Privacy policy

Effective date: September 24, 2026

This policy explains how Wirepilot AI Inc. ("Wirepilot AI", "we", "us") handles personal information. It covers:

• Visitors to wirepilotai.ca, including people who use our live voice demo, book a demo or send us a message.
• Customers, meaning the businesses that use our AI receptionist, and their staff who use the dashboard.
• Callers who reach one of our customers' AI receptionists.

1. Who is responsible

Wirepilot AI Inc. is responsible for personal information under its control. The person in charge of the protection of personal information is our Privacy Officer, who can be reached at privacy@wirepilotai.ca.

Callers. When you call a business that uses Wirepilot AI, that business decides why and how your call is handled. We process your information on the business's behalf, as its service provider, under our agreement with it. For questions about a specific business's use of your information, contact that business. We'll help them respond.

2. What we collect

From visitors to our website

• Information you give us: your name, email, phone number, business name and message when you contact us or book a demo; your email if you subscribe to our emails.
• Technical information: pages visited, device and browser type, approximate location from your IP address, and referring page. Analytics and advertising cookies are only set if you accept them (see section 6).
• The live voice demo: when you click "Start talking", your voice is processed in real time so the demo can respond. Your microphone is only used while you're talking to the demo.

From customers

• Contact and billing details for the business and its users.
• Information about the business used to set up the receptionist (services, hours, booking rules, staff to transfer calls to).
• Dashboard activity and support conversations.

Payment card details are handled by our payment processor. We don't store full card numbers.

From callers (on our customers' behalf)

• Phone number, date, time and length of the call.
• A recording and transcript of the call, and a summary.
• Information the caller gives, such as their name, contact details, reason for the call and appointment details.

3. Why we use it

We use personal information to:

• Provide the AI receptionist: answer and route calls, book appointments, send summaries and alerts, and show calls in the customer's dashboard.
• Set up, support and improve our customers' receptionists.
• Reply to messages, run demos and manage customer accounts and billing.
• Send marketing emails to people who have given express consent (you can unsubscribe at any time).
• Understand how our website is used and measure our advertising, if you accept cookies.
• Protect our service and meet our legal obligations.

We don't sell personal information. We don't use callers' information to market to them.

Automated processing. The receptionist answers calls, books appointments and writes summaries automatically, following rules the business has set. Decisions that affect you — whether to accept your booking, what to quote, whether to open a file — are made by the business you called, not by us. If a decision about you were ever made by exclusively automated means, you have the right to be told and to have a person review it (see section 9).

4. Consent

We collect, use and disclose personal information with consent, except where the law allows otherwise. You can withdraw consent at any time, subject to legal or contractual limits, by emailing privacy@wirepilotai.ca. Withdrawing consent may mean we can't provide some services.

Marketing emails. When you tick the box to receive our emails, we record the exact wording you agreed to, along with the date and time and the page you were on. We keep that record so we can show your consent was given, as Canada's anti-spam legislation (CASL) requires, and we keep it after you unsubscribe for the same reason. Every marketing email identifies us and includes an unsubscribe link.

Our customers are responsible for telling their callers that calls are handled by an automated receptionist and may be recorded, and for any consent their sector requires. We help them word their greeting.

5. Who we share it with

We share personal information only as needed to provide our services, with:

• Service providers that host and run our service, including cloud hosting, telephony, speech recognition, AI language processing, text-message and email delivery, payment processing, scheduling (Cal.com) and customer support tools. They may only use the information to provide services to us.
• Our customers, in the case of caller information, since it's their call data.
• Integrations a customer turns on, such as their calendar, CRM or booking tool.
• Authorities, where required by law.
• A buyer or successor, if our business is sold or merged, under confidentiality obligations.

Outside Quebec and Canada. Some of our service providers may store or process information outside Quebec or outside Canada, including in the United States. Before transferring personal information outside Quebec, we assess whether it will be adequately protected, as Law 25 requires. Information held outside Canada may be accessible to authorities under that country's laws.

6. Cookies and similar technologies

Our website uses:

• Essential storage, such as remembering your cookie choice. These don't identify you.
• Analytics cookies (Google Analytics 4) to understand how the site is used.
• Advertising cookies (Meta Pixel) to measure our Facebook and Instagram ads. We may also send the same events from our server to Meta (Conversions API).

Analytics and advertising cookies are off by default and only load if you click "Accept" in the cookie banner. You can change your choice at any time with "Cookie settings" in the footer.

Analytics and advertising cookies can build a profile of what you do across visits. Quebec's Law 25 requires us to tell you when we use technology that identifies, locates or profiles you, and to offer you a way to switch those functions off. That is what the banner does: these functions stay off unless you accept them, and "Cookie settings" turns them off again at any time. Declining does not limit your use of the site.

7. How long we keep it

We keep personal information only as long as needed for the purposes above, or as required by law. Then we delete or anonymize it.

• Messages and demo requests: as long as needed to respond and follow up with you.
• Customer account and billing records: for as long as the account is active, then as long as tax and accounting law requires.
• Call recordings, transcripts and summaries: as set by the customer, and deleted after the customer's account closes, following a retention period we confirm with them.

8. How we protect it

We use reasonable administrative, technical and physical safeguards, including encryption in transit, access controls on dashboards, and limiting staff access to what's needed. No system is perfectly secure. If a confidentiality incident presents a risk of serious injury, we'll notify affected people and the authorities as the law requires, and keep a register of incidents. There is more detail on our security and privacy page.

9. Your rights

Subject to the law, you have the right to:

• Access the personal information we hold about you.
• Correct it if it's inaccurate or incomplete.
• Withdraw consent to its use.
• Ask us to stop disseminating it or to de-index a link to it, where the law allows.
• Receive computerized information you gave us in a structured, commonly used format (data portability).
• Be told when a decision about you is made exclusively by automated processing, and to have it reviewed by a person.

Email privacy@wirepilotai.ca. We reply within 30 days. We may need to confirm your identity. If you're a caller, we may refer your request to the business you called and help them respond.

If you're unhappy with how we handled your request, tell us first and we'll try to put it right. You can also complain to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information du Québec. Complaining to us first does not affect your right to go to either regulator.

10. Children

Our website and services are for businesses. We don't knowingly collect personal information from children through our website.

11. Changes to this policy

We'll update this page when our practices change and change the effective date above. For significant changes, we'll tell customers by email.

12. Contact us

Wirepilot AI Inc. Privacy: privacy@wirepilotai.ca General: info@wirepilotai.ca

About the live voice demo

The demo on our website starts only when you click "Start talking". Your browser asks for microphone permission, and your microphone is only used while you're talking to the demo. Closing the demo stops it. Please don't share personal or sensitive information in the demo.