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Privacy Policy

Last updated: April 14, 2026

1. Who we are

Yes Hello Reception is operated by Practicis Strategies ("we", "us", "our"). We provide an AI voice receptionist service to businesses.

Registered address: 8-2015 rue Saint-Timothée, Montréal, QC, H2L 3P5
Contact for privacy inquiries: technology@practicisstrategies.com

2. Scope of this policy

This policy explains how we handle personal information when you (a) use this website, (b) sign up as a business client, or (c) call a phone number handled by one of our business clients (an "end caller").

3. Information we collect

From end callers when they dial a business that uses our service:

  • The phone number you are calling from, and the time and duration of the call.
  • A transcript of the conversation with our AI receptionist, generated by a third-party speech-to-text service.
  • A short text summary of the call, generated by a third-party large language model.
  • Any details you voluntarily provide, such as your name, appointment preferences, a message you ask us to pass along, or an email address you spell out so we can send a confirmation.

We do NOT record or store call audio. Only transcripts and summaries are retained.

From business clients:

  • Business name, address, phone, email, hours, services, FAQs.
  • Billing information (where applicable).
  • Administrative contact email, used to sign in to the dashboard via magic link.

From website visitors:

  • Basic server logs (IP address, user-agent, pages visited) for security and diagnostics.

4. How we use it

  • To provide the receptionist service (answer the call, understand speech, generate responses, deliver audio).
  • To deliver the outputs of a call to the business client (a summary, a text or email confirmation, a logged appointment).
  • To support and improve the service, diagnose issues, and invoice business clients.
  • To comply with legal obligations.

We do not sell personal information, and we do not use call content to train third-party AI models beyond what is required to process the call in real time.

5. AI and automated processing

Calls handled by our service are answered by an artificial intelligence voice agent, not a human. Speech is transcribed, processed by a large language model, and responded to with synthesised speech. Call transcripts and generated summaries are stored for the business client's operational use.

Under applicable Canadian privacy law (including Quebec's Law 25 where it applies), you have the right to be informed when your personal information is being processed using automated decision-making. If a decision about you is made solely on that basis, you have the right to request human review. Contact us at the email above to exercise this right.

6. Service providers we share with

We rely on these sub-processors to deliver the service:

  • Twilio (USA) — telephony and SMS delivery.
  • Anthropic (USA) — large language model (Claude).
  • Deepgram (USA) or Cartesia (USA) — speech-to-text and text-to-speech. Exactly one of these is used for any given client.
  • Resend (USA) — transactional email delivery.
  • Neon (USA) — database hosting.
  • Vercel and Railway (USA) — application hosting.

Personal information may be transferred outside of Canada (primarily to the United States) for the purposes above. We use contractual safeguards with each sub-processor.

7. Retention

  • Call transcripts and summaries: retained while the business client is active and for up to 24 months after.
  • Messages in a client's inbox trash are automatically purged after 31 days.
  • Business-account records: retained while the account is active, and for up to 7 years after termination for tax and legal purposes.

8. Your rights

You can ask us to:

  • Confirm whether we hold personal information about you.
  • Provide a copy of it.
  • Correct it if it's inaccurate.
  • Delete it (subject to legal retention requirements).
  • Withdraw consent to further processing.
  • Complain to the Privacy Commissioner of Canada or the Commission d'accès à l'information du Québec.

Send requests to technology@practicisstrategies.com. We respond within 30 days.

9. Security

Transport security (TLS) protects data in transit. Access to our dashboard is restricted to authenticated administrators via email magic-link sign-in. Databases and logs are stored with reputable cloud providers with industry-standard security practices.

10. Changes

We may update this policy periodically. Material changes will be posted here and, where required, communicated directly to business clients.