Privacy Policy

Privacy Policy

Last updated: March 2026

1. Introduction

Rivet Systems Inc. ("we," "our," or "us") operates Auto-Response Voicemail, a missed call management service for professional healthcare offices. This Privacy Policy explains how we collect, use, and protect personal information when you visit our website, use our services, or communicate with us.

By using Auto-Response Voicemail, you agree to the terms of this Privacy Policy. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's Anti-Spam Legislation (CASL), and the Ontario Personal Health Information Protection Act (PHIPA) where applicable.

2. Information We Collect

From Callers

When someone calls an office that uses our service, we may collect:

• The caller's phone number (provided by the phone network)

• A recording of their voicemail (if voicemail is enabled)

• A text transcription of the voicemail

• Any information the caller provides through a subsequent text exchange (such as their name or preferred appointment time)

We do not solicit health information, financial information, or any other sensitive personal information. If a caller voluntarily discloses such information in their voicemail, we process it only to relay the message to the office they called.

From Subscribing Offices

We collect business name, contact name, phone numbers, email addresses, and service configuration preferences necessary to operate the service.

Payment Information

Payment and billing information is processed securely through Stripe. We do not store credit card numbers.

Information Collected Automatically

When you visit our website, we may automatically collect log data (browser type, device type, IP address, timestamps) and usage data for analytics and site performance.

3. How We Use Information

We use information to:

• Deliver voicemail and auto-response service to the subscribing office

• Send callers the office's pre-approved text response

• Classify voicemails by intent (using locally-hosted AI) for inbox organization

• Generate notifications to office staff

• Communicate with subscribing offices about their account and service

• Improve service quality and troubleshoot issues

• Comply with legal or regulatory obligations

We do not sell, rent, or share caller information with any third party for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4. How We Share Information

We may share limited information with:

• Twilio — for telephony and SMS delivery. Twilio processes call audio and sends text messages as part of service delivery.

• Stripe — for payment processing.

• Hosting partners — for secure data storage and uptime monitoring.

• Law enforcement or regulators — when legally required.

• Business successors — if Rivet Systems Inc. is acquired or merged.

No other third parties receive caller data. All service providers are contractually required to protect information and use it only for the services they provide to us.

5. AI Classification

Auto-Response Voicemail uses AI to classify voicemail content by intent (e.g., booking, urgent, referral). This classification runs on locally-hosted models — no patient data is sent to third-party AI services. The AI produces a category label only. No AI-generated content is ever sent to callers. All auto-response messages are static, pre-approved text written by the subscribing office.

6. Data Retention

• Voicemail audio recordings: 30 days, then automatically deleted

• Caller personal information: 90 days after last activity, then purged

• Office account data: retained while service is active, deleted within 30 days of cancellation

You may request deletion of your information at any time by contacting us.

7. SMS Messaging

• Program name: Auto-Response Voicemail

• Consent: Consent to receive SMS is implied under CASL Section 6(6)(a) — the caller initiates contact by calling the office, and the SMS is a direct response to that initiated contact.

• Message frequency: One transactional response per call within a cooldown window to prevent duplicates. Message frequency varies based on call volume.

• No marketing messages are sent at any time.

• Message and data rates may apply.

• Reply STOP to opt out of messages. Reply HELP for support or contact adam@autoresponsevoicemail.com.

8. Security

We use technical and organizational measures — encryption, secure hosting, access controls, and locally-hosted AI processing — to safeguard information. While no system is perfectly secure, we continuously work to protect against unauthorized access or disclosure.

9. Your Rights

Under PIPEDA, you have the right to:

• Access the personal data we hold about you

• Request correction or deletion of your information

• Withdraw consent for processing where applicable

To exercise these rights, contact us at adam@autoresponsevoicemail.com.

10. Children's Privacy

Our services are intended for business use and are not directed to children under 16. We do not knowingly collect information from minors.

11. International Transfers

Auto-Response Voicemail operates primarily in Canada. Some infrastructure and service providers (such as Twilio) may process data in other countries, including the United States. We ensure appropriate safeguards are in place for any international data transfer.

12. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on our website with a revised "Last updated" date.

13. Contact Us

If you have any questions, requests, or concerns about this Privacy Policy:

Rivet Systems Inc.
Belle River, Ontario
Email: adam@autoresponsevoicemail.com