PRIVACY POLICY – STRONGMINDAI

Last updated: 02 Nov 2025
Website: strongmindai.ca
Contact (privacy): [email protected]
Contact (support): [email protected]
Mailing address (CASL-required): StrongMindAI, 1108 Lynwood Avenue, Port Coquitlam, V3B 6S3, Canada

Non-legal notice: This Policy describes our practices under BC PIPA and Canada’s PIPEDA. We also follow CASL for email/SMS marketing. It is not legal advice—please consult counsel for your obligations.
 
1) Who we are & scope
This Privacy Policy explains how StrongMindAI (“StrongMindAI”, “we”, “us”, “our”) collects, uses, discloses, and protects personal information in connection with:

Our website strongmindai.ca (the “Site”), and
Our AI receptionist/voice-agent services for businesses in Canada (the “Services”).
This Policy applies to personal information about website visitors, prospective customers, and customer representatives. When we process personal information on behalf of our Clients (e.g., their callers, leads, customers), we act as a service provider/processor; our Clients’ own privacy notices may also apply.

 
2) Roles under Canadian privacy law
Client as controller/organization. For most data Clients load into the Services (e.g., contact lists, scripts, knowledge bases, booking links), the Client determines purposes and means; StrongMindAI acts as service provider/processor and processes only per the Client’s instructions.
StrongMindAI as controller. For our operational needs (Site analytics, billing, fraud prevention, security, compliance), StrongMindAI acts as controller.
 
3) Personal information we collect
Depending on how you interact with us, we may collect:

Web form leads: name, email, phone, company, message content.
Call/SMS metadata: phone numbers, timestamps, call duration, delivery/status events from telecom carriers/platforms.
Call recordings (if enabled): audio and related metadata for quality and training.
AI receptionist logs: conversational content and transcripts (voice/SMS/chat).
Booking & CRM data: appointments, availability windows, notes you choose to capture.
Payments: invoice status, amounts, payment method metadata processed by a payment provider (we do not store full card numbers).
Support interactions: emails/tickets and related metadata.
Site analytics/cookies: device/browser identifiers, pages viewed, timestamps (see Cookies & Analytics).
Sources: directly from you, from your use of the Site/Services, from systems you connect, and from our service providers (e.g., delivery status).

 
4) How we use personal information
We use personal information to:

Provide, operate, and improve the Services (AI call/SMS handling, booking links, confirmations, reminders).
Respond to inquiries and provide support.
Process payments, issue invoices, and manage accounts.
Monitor quality, troubleshoot issues, and protect security/integrity.
Analyze performance and Site usage (if analytics enabled).
Send marketing communications with express consent (CASL) and transactional/service communications integral to the Services.
Comply with legal, tax, fraud-prevention, and security obligations.
We do not sell personal information.

 
5) Consent, CASL & your choices
We obtain consent under PIPA/PIPEDA as appropriate (express or implied by context). For CASL-regulated marketing (email/SMS), we rely on express consent.

Your choices

Email opt-out: use the unsubscribe link in our emails.
SMS opt-out: Reply STOP to any marketing SMS; reply HELP for help. Msg & data rates may apply. Message frequency varies.
Recording: where recording is enabled, we provide notice and, where feasible, a way to continue without recording.
Cookies: manage via your browser settings; some features may be limited if cookies are blocked.
We may continue to send transactional/service messages (e.g., booking confirmations, security notices) after you opt out of marketing.

 
6) Calls, SMS, chat & recordings
When you call, text, or chat with our AI agent or team, we may process metadata and conversational content as described above.

Recording consent. If recording is enabled, we provide reasonable notice. If you do not consent, tell us during the call or end the call and contact us another way.
Default retention (subject to §10):

Call recordings: ~90 days unless needed longer for disputes/fraud prevention.
AI transcripts (voice/chat/SMS): ~180 days.
Derived analytics/aggregates (non-identifying) may be retained longer.
 
