Atlas Intelligence Studio ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including Violet AI Receptionist, Violet for Healthcare, and Violet for MedSpa (collectively, "Services"). This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Health Information Protection Act (PHIPA) for Ontario healthcare providers, and applicable Canadian privacy laws.
1. Information We Collect
Information You Provide
- Account Information: Name, email address, phone number, business name, and password when you create an account
- Business Information: Business type, operating hours, calendar/CRM integrations, and service offerings
- Payment Information: All payment processing is handled exclusively by Stripe. Our system does not see, access, or store any payment information whatsoever. Your credit card details, bank information, and billing data go directly to Stripe and never touch our servers.
- Communications: Messages you send us via email, phone, or contact forms
Information Collected Automatically
- Call Data: Phone calls handled by Violet, including caller phone numbers, call duration, transcripts, and appointment bookings
- Usage Data: How you interact with our dashboard, features used, and preferences
- Device Information: Browser type, IP address, and device identifiers
2. How We Use Your Information
We collect and store your data only with your consent for customer service activities. We use your information to:
- Provide and improve our AI receptionist services
- Process appointments and manage your calendar integrations
- Send service-related communications and updates
- Provide customer support
- Comply with legal obligations
3. How We Share Your Information
We do NOT sell your personal information to third parties. Full stop. Your data is never sold, traded, or monetized. We may share limited information only with:
- Service Providers: Third parties that help us operate our services (e.g., Twilio for phone services, calendar providers for integrations)
- Your Customers: Violet shares relevant information with callers as needed to book appointments and answer questions on your behalf
- Legal Requirements: When required by law, court order, or to protect our rights
4. Data Storage and Security
All data is stored exclusively on servers located in Canada (Ontario). Your data never leaves Canadian borders. We implement industry-standard security measures including:
- SSL/TLS encryption for data in transit
- Encrypted storage for sensitive data
- Regular security audits and monitoring
- Access controls and authentication requirements
- Canadian-only data residency—no cross-border transfers
5. Healthcare and MedSpa Services: Enhanced Privacy Protections
For customers using Violet for Healthcare or Violet for MedSpa, we provide enhanced privacy protections designed for handling sensitive health-related information:
Zero Data Retention for Call Audio
We do not store call recordings or audio. Voice conversations are processed in real-time for transcription and action (such as booking appointments), then immediately discarded. Call audio is never saved, logged, or used for training purposes.
PHIPA Compliance
For healthcare providers in Ontario, our Services are designed to comply with the Personal Health Information Protection Act (PHIPA). We act as an agent processing personal health information on your behalf and maintain appropriate safeguards.
Minimum Data Collection
We collect only the minimum information necessary to provide the service—typically appointment details and contact information. We do not collect or store detailed medical histories, diagnoses, or treatment records through phone conversations.
6. Your Rights Under PIPEDA
You have the right to:
- Access: Request access to your personal information
- Correction: Request correction of inaccurate information
- Withdrawal: Withdraw consent for certain uses of your information
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
To exercise these rights, contact us at privacy@atlasintelligencestudio.com.
7. Data Retention
Our data retention policy is ongoing. We retain your information for as long as your account is active and indefinitely thereafter to support continued service and account recovery, unless you specifically request deletion. To request deletion of your data, contact our Compliance Officer (see Section 11). Upon receiving a valid deletion request, we will remove your personal information within 30 days, except where retention is required by law.
8. Third-Party Services
Our services integrate with third-party platforms (e.g., Google Calendar, Outlook, Stripe). These services have their own privacy policies, and we encourage you to review them. We only share the minimum information necessary for these integrations to function.
9. Cookies and Tracking
We use essential cookies to operate our website and services. We do not use third-party advertising cookies. You can control cookie settings through your browser.
10. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through our services. Continued use of our services after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy, our privacy practices, or wish to request deletion of your data, contact our Compliance Officer:
Cody Press, Compliance Officer
Atlas Intelligence Studio
Email: privacy@atlasintelligencestudio.com
Phone: (226) 894-1508
For privacy complaints, you may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.