Privacy Policy

Introduction

At Reign AI Solutions ("we," "our," or "us"), we are committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you submit a lead inquiry through our website, use our voice AI services, or interact with us via social media advertisements.

By accessing or using the Reign AI website, including submitting forms, clicking buttons, or interacting with our voice demo, you agree to the terms of this Privacy Policy.

Information We Collect

When you submit a lead inquiry or use our services, we may collect the following personal information:

• Name
• Email address
• Phone number
• Business name
• Information about your business needs and call volume
• Call recordings and transcripts when using our voice AI services
• Any other information you provide in your inquiry

How We Use Your Information

We use the information we collect from you to:

• Respond to your inquiries and provide the information or services you request
• Deliver and improve our voice AI automation services
• Train and optimize our AI systems to better serve your business needs, excluding any data obtained through Google APIs (see 'Google User Data (Calendar Connect)')
• Communicate with you about our services, promotions, and updates
• Analyze data for internal purposes such as service improvement and market research
• Provide customer support and technical assistance

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Voice AI Services & Call Data

When you use our voice AI services:

• Calls handled by our AI may be recorded and transcribed for quality assurance and service improvement
• Call data is stored securely and used only for providing and improving our services
• You are responsible for informing your callers that calls may be recorded, as required by applicable laws
• We do not use call data for any purpose other than delivering our services to you

Website Voice Demo

When you interact with the voice AI demo on our website:

• Your voice input is processed by third-party AI services (such as speech recognition and voice synthesis providers) to generate responses
• Voice interactions may be recorded and logged for quality assurance, service improvement, and demo functionality
• Recordings and transcripts are stored securely and retained according to our third-party provider's data retention policies
• Voice data is not sold or shared for marketing purposes
• By using the voice demo feature, you consent to the recording and processing of your voice data as described in this policy

We recommend not sharing sensitive personal information during demo interactions.

Sharing Your Information

We do not sell or rent your personal information to third parties. However, we may share your information with:

• Our trusted service providers who assist us in operating our website, AI systems, and conducting our business (including cloud hosting providers, AI platform providers, and CRM systems)
• Law enforcement or other governmental agencies when required by law
• Any third party with your consent

Some of our service providers, including cloud hosting, AI platform, and telephony providers, are located outside of Canada. When your data is processed outside of Canada, we ensure it receives a comparable level of protection. A current list of our subprocessors is available upon request.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, or misuse, including encryption, secure data storage, and access controls. However, please note that no data transmission over the internet can be guaranteed to be completely secure.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Call recordings and transcripts are retained for as long as needed to provide the service and to meet legal and contractual obligations, typically not less than 90 days.

Your Rights

Reign AI Solutions collects, uses, and discloses personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

As a resident of Canada, you have certain rights regarding your personal information, including the right to:

• Access and obtain a copy of your personal information
• Request correction of any inaccurate or incomplete data
• Withdraw your consent for us to use your information
• Request the deletion of your personal information, subject to certain legal obligations

To exercise these rights, please contact us at info@reignai.ca.

Cookies and Tracking Technologies

Our website may use cookies and other tracking technologies to enhance your experience. Cookies are small data files stored on your device that help us understand how you use our website. You can choose to disable cookies through your browser settings, but this may affect your ability to use certain features of our website.

Google Analytics. We use Google Analytics on www.reignai.ca and learn.reignai.ca to understand how visitors use our websites so we can improve them. Google Analytics uses cookies to collect information such as the pages you view, your approximate location (city or region, not your exact address), your device and browser type, how you arrived at our site (for example, from a search engine or another website), and how you interact with our pages, such as the links and buttons you click.

Google LLC processes this information on our behalf as our service provider. The information may be stored and processed outside Canada, including in the United States, where it may be subject to the laws of that country. We use it in aggregate to understand how our websites are used, and we do not use Google Analytics to identify you personally. Google Analytics data is kept for a limited period and then automatically deleted.

You can opt out at any time by blocking or deleting cookies in your browser settings, or by installing Google's opt-out browser add-on.

Third-Party Integrations

Our services integrate with third-party platforms including cloud hosting providers, AI and voice synthesis platforms, telephony providers, CRM systems, and scheduling software. When you authorize these integrations, data may be shared between our platform and these services to deliver our voice AI solutions. Each provider is contractually required to protect your information in accordance with applicable privacy laws.

Google User Data (Calendar Connect)

When you connect a Google Calendar to Reign AI, our use of information received from Google APIs adheres to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements. We access your Google Calendar only to read availability and to create appointments booked through your AI assistant. We do not use Google user data to develop, improve, or train generalized AI or machine-learning models; we do not sell it or use it for advertising; and we transfer it only as necessary to provide the calendar booking feature, for security, or to comply with law. Human access to Google user data is limited to the narrow cases Google permits, such as with your consent, for security purposes, or to comply with applicable law. Notwithstanding any other section of this policy, our use of data obtained through Google APIs is governed by this section.

When an appointment is booked through an AI assistant we provide, appointment details supplied by the caller (their name, phone number, and the reason for the appointment) are written into the connected Google Calendar as event fields. Reign does not store calendar event content on its own systems: only the created event identifier and its scheduled start and end times are retained. Calendar connection tokens are encrypted at rest and are revoked at Google when the calendar is disconnected or the account ends. Our access uses the Google Calendar API scopes shown on the Google consent screen, and you can disconnect at any time from your dashboard or at myaccount.google.com/permissions.

Where the business connecting a calendar is a client of a Reign partner agency, that partner is the data controller for their client information and Reign acts as a service provider (sub-processor) on the partner's behalf. Data obtained through Google APIs is processed on our servers located in Germany and Canada, and may be accessible to the authorities of those jurisdictions as described above.

Phone Calls

If you submit an inquiry or book a meeting with us, we may call you at the phone number you provide about your inquiry or meeting, including with automated or AI-assisted calls. These calls may be recorded and transcribed for quality assurance and service improvement. You can ask us to stop calling you at any time by telling the caller, replying STOP to any text message from us, or emailing info@reignai.ca.

SMS / Text Messaging

When you provide your phone number and consent to receive text messages from Reign AI, the following applies:

• Types of messages: We may send appointment confirmations, service updates, and account notifications via SMS.
• Message frequency: Message frequency varies based on your account activity and service interactions.
• Rates: Message and data rates may apply depending on your mobile carrier and plan.
• Opt-out: You may opt out of receiving text messages at any time by replying STOP to any message you receive from us.
• Help: For assistance, reply HELP to any message or contact us at info@reignai.ca.
• No third-party sharing: We do NOT share, sell, or transfer phone numbers or SMS consent information to third parties or affiliates for marketing purposes.

For more information about your rights and our obligations, please review our Terms of Service.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated policy on our website and indicating the date of the last revision.

Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at: