Privacy Policy

1. Who we are

Birchfront (“Birchfront”, “we”, “us” or “our”) provides AI reception and business automation services to local businesses. We are based in Calgary, Alberta, Canada.

We handle personal information in line with Alberta's Personal Information Protection Act (PIPA) and, where it applies, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Information we collect

• Information you give us. When you request an automation audit, we collect your name, business name, email address, website (if you provide it), the package you are interested in (if any) and what you tell us about your business. If you email us, we collect your email address and whatever you include in your message.
• Security check (Cloudflare Turnstile). Our audit request form uses Cloudflare Turnstile in invisible mode to confirm that requests come from people, not automated programs. It runs in the background, so you won't see a puzzle or checkbox. To do this, Turnstile collects technical information from your browser and connection, such as your IP address and browser type. Cloudflare's collection and use of this information is subject to the Cloudflare Turnstile Privacy Addendum (https://www.cloudflare.com/turnstile-privacy-policy/).
• Technical information. Our website is hosted by Cloudflare. When you visit, Cloudflare automatically processes technical information such as your IP address, browser type, the pages you request and the time of each request, to deliver the website and protect it from attacks.
• Cookies. We do not use advertising or analytics cookies, and we do not track you across other websites.

3. How we use your information

• To respond to your request and communicate with you about it.
• To understand how your business works so we can prepare recommendations.
• To provide our services if you become a client.
• To operate, maintain and protect the website, including preventing spam and abuse.
• To meet our legal, tax and accounting obligations.

We use personal information only for these purposes, or for other purposes we tell you about and, where required, ask your consent for. We do not sell or rent personal information.

4. Consent

By submitting our form or emailing us, you consent to our collecting, using and disclosing your information as described in this policy. You can withdraw your consent at any time by emailing [email protected], subject to legal or contractual restrictions. If you withdraw consent, we may not be able to respond to your request or provide services.

5. Email and electronic messages

We will reply to the inquiry you send us. We will only send you commercial electronic messages, such as newsletters or promotions, with your consent or where Canada's Anti-Spam Legislation (CASL) otherwise allows it. Every such message will identify Birchfront, include our contact information and offer a simple way to unsubscribe. We act on unsubscribe requests within 10 business days.

6. Service providers and storage outside Canada

We use the following service providers, which may process personal information for us:

• Cloudflare, Inc.: website hosting, content delivery, security and the Turnstile security check. Turnstile data is handled under the Turnstile Privacy Addendum.
• Twilio SendGrid (Twilio Inc.): delivering audit requests from the website to our inbox.
• Our business email provider: storing and managing our email correspondence.

We share only what each provider needs, and they may use it only to provide their services to us. These providers may store or process personal information outside Canada, including in the United States. While it is outside Canada, it is subject to the laws of that country and may be accessible to its courts, law enforcement and national security authorities.

Our Privacy Officer can answer questions about how our service providers outside Canada collect, use, disclose or store personal information. Email [email protected].

We may also disclose personal information when the law requires it, to our professional advisers (such as our lawyer or accountant) under a duty of confidentiality, or to a buyer or successor if our business is sold or reorganized, subject to protections for that information.

7. How long we keep information

If you don't become a client, we keep your request and related emails for up to 24 months after our last contact with you, then delete them. If you become a client, we keep records for as long as we need them to provide our services and as the law requires, for example under tax record-keeping rules.

8. How we protect information

We use reasonable administrative, technical and physical safeguards that suit the sensitivity of the information. These include limiting access to the people who need it and using encrypted (HTTPS) connections for the website. No method of transmitting or storing information is completely secure. If a privacy breach creates a real risk of significant harm, we will notify affected people and the appropriate privacy regulator as the law requires.

9. Access and correction

You can ask to see the personal information we hold about you, ask how we have used and disclosed it, and ask us to correct it if it is inaccurate. Email [email protected]. We may need to confirm your identity first. We will respond within 30 days, unless the law allows us more time.

10. Systems we build for clients

When we build or manage automation systems for a client business, those systems may process personal information about the client's own customers. We handle that information on the client's behalf, following our agreement with the client and its instructions. The client is responsible for its own privacy notice and for getting any consent required from its customers. Before we deploy workflows that involve sensitive information, such as health information, we review the privacy and compliance requirements with the client. If you are a customer of one of our clients, please contact that business first.

11. Children

Our website and services are meant for businesses. We do not knowingly collect personal information from children.

12. Contact and complaints

For questions, requests or concerns about your personal information, contact our Privacy Officer at [email protected].

If you are not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.

13. Changes to this policy

We may update this policy from time to time. We will post the new version on this page and change the effective date above. If we make significant changes, we will take reasonable steps to let affected people know.