Legal & trust

Last updated: 2026-09-29 · Version 0.3

These documents were written from the source code rather than from a template, so where the honest answer is unflattering it is the one printed. If you find a sentence here that does not match what the software does, that is a defect and we want to hear about it: info@digitalfrontdesk.ca.

Document	What it answers	Written for
Privacy policy	What we collect, why, who else sees it, where it is processed, and what deleting something does and does not do.	The business buying the service, and its staff.
Call recording & AI disclosure	What happens to a phone call: that the voice is a machine, that the call is transcribed, that it may be recorded, and who ends up holding it.	People who call a business that uses us.
Data retention & deletion	How long each table is kept, which ones are never deleted, and exactly what our delete buttons do.	Anyone who needs a retention schedule.
Sub-processors	Every third party in the chain, what each one receives, and where it runs.	Anyone doing due diligence.

Four things worth knowing before you read any of them

These are the answers a template would have got wrong

Stored in Canada, processed in Canada and the United States. Hosting, database, backups, files and the chat assistant's virtual machine are in Canada. Calls and text messages are carried in the United States, and AI requests are processed in Microsoft's United States data zone. Section 4 of the privacy policy lists each.
Deleting a conversation with the chat assistant does not erase it. It removes the conversation from your list. The assistant's own copy, and anything it has committed to its long-term memory, stay.
The chat assistant's memory is shared by everyone at your business, not private per person.
We do not yet announce recording to callers automatically. The product records by default and says nothing. Until that is fixed in the software, informing callers is the business's job.

Who to contact

Privacy questions, access requests and complaints: info@digitalfrontdesk.ca.

This is not legal advice. This document was drafted from what the software actually does, by the people who built it, and it has not been reviewed by a lawyer. If you are relying on it — as a health information custodian, a law firm, or anyone with professional obligations of confidentiality — have your own counsel read it first.