Privacy Policy

1. Introduction

Greetevo is operated as an unincorporated business based in Toronto, Ontario, Canada ("Greetevo," "we," "us," or "our"). This Privacy Policy describes how we collect, use, store, share, and protect personal information when you use our AI phone receptionist platform and analytics services (collectively, the "Service"). This Policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), the Ontario Freedom of Information and Protection of Privacy Act (FIPPA) where applicable, and Canada's Anti-Spam Legislation (CASL).

Upon incorporation, this Policy will be assumed by the incorporated entity. We are committed to protecting your privacy and handling your personal information responsibly and transparently.

Important Note on Caller Data: When you use Greetevo as a business, our AI collects personal information from your Callers (names, phone numbers, messages, appointment details). You are the data controller for that Caller data. We process it solely on your behalf as your data processor. Your obligations to your Callers under PIPEDA are your responsibility. Our obligations as your processor are set out in our Data Processing Agreement.

2. Information We Collect

2.1 Information You Provide Directly

• •Account information: full name, email address, business name, business phone number, billing address.
• •Business profile: business hours, services offered, pricing, agent configuration, and custom AI prompts.
• •Business address: optional, provided to enhance AI receptionist accuracy (not required).
• •Call and voicemail data: call recordings, transcripts, summaries, caller phone numbers, messages.
• •Lead and appointment data: names, phone numbers, email addresses, service requests, appointment details.
• •Uploaded Data: lead lists, contact records, and other files you upload for AI processing (see Terms of Service Section 8).
• •Notification preferences: email and phone numbers for alerts, push notification subscriptions, SMS opt-in status.
• •Support communications: emails and tickets submitted to our support team.

2.2 Information Collected Automatically

• •Device and browser information: IP address, browser type, operating system, device type, screen resolution.
• •Usage data: pages visited, features used, navigation paths, time spent on pages.
• •Call metadata: call duration, start/end times, call status, Twilio call identifiers.
• •Login and security data: IP address, user agent, timestamp, success/failure status of authentication attempts.
• •Session recordings and heatmap data: captured through the Greetevo Analytics Platform (analytics.greetevo.com), a first-party service operated exclusively by Greetevo. Session recordings capture mouse movements, clicks, scrolls, and page interactions within the Greetevo web application. This data is used exclusively for product improvement and is never shared with third parties.
• •Notification delivery logs: message status (sent/delivered/failed) for emails, SMS, and push notifications.
• •Form spam prevention: IP address and device fingerprint from browser properties collected on public form submissions.

2.3 Information from Third Parties

• •Authentication: if you sign in via Google OAuth, we receive your name, email, and profile picture.
• •Payment: Stripe provides transaction IDs, payment status, and billing history. We never receive or store full payment card numbers.
• •Telephony: Twilio provides call metadata, recordings, and caller phone numbers.
• •Analytics: Google Analytics processes interaction data on our behalf for aggregated usage reporting.

2.4 Sensitive Personal Information

We do not intentionally collect sensitive personal information such as health information, financial account data, government identification numbers, or biometric data. We do not collect or store any government ID at any time. Payment data is handled exclusively by Stripe. Business addresses, when provided, are used only for AI knowledge and are not required.

3. How We Use Your Information

4. First-Party Analytics Platform

Greetevo operates its own analytics platform at analytics.greetevo.com. This platform provides session recording, heatmap analysis, and behavioral analytics for the Greetevo web application. Key facts about this platform:

• •It is entirely owned, operated, and controlled by Greetevo — it is not a third-party service.
• •Session recordings and heatmap data are never shared with any third party.
• •Data collected through this platform is used solely to improve Greetevo's product and user experience.
• •This platform does not track users across other websites.
• •Data collected is retained for up to 12 months before being anonymized or deleted.

By using the Greetevo web application, you acknowledge and consent to session recording and behavioral analytics conducted through the Greetevo Analytics Platform. This processing is conducted under our legitimate interest in improving the Service and your consent given at Account creation.

5. Cookies and Tracking

We use essential cookies for authentication, security, and session management. We use optional analytics cookies (Google Analytics) for product usage reporting. Third-party analytics cookies are blocked by default and only load after you provide affirmative consent through our cookie banner.

We do not use Meta Pixel or other social media tracking pixels. For full details of every cookie we set, see our Cookie Policy.

6. How We Share Your Information

6.1 We Do Not Sell Your Personal Information

Greetevo does not sell, rent, or trade your personal information to any third party for any monetary or other valuable consideration. We only share your information with trusted service providers necessary to operate the Service.

6.2 Service Providers (Sub-processors)

We share personal information with the following categories of sub-processors, each bound by data processing agreements requiring them to process data only for Service delivery purposes:

6.3 What We Do NOT Share

• •Call recordings or transcripts with advertising or marketing partners.
• •Caller personal information with any advertising network.
• •Full payment card numbers (we never have access to these).
• •Passwords or authentication credentials.
• •Any personal information with data brokers, advertising exchanges, or marketing platforms for monetization.
• •Session recordings or heatmap data from the Greetevo Analytics Platform.

6.4 Google Analytics Disclosure

We use Google Analytics for aggregated web usage reporting. Google Analytics is only activated after you provide consent through our cookie banner. Google may collect and use data in accordance with Google's own privacy policy. We do not share your personal account information or call data with Google Analytics. You can opt out of Google Analytics tracking using the Google Analytics Opt-out Browser Add-on.

6.5 Legal Disclosures

We may disclose personal information to law enforcement, regulatory authorities, or courts if required by applicable Canadian law, court order, or legal process. We will notify you of such disclosures where legally permitted and practicable.

6.6 Business Transfers

If Greetevo is involved in an incorporation, merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will provide 30 days' advance notice via email before any such transfer takes effect.

7. Data Retention

8. Your Privacy Rights — Canadian Residents

8.1 Rights Under PIPEDA

As a Canadian resident, you have the following rights under PIPEDA:

• •Right to access your personal information held by Greetevo.
• •Right to request correction of inaccurate personal information.
• •Right to withdraw consent to non-essential processing (subject to reasonable notice and legal limitations).
• •Right to file a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca).

8.2 How to Exercise Your Rights

To exercise any of these rights, contact our Privacy Officer at privacy@greetevo.com with the subject line "PIPEDA Privacy Request." We will acknowledge your request within 5 business days and provide a substantive response within 30 business days. If you are a Quebec resident, access requests receive a response within 30 calendar days with a possible 30-day extension for complex requests.

8.3 Designated Privacy Officer

Our Privacy Officer is responsible for PIPEDA compliance and privacy complaint handling. Contact: privacy@greetevo.com (subject: "PIPEDA Complaint"). If you are not satisfied with our response, you may escalate to the Office of the Privacy Commissioner of Canada.

9. Data Security

We implement the following security measures to protect your personal information:

• •Encryption in transit: all data uses TLS 1.2 or higher.
• •Encryption at rest: sensitive data encrypted using AES-256.
• •Role-based access controls (RBAC) limiting data access to authorized personnel.
• •Row-level security in our database ensuring tenant data isolation.
• •Regular vulnerability assessments and security monitoring.
• •Breach notification: we will notify affected users within 72 hours of discovering a data breach affecting their personal information, as required by PIPEDA's mandatory breach reporting requirements.

No security system is impenetrable. We cannot guarantee absolute security of data transmitted over the Internet.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email at least 30 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Policy. Where changes affect consent-based processing, we will obtain fresh consent before the changes take effect.

11. Contact Us