Conrad Systems Privacy Policy

Conrad Systems ("Conrad Systems," "we," "us," or "our") respects your privacy and is committed to protecting personal information. This Privacy Policy explains how Conrad Systems collects, uses, discloses, retains, and protects personal information when you visit our website, communicate with us, use our services, interact with an AI receptionist provided by Conrad Systems, or otherwise interact with our business.

Conrad Systems is an Ontario-based sole proprietorship that provides AI-powered telephone answering and virtual receptionist services to businesses. This Privacy Policy applies to information collected through our website, sales and support communications, client portal, telephone services, and related services.

We collect information that is reasonably necessary to operate our business, provide our services, communicate with clients and users, maintain security, and comply with legal obligations. Depending on how you interact with Conrad Systems, this may include your name, business name, email address, telephone number, business address, billing and payment information, account and login information, information submitted through forms, and information contained in communications between you and Conrad Systems.

When you call a business using an AI receptionist provided by Conrad Systems, the service may collect information contained in the conversation. This can include your name, telephone number, voice, the content of your conversation, information you voluntarily provide during the call, appointment or scheduling information, call date and time, call duration, call metadata, AI-generated transcripts, AI-generated summaries, and information resulting from actions taken during or after the call. Callers should avoid providing highly sensitive personal information unless it is reasonably necessary for the service being provided.

When you use our website or client portal, we may also automatically collect certain technical and usage information, such as your IP address, browser type, operating system, device information, pages visited, approximate access times, referring website, actions taken within the website or portal, authentication information, and other technical information reasonably necessary to operate and secure our services.

We may use cookies and similar technologies where necessary for website functionality, analytics, security, or other legitimate purposes.

We may also receive information from third-party services connected to or used in connection with Conrad Systems. These may include telecommunications providers, AI and voice infrastructure providers, payment processors such as Stripe, scheduling systems, analytics providers, hosting providers, and other technology providers. The information received depends on the services being used and the integrations or permissions configured by Conrad Systems or our clients.

We use personal information only for purposes that are reasonably appropriate in the circumstances and consistent with the purposes for which the information was collected. These purposes include:

• providing and operating Conrad Systems' AI receptionist services
• answering and processing telephone calls
• creating transcripts and summaries
• scheduling appointments and performing other actions authorized by our clients
• providing access to our client portal
• managing client accounts
• processing payments and billing
• providing customer and technical support
• communicating with clients and users about accounts and services
• maintaining and improving the reliability, security, and functionality of our services
• detecting and preventing fraud, abuse, unauthorized access, and security incidents
• troubleshooting technical problems
• maintaining business and service records
• complying with legal and regulatory obligations
• establishing, exercising, or defending legal claims
• protecting the rights, property, safety, and security of Conrad Systems, our clients, users, and other individuals

We will not use personal information for a new purpose that is incompatible with the purpose for which it was originally collected without obtaining additional consent where required by applicable law.

Conrad Systems uses third-party technology providers to operate its AI receptionist services. Call information, transcripts, and other service data may be processed by those providers as necessary to provide the services.

Conrad Systems does not intentionally use client call recordings, transcripts, or other customer-provided content to train or fine-tune generalized artificial intelligence models. Where a third-party provider processes customer data, Conrad Systems seeks to use providers and configurations that are appropriate for the services being provided and that impose appropriate restrictions on the use of customer data.

We do not sell personal information. We may disclose personal information to third parties when reasonably necessary to operate our business, provide our services, comply with legal obligations, or otherwise as permitted by applicable law.

We may share personal information with service providers that perform services on our behalf. These providers may include telecommunications and telephone service providers, AI and voice-processing providers, cloud hosting and infrastructure providers, database and storage providers, payment processors including Stripe, scheduling and calendar providers, email and communications providers, analytics and monitoring providers, authentication and security providers, customer support and business software providers, and other vendors necessary to provide the services. These providers receive information reasonably necessary for the services they provide and are expected to maintain appropriate safeguards for personal information.

When you interact with an AI receptionist operated for one of our business clients, information from your interaction may be made available to that business. This may include your name, telephone number, call recording, call transcript, call summary, appointment information, and other information you provide during the call. In these circumstances, Conrad Systems may process information on behalf of the business using our services. The business may have its own privacy policy and privacy practices, and you may contact that business directly regarding its use of information that it receives through Conrad Systems.

