Data processing agreement.

1. What this covers, and who controls the information

This page describes how rushproof handles personal information collected on your behalf while operating your voice assistant: caller names, phone numbers, appointment details, and call content. It applies alongside our Terms of Service and Privacy Policy.

You remain in control of your callers' personal information at all times. Your business is the organization that collects it; rushproof processes it on your instructions and on your behalf. We do not use it for our own purposes, and control never transfers to us, including while the information sits with our technology providers.

2. Which privacy laws apply

For a British Columbia business serving BC callers, British Columbia's Personal Information Protection Act (PIPA) is the governing private-sector privacy law. It has been deemed substantially similar to the federal PIPEDA and displaces it for commercial activity within the province.

PIPEDA also applies to interprovincial and international transfers of personal information, which is relevant here, because some of our technology providers process data outside Canada (see section 4). Both frameworks are addressed in this agreement. If your business operates outside BC, the equivalent provincial or federal law applies in the same way.

3. What we collect, and the only purposes we use it for

Only what running your service requires: the caller's name, phone number, email address where a booking needs one, the building and unit and any access details the caller gives, the reason for their call, appointment details, and the call transcript.

That information is used for exactly four purposes, and no others:

• Reaching your on-call staff and the trades you have approved about an emergency the caller reported, by call and text, with the caller's name, number, building, unit, access details and what they reported
• Delivering your call records, leads and messages to you
• Creating the bookings your caller asked for
• Producing your daily morning report and the reports in your Switchboard

It is never sold, never shared for anyone else's purposes, and never used to train systems for other clients. If we ever want to use caller information for a purpose beyond the four above, we will ask you first, and the disclosure your callers hear will be updated to match, before the change takes effect.

4. Where the information goes, named, not vague

Your assistant runs on infrastructure operated by third-party providers. We name them rather than describing them generally:

• ElevenLabs: voice conversation and transcription. Data processed in the United States.
• Twilio: telephone connectivity, where a phone number is provisioned. Data processed in the United States.
• Cal.com: calendar availability and booking, where included. Data processed in the United States.
• Make: the automation that looks up your buildings, reaches your on-call staff and trades, keeps dispatch records and builds your report. Data processed in the United States.
• Google: email delivery of reports and call records. Data may be processed in the United States and other countries.
• Netlify: hosts rushproof.ca and its build request form. No caller information passes through it.

Canadian privacy law permits processing personal information outside Canada. What it requires is that the organization remain accountable for it, that comparable protection be in place, and that the transfer be disclosed rather than hidden. We do not claim Canadian data residency, because it would not be true. We disclose exactly where the information goes instead. We will notify you before adding any new provider that changes where your callers' information is processed.

5. What your callers are told, and their right to decline

Before collecting personal information, your assistant discloses, out loud, at the start of the call:

• That the caller is speaking with a virtual assistant, not a person
• That the call is written down, and why: so your team has a record of it

If a caller says they do not want the call written down, the assistant tells them that is their choice and that they can end the call and contact you directly instead. On an emergency it tells them the written record is how help gets moving. If the caller asks whether they are speaking with a person, the assistant says plainly that it is a virtual assistant. Any caller who reports fire, smoke, a smell of gas, an injury or someone trapped is told to call 9-1-1 first.

Your own obligation, stated plainly: as the organization collecting the information, the duty to obtain meaningful consent from your callers is ultimately yours. Our assistant is built to satisfy that duty on your behalf at the point of collection, and we will adjust its disclosure to match your own privacy policy on request. What we cannot do is take that legal responsibility off your hands entirely, and we will not pretend otherwise.

6. Retention and destruction

Call transcripts are kept for 2 years, then deleted, so a later insurance claim or a question about a call can be answered from the record. Call audio is not recorded. Processing logs are kept for up to 30 days. Dispatch records (the building, unit, what was reported, who was contacted and when) are kept until you ask us to delete them, so your report and any later question about a call can be answered. Information is destroyed once the purpose it was collected for has been fulfilled and any retention period has passed. Leads and transcripts delivered to you become your records, kept under your own retention practices.

7. Security

Information in transit and at rest is encrypted using our providers' standard security practices. Access on our side is limited to those who need it to operate your service. API credentials are stored in encrypted credential storage, never in plain text.

8. If something goes wrong

If we become aware of a breach affecting your callers' information, we will notify you within 72 hours, with what we know and what we are doing about it. Under BC PIPA, breaches posing a real risk of significant harm carry reporting obligations. We will support you in meeting yours, promptly and without you having to chase us for information.

9. Access, correction, and withdrawal

You can request a copy of what we hold about your callers, ask how it has been used, request correction, or request deletion at any time. We respond within 5 business days, well inside the 30 days BC PIPA allows.

If a caller withdraws consent, tell us and we will stop processing their information and delete it, unless we are legally required to keep it.

10. Who is accountable

BC PIPA requires the position name or title of the accountable individual, and their contact information, to be made public. For rushproof, that is:

Privacy Officer, ventr Labs Inc.
admin@rushproof.ca

Unresolved concerns can be escalated to the Office of the Information and Privacy Commissioner for British Columbia, or the Office of the Privacy Commissioner of Canada where federal law applies.

11. Health information, an honest limitation

Your assistant is built never to collect medical or health information. It takes a name, a number, and a reason for calling in plain terms; it does not ask about conditions, treatments, or history, and it is instructed to redirect anything clinical to your team.

That said, some health-sector bodies expect records to be stored on Canadian infrastructure. We cannot offer Canadian-only storage today, because our voice providers do not offer it. If your organization is subject to that expectation, you should weigh this before proceeding, and we would rather lose the work than have you find out afterward.

12. Questions

admin@rushproof.ca. A real person, every time.

This agreement reflects rushproof's actual practices and our current understanding of BC PIPA and PIPEDA. It has been prepared carefully but not yet reviewed by legal counsel; a formal review is planned. Nothing here is offered as legal advice to you.