and call summaries or transcripts where enabled.
• Billing metadata — payment status, amount, currency, and checkout references from our payment processor. We do not receive or store full card numbers.
• Technical and usage data — basic log data and privacy-conscious usage analytics such as pages viewed and buttons clicked.

• To respond to enquiries and schedule demos.
• To configure, operate, maintain, secure, and troubleshoot the AI receptionist service.
• To deliver leads, messages, and booking notifications.
• To process payments, billing, and subscription management.
• To evidence acceptance of the Customer Service Agreement and issue receipts.
• To provide support and improve the contracted service.
• To detect and prevent abuse, fraud, and security incidents.
• To meet legal, tax, and accounting obligations.

We do not sell personal information, and we do not use caller data for advertising. NorthAI does not use customer or caller content, recordings, transcripts, or personal information to train general-purpose AI models, or for unrelated advertising, without the applicable customer’s express authorization.

We share information with service providers only as necessary to provide the service, and they may process it on our behalf under their own privacy and security terms:

• Payment processing — Stripe processes checkout, subscription billing, and payment status.
• Voice, telephony and AI providers — used to answer calls, transcribe speech, and generate receptionist responses.
• Hosting and infrastructure providers — application hosting, database, and logging.
• Email delivery — confirmation, notification, and support email.
• Calendars, CRMs and messaging tools — where you ask us to connect them.

We may also disclose information where required by law, to protect our rights or the safety of others, or in connection with a business transaction such as a merger or sale, subject to equivalent protections. Service providers may process information in Canada or in other countries; we do not claim that information is stored only in a particular country.

We keep information for as long as your account is active and for a reasonable period afterwards to meet legal, tax, accounting, and dispute-resolution requirements, then delete or anonymise it. Agreement acceptance records and payment records are retained longer because they evidence a contract and a transaction. Customer businesses retain control of the business data they provide to NorthAI and the lead and booking information generated through their use of the service, subject to applicable privacy laws and the rights of the individuals whose personal information is included; that information can be exported or deleted on request, subject to our legal obligations.

We use reasonable safeguards appropriate to the service, including access controls, authentication, and encryption of data in transit. Access to customer and caller data is limited to people who need it to deliver or support the service. No internet-connected system can be guaranteed to be completely secure, and we hold no security certification. We will notify affected parties of a material security incident as required by applicable law.

Depending on configuration, calls may be recorded, transcribed, monitored, or summarised so your receptionist can capture leads and bookings. Where calls are processed in a way that requires notice or consent, NorthAI provides configuration options for appropriate disclosures. As the customer, you remain responsible for providing accurate business-specific instructions and for ensuring that your use of the service complies with the notice, consent, and other legal requirements that apply to your business and jurisdiction.

Subject to applicable law, you may request access to, correction of, or deletion of the personal information we hold about you, withdraw consent where processing relies on it, or ask how your information has been used and disclosed. Email hello.northaisolutions@gmail.com and we will respond within the timeframe required by applicable law. If you are a caller whose information was captured by a NorthAI receptionist, we will direct your request to the business that operates that receptionist, or handle it on their instructions.

You may unsubscribe from marketing email at any time; transactional service messages continue while your account is active.

The website uses essential cookies and privacy-conscious usage analytics to understand which pages and buttons are used. We do not use this data to identify individual visitors or for advertising.

We may update this policy from time to time. Material changes will be published here with a new date and, where appropriate, notified to active customers by email.

Privacy questions or requests: hello.northaisolutions@gmail.com · 647 638 3476 · NorthAI Solutions, Ontario, Canada. See also our Customer Service Agreement.