Privacy Policy

1. Overview

This Privacy Policy explains how Getsteadline collects, uses, stores, and protects information in connection with our Managed Reception Service. By using our service — whether as a business client or as a caller interacting with one of our AI voice assistants — you agree to the practices described in this policy.

We are committed to handling all personal information responsibly and in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Law 25 (Act respecting the protection of personal information in the private sector).

2. Information We Collect

We collect information in two contexts: from our business clients, and from callers who interact with our AI voice assistants.

From Business Clients:

• Name, business name, email address, and phone number
• Business information provided during onboarding (hours, services, FAQs)
• Billing and payment information (processed securely through Stripe)
• Google Calendar access credentials (limited to the shared calendar only)

From Callers (via our AI voice assistants):

• Phone numbers or IP addresses of call parties
• Call metadata: start and end times, call duration, call status (answered, busy, failed, etc.)
• Call recordings: audio recordings of the call, where enabled
• Call transcripts: speech-to-text transcriptions of the conversation
• Call logs: details on conversation flow, AI responses, and outcomes
• Appointment information provided during the call: name, phone number, address, and description of the service needed

From our Website:

• Information submitted through our contact or booking forms
• We do not use cookies, tracking pixels, or analytics tools on our website

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain the Managed Reception Service
• To book appointments on behalf of our business clients
• To send call summaries and notifications to business clients
• To communicate with business clients regarding their account and service
• To process payments and send invoices
• To improve the quality and accuracy of our AI voice assistants
• To comply with legal obligations

We do not sell, rent, or trade your personal information to any third party for marketing purposes under any circumstances.

4. Data Storage and Retention

Caller data collected during calls — including recordings, transcripts, and logs — is processed and stored through Vapi, our AI voice infrastructure provider. Data retention periods are governed by Vapi's data retention policy, available at vapi.ai.

Appointment information (name, phone number, address, and service description) is stored in the business client's Google Calendar and temporarily in Make.com automation logs. Make.com logs are retained for a limited period as defined by Make.com's data policy.

Business client account information is retained for the duration of the service agreement and for a reasonable period thereafter as required by law or for accounting purposes.

5. Third-Party Services

Our service relies on the following third-party providers, each with their own privacy practices:

• Vapi — AI voice infrastructure and call processing (vapi.ai)
• Make.com — Automation and workflow processing (make.com)
• Google Calendar — Appointment storage (google.com)
• Stripe — Payment processing (stripe.com)
• Calendly — Demo call scheduling (calendly.com)

We encourage you to review the privacy policies of these providers for a complete understanding of how your data is handled.

6. Call Recording Disclosure

Calls handled by our AI voice assistants may be recorded and transcribed for quality assurance and service delivery purposes. Business clients are responsible for ensuring that callers are informed of any recording where required by applicable law. In Quebec and most Canadian provinces, at least one party to a call must consent to recording. In many US states, all-party consent may be required.

Business clients using Getsteadline in jurisdictions requiring all-party consent are responsible for ensuring their callers are appropriately notified. Getsteadline recommends including a disclosure in the AI assistant's greeting where legally required.

7. Data Security

We take reasonable technical and organizational measures to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. Our service is built on enterprise-grade infrastructure provided by our third-party partners, each of whom maintains their own security standards.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Your Rights

Under Canadian privacy law, including Quebec's Law 25, you have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information, subject to legal retention requirements
• Withdraw consent to the collection or use of your information where applicable
• File a complaint with the Commission d'accès à l'information du Québec (CAI)

To exercise any of these rights, contact us at support@getsteadline.com or by phone at 438-405-6650. We will respond within 30 days.

9. Children's Privacy

Our service is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. For material changes, we will notify active business clients by email. Your continued use of our service after changes are posted constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us: