1. Information We Collect

We may collect and process the following categories of information:

a. Information You Provide

Contact details: Name, email address, phone number, company name, and other information submitted through contact or demo request forms.

Account information: If you register for an account, we may collect your login credentials and preferences.

Business information: Such as business name, industry, and operational details relevant to integrating our Services.

Communications: Messages, emails, or feedback you send to us.

b. Automatically Collected Information

When you visit our website or use our Services, we may automatically collect:

Technical data: IP address, browser type, operating system, device identifiers, and referring URLs.

Usage data: Pages viewed, time spent on the site, click patterns, and interactions.

Cookies and tracking technologies: We may use cookies, pixels, and analytics tools (e.g., Google Analytics, Meta Pixel) to analyze traffic and improve user experience.

c. Call and Audio Data

When you use our AI receptionist or scheduling system, we may collect and store:

Call metadata: Caller ID, timestamps, and call duration.

Audio recordings and transcripts: To provide, improve, and quality-check our voice AI services.
These recordings are securely stored and accessible only to authorized personnel.

2. How We Use Your Information

We use collected information to:

Provide, maintain, and improve our Services;

Respond to inquiries, support requests, or demo bookings;

Manage client relationships and communication;

Analyze usage and improve website functionality;

Personalize user experiences;

Detect and prevent fraud or misuse of our Services;

Comply with legal obligations.

If required by law or consent, we may also use information for marketing or promotional communications. You can opt out of these at any time.

3. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we rely on the following legal bases:

Consent (e.g., when you submit a form or agree to cookies);

Contractual necessity (to provide Services you requested);

Legitimate interests (to improve and secure our platform);

Legal obligations (to comply with applicable laws).

4. Disclosure of Information

We may share information with:

Service providers and partners assisting in operations (hosting, analytics, communication, etc.);

Business affiliates or successors in case of merger, acquisition, or asset transfer;

Law enforcement or regulators when legally required or to protect our rights.

All third parties are bound by confidentiality and data protection obligations consistent with this policy.

5. Data Retention

We retain personal data only as long as necessary to fulfill the purposes outlined in this Policy, including legal, accounting, or reporting obligations.
Audio recordings and transcripts are typically retained for up to 90 days, unless otherwise agreed with the client or required by law.

6. Data Security

We implement appropriate technical and organizational safeguards to protect your data against loss, misuse, unauthorized access, or disclosure.
This includes encryption, access controls, and secure cloud infrastructure compliant with industry standards.

7. International Transfers

Your data may be processed or stored outside your country of residence, including in Canada or the United States, where data protection laws may differ.
We ensure all transfers comply with applicable legal safeguards, including contractual clauses and adequacy decisions under GDPR.

8. Your Rights

Depending on your jurisdiction, you may have the following rights:

Access – Request a copy of your personal data.

Rectification – Correct inaccuracies in your data.

Erasure – Request deletion of your personal data (“right to be forgotten”).

Restriction or objection – Limit or object to certain processing.

Portability – Request transfer of your data to another provider.

Withdrawal of consent – Withdraw consent at any time where processing is based on consent.

To exercise these rights, contact us at support@clarvo.ca.

9. Cookies and Tracking

Our website may use cookies and similar technologies to:

Keep you logged in;

Analyze traffic and performance;

Remember preferences.

You may disable cookies in your browser settings; however, this may affect site functionality.

10. Children’s Privacy

Our Services are not directed to children under 16. We do not knowingly collect personal data from minors. If you believe we have unintentionally collected such data, please contact us to request deletion.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated “Effective Date.” Continued use of our Services after changes constitutes your acceptance of the revised Policy.

12. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data handling practices, please contact: support@clarvo.ca