7) Cookies & analytics
Our Site/host may use cookies or similar technologies for operation, security, performance, and usage analytics (e.g., page views, device/browser). You can control cookies via browser settings. If analytics is enabled, we use insights to improve the Site and Services. We do not use cookies to serve interest-based ads.

 
8) Sharing with service providers
We share personal information with service providers that help us operate the Site/Services. They may access personal information only to perform services for us and must protect it appropriately. Typical categories (examples):

Telephony & messaging: OpenPhone and/or Twilio (call/SMS routing, delivery, recordings where enabled).
Voice/AI platform: Vapi or similar (voice/chat processing, logs/transcripts).
Scheduling: Cal.com/Calendly (booking metadata).
Payments: Stripe/Square/PayPal (processing; StrongMindAI does not store full card details).
Productivity & storage: Google Workspace/Drive (email, docs).
Website/hosting/analytics: Durable or similar.
We may also disclose information as required or permitted by law, to protect rights/safety/property, or in connection with a business transaction (e.g., merger/sale) in accordance with law.

 
9) International transfers
Some providers process data outside British Columbia, including in the United States. Privacy laws may differ from those in Canada. We use contractual and organizational measures to protect personal information and limit access to what is necessary. By using the Site/Services or providing information, you consent to cross-border transfers as permitted by law.

 
10) Retention
We retain personal information only as long as necessary for the purposes above or as required by law.

Typical periods (unless a longer period is reasonably needed for disputes, audits, or legal obligations):

Leads & client records: account lifetime + ~24 months.
Call recordings: ~90 days.
AI transcripts (voice/chat/SMS): ~180 days.
Booking & payment records: ~7 years (tax/audit).
Security logs: ~12 months.
 
11) Security
We use safeguards appropriate to sensitivity, including role-based access, MFA for admin systems, least-privilege practices, encryption in transit and at rest where supported by providers, vendor due diligence, and data-processing terms where available. We maintain incident-response procedures and will notify affected individuals and regulators of privacy breaches as required by law.

 
12) Your rights (Canada)
Subject to legal limits, you may request access to and correction of personal information we hold about you. We will respond within a reasonable time and as required by PIPA/PIPEDA.

Contact: [email protected] (preferred) or mail StrongMindAI, 1108 Lynwood Avenue, Port Coquitlam, V3B 6S3, Canada.
If not satisfied, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC) or the Office of the Privacy Commissioner of Canada (OPC).
 
13) Telemarketing & DNCL
If we place outbound sales calls, we follow applicable CRTC Unsolicited Telecommunications Rules, maintain an internal Do Not Call list, and respect the National Do Not Call List. We follow caller ID and call-time rules. To be added to our internal DNC list or to raise a concern, contact [email protected] (subject line: “Do Not Call Request”).

 
14) Children’s privacy
Our Services are designed for businesses and are not directed to children under 13. We do not knowingly collect personal information from children.

 
15) Links & third-party sites
The Site may contain links to third-party websites or services. Their privacy practices are not governed by this Policy. Review their policies before providing personal information.

 
16) Changes to this Policy
We may update this Policy when our practices change. The “Last updated” date at the top of this page shows when it was revised. Material changes will be communicated on the Site.

 
17) How to contact us
Privacy questions/requests: [email protected]
General inquiries & support: [email protected]
Mail: StrongMindAI, 1108 Lynwood Avenue, Port Coquitlam, V3B 6S3, Canada
 
CASL/A2P micro-copy you can reuse (for forms/SMS)
Form consent (marketing SMS + email):
“I agree to receive texts and emails from StrongMindAI about demos, quotes, and services. Msg & data rates may apply. Message frequency varies. Reply STOP to opt out, HELP for help. See our Privacy Policy and Terms.”
SMS footer (space permitting):
“STOP=opt out, HELP=help. Msg & data rates may apply.”