Privacy Policy
Last updated: October 12, 2026
This policy explains how MAXAUTOMATE (“we”, “us”) collects, uses, shares and protects personal information when you visit maxautomate.ai, contact us, ask for a demo or audit, or use our services. We follow British Columbia's Personal Information Protection Act (PIPA) and, where they apply, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act respecting the protection of personal information in the private sector.
1. Who is responsible
Our Privacy Officer is accountable for this policy: Max, Privacy Officer, maxautomateai@gmail.com, Vancouver, BC. Contact them for any question, request or complaint about your information.
2. Two roles we play
- Our own information — about website visitors, people who contact us, prospects and clients. We decide how it is used; this policy applies.
- Information about our clients' customers — when a business uses our system (bookings, reminders, missed-call texts, review requests), we handle its customers' information on that business's behalf and only on its instructions. The business's own privacy policy applies; questions go to the business first. We never sell that information or use it to market our own services.
3. What we collect
| Source | Information |
|---|---|
| Forms (call booking, demo, audit) | First name, business name and type, mobile number, email, website / Instagram / Google Maps link, your consent choices |
| When you become a client | Billing contact, business details, account access you grant (e.g. Google Business Profile), service settings. Card details are handled by our payment processor; we don't store full card numbers |
| Communications | Emails, texts and call notes. Calls are recorded only if we tell you at the start of the call |
| Automatically | IP address, browser and device type, pages visited, referring site — through our host's server logs (see §11); for consent records: time, IP and browser of the person who ticked a box |
| Public business listings | Business names, business phone numbers and emails that businesses publish on their websites, Google Business Profiles or social accounts — used only to contact the business about our services |
4. Why we use it
- To answer your request: book and hold the call, prepare your free demo or video audit (we look at your public website and profiles), and send the result.
- To provide, bill and support our services, and to send service messages about them.
- To send marketing texts or emails only with your consent or another basis allowed by Canada's Anti-Spam Legislation (CASL) — see §6.
- To keep our site and systems secure, and to keep the records the law requires (tax, consent records).
- To understand, in aggregate, how the website is used and improve it.
We collect only what we need for these purposes. We don't sell personal information, and we don't make decisions about you based only on automated processing.
5. Consent
We ask for consent when we collect information, unless the law allows otherwise. Ticking a box (never pre-ticked) is express consent. When you send a request, you consent to us using your details to answer it. You can withdraw consent at any time (§6, §10); we'll explain if withdrawing means we can't provide something you asked for. Business contact information we use only to reach you about your business is not “personal information” under BC PIPA, but we still honour every request to stop.
6. Texts and emails
Every commercial text or email we send says who we are, gives our contact details and lets you unsubscribe for free: reply STOP to a text, or use the unsubscribe link or reply “unsubscribe” to an email. We act on requests immediately and never later than 10 business days. Unsubscribing from marketing doesn't stop messages you need about a request or service you have with us. We never sell, rent or share your mobile number or your consent to receive texts with anyone else for their marketing.
7. Who we share it with
We share personal information only with service providers that help us run our business, under contracts that require them to protect it and use it only for our purposes; when the law requires; or with a successor if our business is reorganized or transferred (for example, if we incorporate), who must use it under this policy.
| Provider | What they do for us | Where data is stored |
|---|---|---|
| Vercel | Website hosting and server logs | United States (and global edge network) |
| Resend | Sending form notifications and emails | United States |
| Google (Workspace / Gmail, Business Profile) | Email inbox, managing clients' Google profiles | United States |
| Loom | Recording and sharing video audits | United States |
| Booking, texting and automation platform (for client systems) | Bookings, reminders, missed-call texts, review requests, contact lists; business phone numbers | United States |
| Payment processor | Card payments and invoices | United States / Canada |
8. Storage outside Canada
Our providers store and process information in the United States and possibly other countries. While there, it is protected by our contracts but may be accessed by courts, law enforcement or national security authorities under the laws of those countries. Ask our Privacy Officer for details.
9. How long we keep it
| Information | Kept for |
|---|---|
| Prospects who don't become clients | 24 months after our last contact, then deleted |
| Consent and unsubscribe records | 3 years after the last message we sent you (to prove consent under CASL) |
| Client account and billing records | 6 years after the end of the tax year they relate to (tax law) |
| Our clients' customer data | As set in the client agreement; deleted within 60 days after service ends (backups within 35 days) |
| Information used to make a decision about you | At least 1 year after that decision (BC PIPA) |
10. Your rights
You can ask to see the personal information we hold about you, how we used it and who we shared it with, and ask us to correct it. Email maxautomateai@gmail.com; we may ask you to confirm your identity. We answer within 30 days (or tell you if we need an extension the law allows). Access is free. You can also withdraw consent or ask us to delete information we no longer need.
11. Cookies and analytics
Our website uses only cookies that are needed for it to work. We do not run analytics scripts, advertising cookies or tracking pixels, and we do not sell or share browsing data for advertising. Our host keeps standard server logs (IP address, time, page requested) for security and troubleshooting. You can block or delete cookies in your browser settings at any time. If we add an analytics tool later, we will describe it here first.
12. How we protect it
Access is limited to people who need it, admin accounts use multi-factor authentication, data is encrypted in transit, and we choose providers with recognized security practices. If a breach creates a real risk of significant harm to you, we will notify you and the regulators as the law requires, and we keep a record of every breach.
13. Children
Our services are for businesses. We don't knowingly collect information from anyone under 16.
14. Quebec residents
If you live in Quebec: our Privacy Officer named in §1 is the person in charge of the protection of personal information. You may ask for access, correction, withdrawal of consent, a copy of computerized information you provided in a structured, commonly used format, and that we stop disseminating or de-index information where the law allows. Technologies that could identify, locate or profile you are off unless you turn them on. We will notify you and the Commission d'accès à l'information of any confidentiality incident presenting a risk of serious injury.
15. Changes
We'll post changes here with a new “Last updated” date and email clients about important changes before they apply.
16. Questions and complaints
Contact our Privacy Officer first (§1). If you're not satisfied, you can contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca), the Office of the Privacy Commissioner of Canada (priv.gc.ca) where federal law applies, or — for Quebec residents — the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).
Related: Terms of Service · Contact and how to stop messages