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Privacy Policy

1. Introduction
This Privacy Policy describes how Loomora Systems (“we”, “us”, “our”) collects, uses, discloses and retains Personal Information in connection with our AI-voice receptionist SaaS (the “Service”). We respect your privacy and are committed to handling your data in accordance with Canadian privacy laws (PIPEDA).

2. What we collect
When you sign up or use the Service, we may collect:

  • Name, email address, phone number, billing/payment data (via third-party payment processor)

  • Call recordings and transcripts (if the Service records calls)

  • Knowledge-base content or other data you upload to the Service

  • Other information required for onboarding or support

3. How we collect information

  • Directly: via signup forms, account registration, payment forms

  • Through third-party processors: for payment, call processing, hosting, etc.

4. Why we collect and how we use it
We use personal information to:

  • Provide and operate the Service (voice-reception, call answering, call routing)

  • Bill and collect fees (subscription, overage)

  • Provide support and handle client communications

  • Maintain records for invoicing and auditing

5. Third-party service providers
We rely on third-party service providers for certain aspects of the Service, such as:

  • Payment processing (e.g., Stripe)

  • AI voice processing and call routing (e.g., Vapi, Voicerr)

  • Hosting and database storage (e.g., IONOS)

These providers may process or store your Personal Information on our behalf.

6. Data retention
We retain Personal Information only as long as necessary for the purposes described above, or as required by law. Once data is no longer needed (e.g., after account cancellation), we will delete or anonymize it in a secure manner.

7. Security
We implement commercially reasonable safeguards (e.g., encryption, access controls via our hosting and provider systems) to protect your information from unauthorized access, disclosure, or misuse.

8. Your rights
You may request access to your personal information, request corrections, or request deletion (subject to data we’re required to keep for billing/audit).

9. Changes to this policy
We reserve the right to modify this Privacy Policy. We will post the updated version on our website, with the revision date clearly identified.

10. Contact / Privacy-related correspondence
If you have questions about this Privacy Policy or our privacy practices, contact us at: team@loomora.ca