Privacy policy

Who we are

S-Web builds websites and AI receptionists for businesses in Ottawa, Gatineau and the surrounding area. This page explains what we collect when you try the receptionist demo on this site, why, who handles it, and what you can ask us to do about it.

We are the organisation responsible for your personal information under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, if you are in Quebec, the Act respecting the protection of personal information in the private sector (Law 25).

What we collect

When you fill in the form: your name, email address and phone number; your business website if you give one, or otherwise your business name, one of your services and whether you are in Ottawa or Gatineau; and which language and voice you chose for the demo.

When you run the demo: the audio of the call and a written transcript of it. The receptionist is an AI voice agent, and the call is transcribed as it happens so the agent can understand you and so we can see how the demo went.

From your website, if you gave one: we read its public pages once to learn your services, hours and published prices, so the demo can answer as if it worked for you. We keep a short summary of what we found, not a copy of your site.

Automatically: your IP address, browser type, the page you came from and the advertising campaign that brought you here, if any. We also set one cookie of our own to keep your demo session together, which expires within a day.

Why we collect it

To run the demo you asked for. Your details are what the receptionist uses to read your booking back to you, and your website is what it learns your business from.

To follow up. If you book a call with our team during the demo, we use your details to hold that meeting and to send you the confirmation. If you do not, we may contact you once to ask whether you would like to.

To understand how the demo is working. We read transcripts to see where the receptionist did well and where it did not, so we can improve it.

To measure advertising. If you arrived from an ad, we tell the advertising platform that the ad led to a demo, so we can see which ads are worth running. Where we send an email address or phone number for this purpose it is hashed first, so the platform receives a fingerprint of it rather than the value itself.

We do not sell your information, and we do not use it for anything not listed here.

Who handles it

We use a small number of service providers to run the demo, and each one receives only what it needs for its part. Your call is run by Vapi, which in turn uses OpenAI to generate the receptionist's replies, Deepgram to transcribe your voice, and Microsoft Azure to produce the voice you hear. Meetings are booked through Cal.com. Our records are kept in a Supabase database hosted in Canada, with a working copy in Google Sheets. The site is hosted by Vercel. Advertising measurement goes to Meta.

Some of these providers operate outside Canada, mainly in the United States, and your information may be processed there. Each of them is bound by contract to use it only to provide their service to us.

How long we keep it

Your contact details and the notes from your demo: for as long as we are in touch about the receptionist, and for up to 24 months after our last contact, unless you ask us to delete them sooner.

The transcript of your call: 12 months. The audio of the call is held by our voice provider under its own retention terms and is not stored by us.

Advertising measurement data is kept according to the platform's terms and is not something we can retrieve or delete individually.

Your rights

You can ask us what personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw your consent to our using it. Write to the contact below and we will answer within 30 days.

If you are in Quebec, you also have the right to ask that your information be transferred to you in a structured format, and to complain to the Commission d'accès à l'information du Québec. Anywhere in Canada, you can complain to the Office of the Privacy Commissioner of Canada.

Withdrawing consent stops us using your information from that point on. It does not undo anything already done, such as a meeting already booked, and it may mean we cannot follow up with you.

Cookies and tracking

We set one cookie ourselves. It holds your demo session so the page can find your details when the call starts, it is not readable by scripts, and it expires within a day.

If we are running advertising, this site also loads Meta's pixel, which sets Meta's own cookies and reports that you visited and whether you ran a demo. You can block this with your browser's tracking protection or an ad blocker, and the demo works exactly the same without it.

Changes

If we change what we collect or who handles it, we will update this page and the date at the top. We will not apply a change to information we already hold in a way you would not expect without telling you first.