Privacy Policy
Last updated: July 27, 2026
IronFeather Technologies Inc., operating as IronFeather AI (“IronFeather,” “we,” “us,” or “our”), is a Nova Scotia corporation providing AI receptionist, business assistant, and related automation services to small and mid-sized businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information.
We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
Two kinds of people are covered here. Our clients are the businesses that hire us. Our clients’ customers are the people who call, message, or otherwise interact with a service we operate on a client’s behalf. We handle both, but in different roles — explained in section 3.
1. Information We Collect
Information you give us directly
- Name, business name, email address, telephone number, and mailing address
- Billing and payment details necessary to invoice and collect payment
- Information you provide when booking a call, submitting a form, or corresponding with us
- Business information you share so we can configure and deliver our services
Information collected when we operate a service for a client
- Telephone call audio, call recordings, and machine-generated transcripts
- Caller-provided details such as name, callback number, appointment requests, and message content
- Message content from chat, SMS, email, or web forms we are engaged to handle
- Call metadata including date, time, duration, and originating number
Information collected automatically
- Standard web server logs, including IP address, browser type, and pages requested
- Basic, aggregated analytics used to understand site performance
Information from connected third-party accounts
Where a client authorizes us to connect a third-party business system on their behalf — for example an accounting, calendar, or scheduling platform — we access only the data required to perform the agreed service. See section 6.
2. How We Use Information
- To provide, operate, configure, maintain, and improve our services
- To answer calls and messages, capture leads, and relay information to our clients
- To create records, summaries, and reports for the client we act for
- To invoice clients and administer our business relationship
- To respond to enquiries and provide support
- To detect, investigate, and prevent fraud, abuse, or security incidents
- To comply with legal, tax, and regulatory obligations
We do not sell personal information. We do not rent, trade, or otherwise disclose personal information for anyone else’s marketing purposes. We do not use client or caller content to train publicly available general-purpose AI models.
3. Our Role: Controller and Service Provider
When we collect information about our own clients and prospects — contact details, billing records, correspondence — we act as the organization responsible for that information and determine how it is used.
When we operate a receptionist or assistant service on a client’s behalf, the personal information of that client’s customers is handled on the client’s instructions and for the client’s purposes. In that context the client is the organization accountable for the information, and we act as their service provider. If you are a caller and wish to exercise a privacy right regarding a specific business, contact that business directly, or contact us and we will route your request appropriately.
4. Call Recording and Transcription
Some services involve recording and transcribing telephone calls. Under Canadian privacy law, individuals must be informed of recording at the outset of a call. Where we operate a voice service, an appropriate notice is provided at the start of the call.
Clients are responsible for ensuring the notice we provide matches their legal obligations in their jurisdiction and industry. Recordings and transcripts are retained under section 7 and are accessible to the client on whose behalf the call was answered.
5. Artificial Intelligence and Automated Processing
Our services use artificial intelligence, including large language models, to understand and respond to calls and messages, produce transcripts and summaries, and perform agreed tasks. Some processing occurs through reputable third-party AI providers under contractual terms that restrict use of the data to delivering the service.
AI-generated output can contain errors. Our services are designed to support human decision-making, not replace it. We do not use AI to make decisions that produce legal or similarly significant effects about an individual without human involvement.
6. Third-Party Integrations
Where a client instructs us to connect a third-party platform, we use the platform’s official authorization process and request the narrowest access needed. Access can be revoked by the client at any time, either in the platform or by contacting us.
Accounting platforms (including Intuit QuickBooks Online)
Where a client connects an accounting platform, we may access and write records such as customers, invoices, line items, tax codes, and payment status, strictly to perform bookkeeping and invoicing tasks the client has asked us to perform.
- We access only the data fields required for the authorized task.
- Access tokens are stored encrypted at rest and are never shared with third parties.
- We do not use accounting data for advertising, profiling, resale, or AI model training.
- A client may disconnect the integration at any time; we then cease access and delete stored tokens.
7. Retention
| Category | Typical retention |
|---|---|
| Call recordings | Up to 90 days unless the client specifies otherwise |
| Transcripts, messages, and summaries | Duration of the engagement, plus up to 12 months |
| Client contact and account records | Duration of the relationship, plus 7 years |
| Invoices and financial records | 7 years, as required by Canadian tax law |
| Integration access tokens | Deleted upon disconnection or termination |
| Web server logs | Up to 90 days |
Retention periods may be extended where required by law or to resolve a dispute. We destroy or anonymize information once it is no longer needed.
8. Safeguards
- Encryption in transit (TLS) and encryption at rest for credentials and tokens
- Access limited to personnel who require it to perform their duties
- Secrets held outside source control, with restricted file permissions
- Logging and monitoring of administrative activity
- Contractual confidentiality and security obligations on service providers
No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work to protect information using safeguards appropriate to its sensitivity.
9. Service Providers and Cross-Border Storage
We rely on third-party providers for hosting, telephony, AI processing, email, and payment handling. Some are located outside Canada, including in the United States. Information stored or processed in another country may be accessible to the courts, law enforcement, and national security authorities of that country.
We select providers that offer appropriate protection and bind them by contract to use the information only to deliver services to us.
10. Your Rights
Subject to legal limits, you may:
- Request access to the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Withdraw consent, subject to legal and contractual restrictions
- Request deletion where we are not required to retain the information
- Ask how your information has been used and to whom it has been disclosed
- Make a complaint about our handling of your information
Write to hello@ironfeather.ai. We respond within 30 days. We may need to verify your identity before acting.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.
11. Children
Our services are directed to businesses. We do not knowingly collect personal information from children under 13. If we learn we have done so, we will delete it. Contact us if you believe a child has provided us information.
12. Cookies
Our website uses only what is necessary to serve pages and understand basic, aggregated traffic patterns. We do not use advertising or cross-site tracking cookies. Most browsers allow you to refuse cookies; some site features may not function as intended if you do.
13. Changes
We may update this Policy from time to time. The “Last updated” date above reflects the current version. Material changes affecting clients will be communicated directly.
14. Contact
IronFeather Technologies Inc. (operating as IronFeather AI)
26 Sunrise Court, Upper Onslow, Nova Scotia, B6L 0E9, Canada
Email: hello@ironfeather.ai
Web: www.ironfeather.ai
Privacy enquiries and access requests should be addressed to the Privacy Officer at the email address above.