Privacy Policy

Last updated: November 5, 2026

The French version of this policy is the reference version; this English version is provided for convenience.

1. Who we are

Répondo AI ("Répondo", "we") provides a virtual phone receptionist to self-employed professionals, shops and small businesses (our "clients"). The receptionist answers the calls the business can't take, answers callers' questions, books appointments and sends text confirmations.

This policy explains how we handle personal information, in line with Québec's Act respecting the protection of personal information in the private sector (Law 25).

2. Our two roles

• For people who call a client business ("callers"), we act on behalf of that business. It remains responsible for its customer records; we use this information only to provide the service to it.
• For our clients, visitors to our website and people who request a trial, Répondo is responsible for the information collected.

3. Information we collect

Callers

• The caller's phone number, and the date, time, length and language of the call.
• The transcript of the conversation: for example the name, the reason for calling, the appointment requested or the message left.
• For an appointment: the name, phone number, service and date, and the confirmation and reminder texts sent.

The voice is processed in real time to turn it into text and to produce the spoken answer; no audio recording is kept.

Clients (businesses)

• The business name, trade, owner's name, email, phone, address, opening hours, services, prices and policies provided to set up the receptionist.
• Login credentials for the app (passwords are stored with irreversible encryption, never in plain text).
• If the client connects Google Calendar: the access needed to read availability and create appointments. Access tokens are encrypted.

Trial requests (website)

• Name, business, trade, phone, email, optional message, and your consent to be contacted.

Activity log

• For the security of the app: logins (successful or refused) and changes made, with the account used, the date and the IP address. No password or call content is recorded there.

Website

• The website only remembers your language choice (French or English) in your browser. No advertising cookies, no analytics or tracking tools.

4. Why we use it

• Answering calls on behalf of the client business, answering callers' questions and booking their appointments.
• Sending confirmation and reminder texts, passing on messages, and transferring a call to a person when the caller asks.
• Letting the client see their calls, messages and appointments in the app.
• Contacting people who request a trial, about that trial only.
• Keeping the service secure (activity log, blocking repeated login attempts) and billing.

We do not sell, rent or trade any personal information, and we do not use it for advertising.

5. Artificial intelligence

The receptionist's answers are produced by an artificial intelligence model (Claude, by Anthropic), using only the information provided by the client business (services, prices, hours, policies). The receptionist does not make up prices or availability. If asked whether it is a person, it honestly says it is a virtual assistant. It gives no medical advice, and in an emergency it tells the caller to dial 9-1-1 or Info-Santé 8-1-1.

The receptionist makes no significant decision about you in a fully automated way: it books a free slot you choose, or takes a message for the business. Under our provider's terms, data sent through its API is not used to train its models.

6. Providers and where information is processed

We use the following providers, which process information for us under their terms of service and their confidentiality and security commitments:

Some information is therefore communicated outside Québec. Before doing so, we assess whether it receives adequate protection there, as Law 25 requires.

7. How long we keep it

• Calls, transcripts, messages and appointments: kept while the client business's account is active, so it can look them up. They are deleted when the account is deleted.
• Trial requests: kept while we handle the request, then deleted automatically 12 months after the request.
• Activity log: 1 year, then deleted automatically.
• Technical database backups, kept in Canada, are erased automatically after 7 days.

8. Security

• Encrypted connections (HTTPS) and hosting in Canada.
• Passwords stored with irreversible encryption; access tokens (Google Calendar) encrypted.
• Access limited by role: a sales rep only sees the businesses they set up and has no access to call contents; a business only sees its own data.
• Activity log and blocking of repeated login attempts.

If a confidentiality incident presents a risk of serious harm, we notify the Commission d'accès à l'information and the people concerned, and we keep a register of incidents.

9. Your rights

You can ask to access your information, to have it corrected or deleted, to withdraw your consent, or to receive your information in a structured, commonly used technological format.

• If you called a client business, you can contact that business, or write to us: we will pass your request on to the business and help it respond.
• For any other request, write to contact@repondo.ca. We reply within 30 days.

If you are not satisfied with our answer, you can file a complaint with the Commission d'accès à l'information du Québec.

10. Person in charge of the protection of personal information

Person in charge of the protection of personal information, Répondo AI
Montréal, Québec
contact@repondo.ca

11. Changes

We may update this policy. The date of the last update is shown at the top of the page; for significant changes, we inform our clients by email.