Last updated: July 6, 2026 · Effective: July 6, 2026
Contents
1. Who We Are
Pinnacle Tech Projects is a business based in Barrie, Ontario, Canada that provides AI receptionist, voice agent, and business automation services to small and medium-sized businesses. We are the data controller for personal information collected through our website and services.
This Privacy Policy applies to:
- Visitors to pinnacletechprojects.com
- Prospective clients who contact us or complete our intake form
- Active clients receiving our services
- End callers whose calls are handled by Pinnacle-built AI voice agents on behalf of our clients
2. What Information We Collect
From Website Visitors and Prospective Clients
- Name and business name
- Email address and phone number
- Information you provide in contact forms (e.g. what you're trying to automate, your timeline)
- Basic usage data (pages visited, time on site) via analytics
From Active Clients
- Business contact details and billing information
- Call routing rules, business hours, and service preferences
- Calendar and scheduling information needed to configure appointment booking
From End Callers (via Client AI Agents)
- Phone number (caller ID)
- Name and information provided during the call
- Call recordings and transcripts
- Appointment bookings and requests made during the call
End caller data is collected on behalf of our clients. Clients are responsible for ensuring their own customers are aware that calls may be recorded or handled by an AI system, as required by applicable law.
3. How We Collect It
- Directly from you — when you fill out a contact form, book a call, or communicate with us by phone or email
- Through our services — call recordings and transcripts generated when your AI agent handles calls on your behalf
- Automatically — standard web analytics (page views, device type, approximate location) when you visit our website
4. How We Use Your Information
We use the information we collect solely to:
- Respond to your enquiry and assess whether our services are a good fit
- Set up, configure, and operate your AI voice agent
- Deliver call summaries, transcripts, and booking confirmations to you
- Process billing and manage your subscription
- Provide technical support and improve your agent's performance over time
- Comply with applicable laws and regulations
We do not use your information for advertising, profiling, or any purpose unrelated to delivering our services to you.
5. We Do Not Share Your Information
The only situations in which your information may be disclosed are:
- With your explicit consent — where you have clearly and specifically authorized us to share certain information with a named party
- To operate the service — with our infrastructure providers (Retell AI, Twilio, n8n, GoHighLevel) who process data strictly to power your voice agent, bound by their own data processing agreements
- As required by law — if we receive a valid legal order, court order, or regulatory demand requiring disclosure, we will notify you to the extent permitted by law
We will never share your information with these infrastructure providers for their own marketing or business purposes — only for the technical operation of your service.
6. Third-Party Platforms
Our services are built on the following platforms. Data passes through these systems to deliver your AI voice agent:
- Retell AI — voice AI engine that powers conversations. Privacy Policy ↗
- Twilio — telephony infrastructure that handles call routing. Privacy Policy ↗
- n8n — workflow automation platform used for follow-up and integrations. Privacy Policy ↗
- GoHighLevel (GHL) — CRM and appointment booking platform. Privacy Policy ↗
Each of these providers is contractually bound to process data only as directed and not to use it for their own commercial purposes.
7. Call Recording and Voice Data
When an AI agent handles a call on your behalf, the conversation is typically recorded and transcribed to enable features such as call summaries, CRM logging, and agent improvement.
For Clients
Call recordings and transcripts are accessible in your dashboard. You control how long they are retained and may request deletion at any time.
For End Callers
If you are a caller whose call was handled by a Pinnacle-built AI agent on behalf of one of our clients, your call may have been recorded. The business you called (our client) is the primary controller of that recording. To request access or deletion of your call data, please contact the business directly or reach us at scott@pinnacletechprojects.com and we will route your request.
8. Data Retention
- Call recordings and transcripts: Retained for 90 days by default. Clients may request earlier deletion or extended retention in writing.
- Client account information: Retained for the duration of the service relationship plus 3 years, as required for accounting and legal purposes.
- Contact form submissions: Retained for up to 12 months, then deleted unless a client relationship was established.
- Analytics data: Aggregated and anonymized; retained indefinitely in aggregate form only.
When data reaches its retention limit or you request deletion, we permanently delete it from our systems and request deletion from our platform providers where technically feasible.
9. Your Rights Under PIPEDA
Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:
- Access — request a copy of the personal information we hold about you
- Correction — ask us to correct inaccurate or incomplete information
- Deletion — request that we delete your personal information, subject to legal retention requirements
- Withdraw consent — withdraw consent to our processing of your data at any time (note: this may affect our ability to deliver services)
- Complaint — file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca
To exercise any of these rights, contact us at scott@pinnacletechprojects.com. We will respond within 30 days.
10. Security
We implement reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These include:
- Encrypted data transmission (HTTPS/TLS) across all services
- Access controls limiting who within Pinnacle can view client data
- Use of platform providers with SOC 2 or equivalent security certifications
No method of transmission over the internet is 100% secure. In the unlikely event of a data breach that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner as required by Canadian law.
12. Children's Privacy
Our services are intended for businesses and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and notify active clients by email. Your continued use of our services after the effective date constitutes acceptance of the updated policy.
We will never reduce your privacy rights through a policy update without your explicit consent.
14. Contact Us
For any privacy-related questions, requests, or concerns:
- Business: Pinnacle Tech Projects
- Location: Barrie, Ontario, Canada
- Phone: (705) 710-5911
- Email: scott@pinnacletechprojects.com
We aim to respond to all privacy requests within 30 days. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or by calling 1-800-282-1376.