Privacy policy.

The short version

• We collect what you choose to send us: an enquiry through the contact form or an email, and your voice if you try the live reception demo.
• We use it to answer you, to run the demo you asked for, and to keep the site secure. Nothing else.
• We do not sell personal information, we do not use advertising or analytics cookies, and we do not add you to a mailing list because you wrote to us.
• You can ask to see, correct or delete what we hold at any time: write to riskfreereception@gmail.com.

Who we are

This policy covers the website at riskfreereception.ca, run by Risk Free (“Risk Free”, “we”, “us”), a business based in Ontario, Canada. We handle personal information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles.

Our privacy contact is accountable for this policy and answers every privacy question. Write to riskfreereception@gmail.com with “Privacy” in the subject line.

What we collect

When you send an enquiry

The contact form asks for your name, your email address, which service you are asking about and a short message. If you email us directly, we receive your email address and whatever you choose to write. The form also contains one hidden field that people leave empty; automated spam fills it in, which lets us discard it.

To stop the form being flooded, our server keeps a scrambled (one-way hashed) form of the sending IP address for about ten minutes, then deletes it. We cannot turn that hash back into your address.

When you try the reception demo

The “Hear it answer a call” button on the reception page starts a live voice conversation with a demonstration AI receptionist. Your browser asks for permission to use your microphone first; nothing is captured unless you allow it and start the call.

During the call your voice is streamed to Vapi, the voice platform that runs the demo, and to the speech-recognition, language-model and voice providers it uses, so the receptionist can hear and answer you. The call may be recorded and transcribed. We use recordings and transcripts only to check the demo works properly and to improve what it says.

The demo is not connected to any client’s business. It tells you it is an AI. Please do not share health, financial or other sensitive information with it. You can decline the microphone prompt and still use everything else on the site.

Technical information

Like any website, our host’s servers receive the technical details your browser sends with each request, such as IP address, browser type and the page requested, and may keep them in short-lived server logs for security and troubleshooting.

Cookies and tracking

This website sets no advertising, analytics or tracking cookies and uses no tracking pixels. The voice platform’s code may use technical browser storage while a demo call is running so that the call can connect. If we ever add analytics, we will update this policy first and choose a privacy-respecting option.

Why we use it

• To answer you. We use your enquiry to reply, to ask follow-up questions and, if you want one, to arrange a 20-minute call.
• To run the demo. We use your voice only to let the demo receptionist hear and answer you.
• To keep things secure. We use hashed IP addresses and server logs to block spam and abuse.
• To meet legal obligations. For example, keeping records if you become a client.

By sending an enquiry or starting a demo call, you consent to these uses. You can withdraw consent at any time, subject to legal or contractual limits; we will tell you if withdrawing affects anything you asked for.

We will only send you marketing email if you have clearly agreed to it, as Canada’s anti-spam legislation (CASL) requires, and every such message will include a working way to unsubscribe.

Who processes it for us

We share personal information only with service providers that help us run this website and the demo, and only what each needs:

• our website hosting provider, which serves the site and receives enquiry submissions;
• Google, which provides our email (enquiries are delivered to and answered from our Gmail inbox);
• Vapi and the speech, language-model and voice providers it uses, for the reception demo.

Some of these providers store or process information outside Canada, including in the United States, where it may be accessible to courts and authorities under local law. We remain responsible for information we transfer and use contracts and the providers’ own safeguards to protect it. We do not sell, rent or trade personal information, and we would disclose it to anyone else only where the law requires it.

How long we keep it

• Enquiries that do not lead to work: deleted within 24 months of our last exchange.
• Client records: kept for the length of the engagement and then as long as Canadian tax and business law requires, usually seven years for financial records.
• Demo recordings and transcripts: deleted within 90 days.
• Hashed IP addresses for spam control: about ten minutes.

How we protect it

We use providers that encrypt information in transit, limit access to the people who need it, use strong unique passwords and two-step verification on our accounts, and collect as little as we can. No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will tell you and report it to the Office of the Privacy Commissioner of Canada, as the law requires.

Your rights

You can ask us to tell you what personal information we hold about you, to give you a copy, to correct it, or to delete it, and you can withdraw your consent. Write to riskfreereception@gmail.com. We may ask you to confirm your identity first. We will answer within 30 days, and there is no charge.

If you are not satisfied with our answer, you may contact the Office of the Privacy Commissioner of Canada.

When we answer calls for a business

When Risk Free sets up an AI receptionist for a client, the client decides why callers’ information is collected and how it is used, and we handle it on the client’s behalf under a written agreement. The client’s own privacy policy and our agreement with them govern those calls, not this policy. If you called one of our clients, contact that business about your information; we will help them answer you.

Where a client is a health-care provider, we act as their agent or service provider under Ontario’s Personal Health Information Protection Act (PHIPA) and the terms of their agreement. Our receptionists say they are an AI, and whether a call is recorded, and what callers are told about it, is agreed with each client before launch.

Children

This website is for businesses and is not directed at children. We do not knowingly collect personal information from anyone under 16.

Changes to this policy

If we change this policy, we will post the new version here with a new effective date and version number. If a change is significant, we will say so on the site before it takes effect.