Privacy Policy and Terms of Service
Privacy Policy
AI Systems Now Inc. ("AI Systems Now", "we", "us") respects your privacy. This policy explains what information we collect, why, and how we protect it when you visit our website, contact us, talk to our AI receptionist or website assistant, book an AI Strategy Consultation, or become a client. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Information we collect
Information you give us: your name, email, phone number and business details when you fill in a form, book a call, buy a session, or complete client onboarding.
Calls and chats with our AI receptionist and website assistant: the details you share. Calls are transcribed and summarized so we can respond to you, and calls to our line are also recorded, with a notice at the start of the call.
Consultations: consultations are transcribed, and the transcript is sent to you after the session; audio or video recording happens only if you ask us to. See Section 7 for how long recordings are kept.
Payments: payments are processed by Stripe. We never see or store your full card number.
Website use: We use Google Analytics to understand how visitors use our website, for example which pages are visited, how visitors found us, and what type of device they use. Google Analytics uses cookies. You can opt out with Google's Analytics opt-out browser add-on (https://tools.google.com/dlpage/gaoptout) or through your browser's cookie settings. Our chat, form, booking and checkout tools, provided by HighLevel, Stripe, Cloudflare and Google Pay, store information in your browser to work securely, prevent fraud, and record which pages you visited before contacting us. Some of this information can last up to a year.
Advertising: we use advertising tools from Meta (Facebook and Instagram) and Google to measure how our ads perform and to show our ads to people who have visited our website. These tools use cookies and similar technologies. You can opt out of interest-based ads through Google's My Ad Center, your Meta ad preferences, the Digital Advertising Alliance of Canada at youradchoices.ca, or your browser's cookie settings.
2. How we use your information
- To answer your questions, book calls and sessions, and send confirmations and reminders
- To provide the services you've bought, including building and managing your system if you're a client
- To process payments and keep business and tax records
- To send updates and offers, only if you've agreed to receive them
We also use information about visits to our website to measure how our advertising performs, as described in Section 1. We never sell or rent your information.
3. Our AI tools
Our phone receptionist and website assistant use artificial intelligence to answer questions and book calls. They use the information you share in that conversation. Conversation summaries may be reviewed by our team when we respond to you or check quality. These tools run on our communications platform (HighLevel), which uses AI models from third-party providers, such as OpenAI and Google, to process calls, chats and transcripts. The specific model can change as we improve our systems. Our internal AI assistant can access our business email and calendar (Microsoft 365), using AI models from OpenAI, to help us manage communications and bookings.
4. Service providers, and where your information is stored
We use trusted service providers to run our business, including our CRM and communications platform (HighLevel), AI model providers used through HighLevel and by our internal assistant (such as OpenAI and Google), Stripe for payments, phone carriers, Microsoft and Google for email, calendars and video calls, Meta when you message us on Facebook or Instagram, and Meta and Google for advertising and website analytics. They process your information to provide their services to us, and may also use it for their own security, fraud prevention and legal compliance, as described in their privacy policies.
Some of these providers store information outside Canada, mainly in the United States, where it may be subject to the laws of that country.
5. Our clients' customers
When we build and manage a system for a client business, we handle that business's customer information on its behalf, following its instructions and our agreement with it. The client business is responsible for telling its own customers how their information is used. If you're a customer of one of our clients, please contact that business about your information.
6. Emails and text messages
We only send texts and marketing emails to people who have agreed to receive them, as required by Canada's Anti-Spam Legislation (CASL). You can opt out at any time: reply STOP to a text, or use the unsubscribe link in an email. We never sell or share mobile numbers or texting consent with third parties for marketing.
7. How long we keep information
We keep information only as long as we need it for the purpose it was collected, or as long as the law requires, for example tax records.
- Call recordings and transcripts are kept with the record they belong to and deleted under the same rules below.
- Consultation recordings are deleted 120 days after the session.
- Client information is deleted from active systems 60 days after a client's agreement ends, as described in that agreement.
- Inquiries that don't lead to working together, including any call recordings or chats, are deleted 24 months after our last interaction with you. We check for these monthly.
Copies held in our providers' backups are deleted on their regular schedules.
8. Security
We use reasonable safeguards to protect your information, including limited access to accounts and trusted, secure service providers.
9. Your rights
You can ask to see, correct or delete your personal information, or withdraw your consent, by emailing hello@ai-systems-now.com. We may ask you to confirm your identity first, and we'll respond within 30 days. Some requests may be limited by legal obligations, for example records we must keep for tax purposes. If you withdraw consent, we may no longer be able to provide some services. If you're not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.
10. Changes and contact
We may update this policy from time to time. The "last updated" date shows the latest version. If we make a significant change to how we use your information, we'll post a notice on our website, email you if we have your email address, and ask for your consent where the law requires it.
Privacy officer: Emanuelle Atsain, AI Systems Now Inc., Ontario, Canada L2E 6B3 · hello@ai-systems-now.com
Terms of Service
These terms apply to this website and to the AI Strategy Consultation you book with AI Systems Now Inc. When you book or pay, you're asked to agree to them, along with our Cancellation and Refund Policy.
1. Our services
The AI Strategy Consultation is provided as described at the time of booking. It's paid in advance and follows our Cancellation and Refund Policy.
Business Growth Systems plans (AI Phone Receptionist, Front Desk, Business Growth System, Complete Business Growth System and Google Growth) are provided under the Managed Services Agreement each client signs when they buy. If anything in these terms differs from that agreement, the agreement applies.
2. Prices and payment
Prices are in Canadian dollars, plus applicable taxes. Payments are processed securely by Stripe.
3. Our AI receptionist and website assistant
Our AI receptionist and website assistant give general information and help you book. Like any AI, they can occasionally make mistakes. What they say isn't a binding offer: prices, availability and commitments are confirmed by us in writing. They're not for emergencies; call 911 directly.
4. Recordings
Consultations are transcribed, and the transcript is sent to you after the session; audio or video recording happens only if you ask. Recordings are deleted 120 days after the session and are never used for marketing or to contact you without your consent.
5. No guarantees, and no professional advice
We share practical information and guidance, but we don't guarantee specific results, such as leads, bookings, sales or search rankings. Nothing on this website or in our sessions is legal, medical, financial or accounting advice.
6. Our content
The AI Systems Now name, branding and original materials on this website belong to AI Systems Now Inc. and may not be copied without permission. Third-party fonts, software and other materials belong to their owners.
Consultation materials: materials you receive in a consultation are for your own personal or internal business use. They may not be resold, shared publicly, or redistributed.
7. Third-party services and links
This website links to and uses third-party services. We're not responsible for their content, availability or practices.
8. Limits of liability
To the extent the law allows, our liability for any service is limited to the amount you paid for that service. We're not liable for indirect losses, such as lost profits or lost business. Clients on a plan are covered by the liability terms in their Managed Services Agreement.
9. Text messaging
- Program: AI Systems Now Inc. sends texts about inquiries and appointments and, with separate consent, occasional offers.
- Frequency: varies.
- Rates: message and data rates may apply.
- Opt out: reply STOP. Help: reply HELP or email hello@ai-systems-now.com.
Carriers are not liable for delayed or undelivered messages.
10. General
These terms are governed by the laws of Ontario and the federal laws of Canada that apply there. We may update them from time to time; the "last updated" date shows the latest version. Changes apply to purchases made after that date. Sessions you've already bought stay under the terms in place when you bought them. Questions: hello@ai-systems-now.com.