We may disclose personal information where reasonably necessary to comply with applicable laws or legal obligations, respond to valid legal requests, comply with court orders or other lawful processes, detect, investigate, or prevent fraud or security incidents, or protect the rights, property, or safety of Conrad Systems or another person.

If Conrad Systems is involved in a sale, acquisition, financing, restructuring, merger, or other transaction involving all or part of the business, personal information may be transferred as part of that transaction, subject to applicable privacy laws and appropriate safeguards.

Depending on the configuration selected by a Conrad Systems client, telephone calls may be recorded and/or transcribed. Where calls are recorded or transcribed, callers should be provided with appropriate notice at or before the collection of their information, including notice that the call may be recorded or transcribed and the purpose for doing so.

Conrad Systems may provide tools or functionality that assist clients with call-recording notices. However, the business using the service is responsible for configuring its receptionist appropriately for its business and for complying with legal requirements applicable to its calls.

Call recordings and transcripts may be used to provide the requested receptionist service, maintain call history, allow authorized clients to review calls, troubleshoot issues, improve service reliability, and address disputes or security issues.

Conrad Systems does not retain personal information indefinitely when it is no longer required for an identified purpose. As a standard configuration, call recordings and transcripts are retained for approximately 90 days. The actual retention period may vary where a different retention period is required by a client configuration or service arrangement, where a legal obligation requires longer retention, where information must be retained to establish, exercise, or defend a legal claim, where a security or fraud investigation requires temporary preservation, or where technical or backup systems require additional time for deletion to propagate.

We may retain account, billing, transaction, contractual, and other business information for as long as reasonably necessary to provide our services, maintain business records, resolve disputes, comply with legal obligations, and protect our legitimate interests. When personal information is no longer required for an identified purpose, we will take reasonable steps to securely delete, destroy, or anonymize it.

Clients are responsible for maintaining independent copies of call data that they are required to retain for their own legal, regulatory, business, or record-keeping purposes.

We use reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the personal information we handle. These safeguards may include access controls, authentication mechanisms, encryption where appropriate, restricted access to personal information, secure service providers, monitoring and security controls, appropriate account permissions, and security practices designed to prevent unauthorized access, use, disclosure, alteration, or destruction.

No internet-based system or electronic storage method can be guaranteed to be completely secure. Accordingly, while we take reasonable measures to protect personal information, we cannot guarantee absolute security.

Because Conrad Systems relies on third-party technology providers, personal information may be processed or stored outside Canada, including in the United States or other countries. The privacy laws in those jurisdictions may differ from Canadian privacy laws.

Where personal information is transferred to service providers outside Canada, Conrad Systems takes reasonable steps to select and manage service providers appropriately and to protect personal information in accordance with applicable privacy obligations.

Subject to applicable law, individuals may request access to personal information that Conrad Systems holds about them and may request correction of inaccurate or incomplete information. Depending on the circumstances, we may need to verify the identity of the person making a request before providing access to personal information.

Where the information was collected and is controlled primarily by one of our business clients, we may direct the request to that client or work with the client to respond appropriately. Conrad Systems will make reasonable efforts to investigate and respond to privacy inquiries and complaints in accordance with applicable law.

Our services are intended for businesses and are not directed toward children. We do not knowingly collect personal information from children for the purpose of providing our services. If we become aware that we have collected personal information from a child in circumstances where collection was not appropriate, we will take reasonable steps to address the situation.

Conrad Systems is responsible for the personal information under its control. The person responsible for privacy matters at Conrad Systems is:

Privacy inquiries, access requests, correction requests, and complaints may be submitted using the contact information above. We will make reasonable efforts to investigate and respond to privacy inquiries and complaints. If you are not satisfied with our response, you may have the right to bring your concern to the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices, legal requirements, or privacy practices. When we make changes, we will update the "Last Updated" date at the top of this Privacy Policy. Where required by applicable law, we will provide additional notice of material changes.

If you have questions about this Privacy Policy or Conrad Systems' privacy practices, contact:

Important: This Privacy Policy is intended to describe Conrad Systems' privacy practices and is not a substitute for legal advice. It should be reviewed and updated whenever Conrad Systems changes its technology providers, data practices, retention practices, services, or applicable legal requirements.