Privacy Policy

1. Who we are

Callstrix is operated by Callstrix in Alberta, Canada. Businesses use Callstrix to answer their phone calls, take messages and follow up. This policy covers the people who use Callstrix (business owners and their teams) and the people who call those businesses.

2. Information about business users

When you create an account or join a business, we collect:

• your email address, password (stored hashed by our sign-in provider) and sign-in history;
• your business’s name, time zone, industry, team size, province, phone settings and, if you add it, its address;
• your role and permissions, and what you do in the inbox, such as notes, status changes and assignments;
• support requests and the replies between you and us.

3. Information about callers

When someone calls a business that uses Callstrix, callers first hear that an automated assistant is answering and that their message will be transcribed, along with guidance to dial 9-1-1 in an emergency. We then collect:

• the caller’s phone number (unless it is withheld) and the time and length of the call;
• an automatic transcript of the message they leave. We don’t keep audio recordings;
• an automatic summary of the message, with the caller’s name and callback number if they gave them, and a category and urgency;
• notes the business’s team adds about the call.

4. How we use it

We use this information only to provide the service: to answer calls, show messages to the business that received them, send that business new-message alerts, and keep the service secure. Alert emails say a new message arrived and contain no caller details. We don’t sell personal information or use it for advertising.

4a. Optional analytics

Only if you choose “Allow analytics” in the cookie notice, we measure how our website and app are used so we can improve them: which pages you view, which buttons and links you click, how long you spend on a page and in each form field, whether you left a field empty, and whether a form went through. We never record what you type, your IP address, or your exact browser (only mobile, tablet or desktop).

This is our own measurement, not a third-party service. A random number groups one visit’s pages and clicks and is forgotten when you close the tab; it isn’t linked to your account. Individual events are kept 180 days, then only daily totals (25 months). You can change your choice anytime from “Cookie settings” at the bottom of our pages.

Separately, we look at how many new accounts reach each setup step (for example, how many add a phone number). That uses only counts from the service itself and doesn’t depend on this choice.

4b. Language

We show the site in English or French. To choose for your first visit, our server looks up the province your internet address appears to be in, using a database kept on our own server (GeoLite2 by MaxMind); your address isn’t sent anywhere and neither it nor the result is stored. Visitors in Quebec and New Brunswick see French first, everyone else English. Without a match, your browser’s language decides.

When you switch languages, a cookie (cs_locale) remembers your choice for a year. Signed in, your language is also saved to your account so our emails reach you in it.

This product includes GeoLite2 data created by MaxMind, available from https://www.maxmind.com.

5. Service providers and where data is processed

We use these providers to run the service. Data may be processed and stored outside Canada and be subject to the laws of those countries:

• Telnyx: phone numbers, call handling and transcription (United States by default).
• Supabase: database and sign-in (United States).
• Brevo: email delivery (European Union).
• Anthropic (Claude): writes the message summary from the transcript, and translates the business’s own receptionist text (greeting, business information) between English and French (United States).
• OVHcloud: the application server (Beauharnois, Québec, Canada).

6. How long we keep it

Each business chooses how long its call records are kept, from 30 to 365 days (90 by default). After that, calls, transcripts, summaries and notes are deleted.

When a business deletes a conversation, it disappears for everyone in that business straight away. We keep the full record for 30 days to investigate abuse or a mistaken deletion, then erase the transcript, summary and notes and keep only the last 4 digits of the caller’s number and the call times. The record is removed entirely after 12 months.

Technical records of call events are deleted after 7 days. Numbers a business blocks are kept until the business unblocks them.

7. Security

Access is limited by role inside each business and checked on our servers and in the database. Connections are encrypted, and our logs record error codes rather than phone numbers or messages. No system is perfectly secure; tell us right away if you think something is wrong.

8. Your choices and rights

Business users can update their account details and delete their information through the business or by contacting us. Callers can ask the business they called, or us, to see or correct the information about them, or to delete it. We’ll respond as Canadian privacy law requires, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

9. Changes

We’ll update this policy as the service changes and post the new version here with its date. For significant changes, we’ll also tell business users in the service or by email.

10. Contact

Privacy questions or requests: support@callstrix.com