Privacy Policy

How we collect, use, and protect your information

Last Updated: January 2026Version 1.0

1. Introduction

Polaris Voice Inc. ("Polaris Voice," "we," "us," or "our") operates an AI-powered virtual receptionist service that answers phone calls, books appointments, and captures leads on behalf of businesses.

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you:

Visit our website at polarisvoice.ca (the "Website")
Use our AI receptionist service (the "Service")
Interact with our AI assistant via telephone

We are committed to protecting your privacy in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Information We Collect

2.1 From Business Customers

When you sign up for Polaris Voice, we collect:

Account Information: Name, email address, phone number, password
Google Sign-In (if used): When you sign in with Google, we receive your name, email address, and profile picture from your Google account
Business Information: Business name, address, website, hours of operation, industry
Payment Information: Credit card details, billing address (processed by Stripe)
Integration Credentials: OAuth tokens for connected services (Google Calendar, etc.)

2.2 From Callers

When someone calls a phone number answered by Polaris Voice, we collect:

Call Metadata: Caller phone number, date/time, call duration
Voice Recordings: Audio recording of the call
Transcripts: Text transcription of the call
Caller-Provided Information: Name, appointment details, messages

Important: At the beginning of each call, our AI assistant discloses that you are speaking with an AI and that the call is being recorded.

3. How We Use Your Information

Providing the Service (answering calls, booking appointments, taking messages)
Account management and billing
Service improvement and analytics
Compliance and security
Communications (service notifications, with consent for marketing)

We do NOT use your voice recordings or call transcripts to train AI models.

4. How We Share Your Information

We do not sell your personal information. We share information with:

4.1 Service Providers

ElevenLabs (Voice AI) - United States
Google Cloud Platform (Infrastructure) - Canada (Montreal)
Stripe (Payments) - United States
PostHog (Analytics) - European Union
Twilio (SMS) - United States

4.2 Business Customer Integrations

When a Business Customer connects third-party services, we share data as directed (e.g., calendar appointments, CRM data).

4.3 Google Services

Google Sign-In: If you choose to sign in with Google, we use Google's authentication service to verify your identity. We receive your basic profile information (name, email, profile picture) to create and manage your account. We do not receive your Google password. Google's use of your information is governed by the Google Privacy Policy.

Google Calendar Integration: If you connect Google Calendar, we request permission to:

View your calendar availability (to check for scheduling conflicts)
Create, modify, and delete calendar events (to book appointments on your behalf)

We only access calendar data necessary to provide appointment booking functionality. We do not access other Google services or data. You can disconnect Google Calendar at any time from your dashboard settings, which revokes our access.

Polaris Voice's use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

5. Data Retention

Call Recordings & Transcripts: 90 days
Call Metadata: Duration of account + 1 year
Account Information: Duration of account + 1 year
Payment Records: 7 years (legal requirement)

6. Data Security

We implement industry-standard security measures:

Encryption in Transit: TLS 1.3
Encryption at Rest: AES-256
Access Controls: Role-based access, multi-factor authentication
Multi-Tenant Isolation: Each customer's data is logically isolated

7. Your Privacy Rights

Under PIPEDA, you have the right to:

Access: Request a copy of your personal information
Correction: Request correction of inaccurate information
Deletion: Request deletion of your personal information
Withdraw Consent: Withdraw consent to processing

To exercise these rights, contact us at: privacy@polarisvoice.ca

8. International Data Transfers

Important: Voice processing is performed by ElevenLabs, whose servers are in the United States. This means voice data crosses the Canada-US border during every call. After calls end, recordings are stored in Canada (Google Cloud, Montreal).

We ensure compliance with PIPEDA through Data Processing Agreements with all sub-processors.