Privacy Policy

1. Introduction

System Technology Services Ltd. ("Company," "we," "us," or "our") operates BookAI (bookai.ca), an AI-powered phone receptionist service. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Service.

We are committed to protecting your privacy and complying with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, business name, business address
• Business Information: Services offered, business hours, appointment settings
• Payment Information: Billing address, payment card details (processed securely by Stripe)
• Communications: Emails, support requests, feedback

2.2 Information Collected Automatically

• Call Data: Call logs, call duration, timestamps, caller phone numbers
• Call Recordings: Audio recordings of calls handled by our AI (if enabled)
• Transcripts: Text transcriptions of AI conversations
• Appointment Data: Bookings made through the AI system
• Usage Data: Login times, feature usage, dashboard interactions
• Device Information: IP address, browser type, operating system

2.3 Information from Third Parties

• Phone carrier information via Twilio
• Payment verification from Stripe
• AI processing data from Vapi.ai

3. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve our Service
• Process and complete transactions
• Handle phone calls and book appointments on your behalf
• Send transactional communications (receipts, appointment confirmations)
• Provide customer support
• Analyze usage patterns and improve user experience
• Train and improve our AI systems
• Detect and prevent fraud or abuse
• Comply with legal obligations

4. Information Sharing and Disclosure

We may share your information with:

4.1 Service Providers

• Twilio: Telephony and phone number services
• Vapi.ai: AI voice processing
• Stripe: Payment processing
• Supabase: Database hosting
• Vercel: Website hosting

4.2 Legal Requirements

We may disclose information if required by law, court order, or government request, or to protect our rights, privacy, safety, or property.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements

Call recordings are typically retained for 90 days unless you request earlier deletion. Account data is retained for 12 months after account closure.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Access controls and authentication
• Regular security assessments
• Secure payment processing via Stripe

8. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences
• Analyze website usage
• Improve our services

9. Children's Privacy

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

10. International Data Transfers

Your information may be transferred to and processed in countries other than Canada, including the United States. We ensure appropriate safeguards are in place for such transfers in compliance with applicable laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of the Service constitutes acceptance of the updated policy.

12. Contact Us

For questions about this Privacy Policy or our privacy practices, contact: