Privacy Policy

1. Information We Collect

Depending on how you interact with BoltAssist, we may collect:

• Contact information: Names, telephone numbers, email addresses, and business contact details.
• Customer interactions: Appointment details, messages, call information, conversation transcripts, summaries, and relevant customer preferences.
• Business information: Account details, authorized users, business settings, and connected service information.
• Payment information: Subscription and transaction records, payment status, and limited payment method details.
• Technical information: Device, browser, IP address, location where required for supported payment features, usage, and security-related information.

We collect information directly from users, businesses using BoltAssist, authorized integrations, and interactions with our services.

2. How We Use Information

We use personal information to:

• Provide AI receptionist, communication, and scheduling services.
• Manage appointments, customer requests, and notifications.
• Operate business accounts and process payments.
• Provide customer support and maintain service reliability.
• Prevent fraud, protect accounts, and maintain security.
• Improve our services and meet applicable legal obligations.

We do not sell personal information.

3. AI-Powered Communications

Businesses use BoltAssist to manage customer calls, messages, appointments, and related requests through artificial intelligence.

During these interactions, call audio and conversation content may be processed by authorized AI, voice, and telecommunications providers.

BoltAssist retains conversation transcripts and summaries for service delivery and business follow-up. BoltAssist does not itself store call audio recordings, although authorized service providers may process or retain audio or related conversation data under their applicable arrangements.

Businesses using BoltAssist are responsible for providing legally required notices and obtaining applicable customer consents.

4. Business Customers and Connected Services

Businesses using BoltAssist determine how the service is configured and how customer information is used for their business operations.

Where a business connects a supported calendar or other external service, BoltAssist accesses and processes information necessary to provide the features the business authorizes.

Google Calendar

Google Calendar connections are optional and require authorization.

Depending on the selected feature, BoltAssist may access calendar availability, appointment information, or other authorized calendar data to support scheduling or an approved data migration.

For a data migration, BoltAssist has temporary, read-only access to the business's list of calendars and to the calendar it selects, including event times, titles, descriptions, locations, and guest names and email addresses. For an ongoing connection, BoltAssist receives the connected account's email address, creates and manages its own separate calendar and, from other calendars, reads only busy times and, if an administrator chooses a calendar from a list, the list of calendars. BoltAssist events show the appointment time and, depending on the business's setting, the service and the customer's first name. Information retrieved from Google Calendar is not shared with AI service providers, except that appointments a business chooses to import become part of its BoltAssist records and are handled like its other appointments. Access tokens are stored encrypted and are deleted, and Google is asked to revoke access, when a connection ends.

BoltAssist's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google API information is not sold, used for advertising, or used to train AI models. Access is limited to authorized service operations, necessary security and support purposes, and circumstances permitted by applicable policy and law.

Businesses may disconnect supported integrations, and users may revoke Google access through their Google Account settings. Applicable information is deleted or retained in accordance with the purpose of the connection, our retention practices, and legal obligations.

5. Payments

Subscription payments and supported business payment transactions are handled through authorized payment service providers.

BoltAssist may receive transaction details, payment status, receipts, and limited payment method information necessary for account management and payment support.

We do not receive or store full payment card numbers or card security codes.

Payment providers may independently collect and process information required for identity verification, fraud prevention, regulatory compliance, and payment processing under their own privacy policies.

6. Sharing and International Processing

We share personal information only where reasonably necessary to:

• Deliver services through authorized providers.
• Support the business with which a customer interacts.
• Connect services authorized by a business.
• Meet legal obligations or respond to lawful requests.
• Protect the security, rights, and safety of users and our services.
• Support a lawful business transfer, subject to applicable privacy obligations.

Our service providers may include companies supporting AI processing, telecommunications, hosting, payments, communications, authentication, and analytics.

BoltAssist operates from Canada, but personal information may be processed or stored in Canada, the United States, or other jurisdictions where our service providers operate.

Information processed outside Canada may be subject to the laws of those jurisdictions, including lawful access by public authorities.

7. Website Cookies and Analytics

We use essential cookies and similar technologies to operate our website, maintain account sessions, and remember applicable preferences, including your cookie choices and language preference.

We use your approximate location, based on your IP address, and your browser's language setting to show pricing in the right currency and our website in the right language.

With consent where required, we may use analytics and advertising technologies, such as Google Analytics and the Meta Pixel, on our website and account sign-up page to understand website usage and measure marketing effectiveness.

These technologies may process browser, device, IP address, and website interaction information.

You can manage optional cookies through our website's Cookie Settings. We respect applicable privacy choices, including Global Privacy Control signals.

We do not intentionally send customer appointment details, call transcripts, or customer contact information to advertising platforms.

8. Data Retention and Security

We retain personal information for as long as reasonably necessary to provide our services, support business operations, resolve disputes, maintain security, and meet legal or regulatory obligations.

Retention periods depend on the type of information, the service involved, applicable business arrangements, and legal requirements.

We use reasonable administrative, technical, and organizational safeguards to protect personal information.

No electronic service or transmission method can guarantee absolute security.

9. Your Privacy Rights

Subject to applicable law, you may request:

• Access to personal information we hold about you.
• Correction of inaccurate information.
• Deletion of information where permitted.
• Withdrawal of consent where applicable.
• A copy or transfer of eligible information where required by law.

We may need to verify your identity before processing a request.

Where we process information on behalf of a business, we may coordinate with that business to respond appropriately.

Certain information may need to be retained for legal, financial, security, or regulatory reasons.

You may also raise privacy concerns with the appropriate privacy regulator, including the Office of the Privacy Commissioner of Canada or an applicable provincial authority, such as the Commission d'accès à l'information du Québec.

10. Changes to This Policy

We may update this Privacy Policy as our services and legal obligations evolve.

The latest version will be published on our website, and material changes will be communicated where required by law.

11. Contact Our Privacy Officer

For questions, access requests, corrections, complaints, or other privacy concerns:

Privacy Officer
BoltAssist AI
431B 41st Avenue NE, PMB 78
Calgary, Alberta T2E 2N4
Canada
privacy@boltassist.ai