ProDesk AI is committed to protecting your privacy. This policy explains what information we collect, how we use it, and your rights under British Columbia's Personal Information Protection Act (PIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
1 Who We Are
ProDesk AI is operated from British Columbia, Canada. We provide AI-powered tools for property managers, realtors, and homeowners. For privacy inquiries, contact us at hello@prodesk-ai.com.
2 Information We Collect
Account Information
- Name, email address, and password when you register
- Billing information processed by Stripe (we do not store card numbers)
- Business name, province, and professional role
Usage Data
- Pages visited, features used, and session duration
- Browser type, device type, and IP address
- Feature selection and subscription plan details
Phone & Call Data (AI Phone Assistant)
- Caller phone numbers and call timestamps
- Call recordings and AI-generated transcriptions
- Triage summaries and caller-provided information (name, unit, issue type)
Contractor & Dispatch Data
- Contractor name, business name, trade licence number, and insurance details
- Service area, province, and after-hours availability
- Job completion records and commission transactions
3 How We Use Your Information
- To provide, operate, and improve the ProDesk AI platform
- To process payments and send billing receipts
- To deliver AI-generated call triage summaries to your registered email
- To match homeowners with available contractors in the Dispatch network
- To send service updates, feature announcements, and support communications
- To detect and prevent fraud, abuse, or unauthorized access
- To comply with applicable laws and regulations
We do not sell your personal information to third parties. We do not use your data to train external AI models.
4 Call Recording Disclosure
When you enable the AI Phone Assistant (Clara), calls to your ProDesk AI number may be recorded and transcribed. As a ProDesk AI subscriber, you are responsible for:
- Notifying callers that their call may be recorded, where required by law
- Complying with BC PIPA, federal PIPEDA, and any other applicable recording consent laws
- Including a call recording disclosure in your own business communications
Call recordings are stored securely and retained for 90 days, after which they are automatically deleted unless you request earlier removal.
5 Third-Party Services
ProDesk AI integrates with the following third-party services. Each has its own privacy policy:
| Service | Purpose | Data Shared |
|---|---|---|
| Stripe | Payment processing | Name, email, billing address, payment method |
| Twilio | Phone number provisioning & call routing | Phone numbers, call metadata, recordings |
| Vapi.ai | AI voice assistant (Clara) | Call audio, transcriptions, triage outputs |
| Base44 | Application backend & data storage | Account data, call logs, feature usage |
6 Data Retention
- Account data is retained for the duration of your subscription plus 12 months after cancellation
- Call recordings are retained for 90 days, then automatically deleted
- Billing records are retained for 7 years as required by Canadian tax law
- You may request deletion of your personal data at any time (see Section 7)
7 Your Privacy Rights
Under BC PIPA and PIPEDA, you have the following rights regarding your personal information:
Right to Access
Request a copy of the personal information we hold about you.
Right to Correction
Ask us to correct inaccurate or incomplete personal information.
Right to Deletion
Request deletion of your personal data, subject to legal retention requirements.
Right to Withdraw Consent
Withdraw consent for non-essential data uses at any time.
To exercise any of these rights, email us at hello@prodesk-ai.com. We will respond within 30 days.
8 Cookies & Tracking
ProDesk AI uses essential cookies to maintain your login session and platform preferences. We do not currently use advertising cookies or third-party tracking pixels. If this changes, we will update this policy and notify you in advance.
9 Security
We use industry-standard security measures including TLS encryption in transit, secure data storage via Base44, and access controls limited to authorized personnel. While we take reasonable precautions, no system is 100% secure. Please notify us immediately at hello@prodesk-ai.com if you suspect unauthorized access to your account.
10 Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated by email at least 14 days before taking effect. The "Last updated" date at the top of this page reflects the most recent revision.
Privacy Questions or Requests
Email us at hello@prodesk-ai.com. We respond within 30 days as required by PIPA. You also have the right to file a complaint with the Office of the Information and Privacy Commissioner for BC.