NextWave Automation — Privacy Policy

1. Introduction

NextWave Automation is committed to protecting privacy and safeguarding personal information. This Privacy Policy explains how we collect, use, store, and protect information in compliance with the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and applicable Ontario privacy laws.

2. Information We Collect

We may collect and process the following types of information:

• Client Information: Name, email address, phone number, business name, mailing address, and billing details.
• End-User Information: Information about your customers that is captured through AI Voice Agents, AI SMS Agents, intake conversations, booking details, and communications handled through our systems. This can include names, contact details, appointment requests, service requests, or other message content.
• Usage Data: Activity logs, call summaries, message logs, and system performance analytics that help us deliver and improve our Services.

3. How We Use Information

We use personal information to:

• Provide, operate, and improve our AI, messaging, and automation Services
• Offer and support access to personalized CRM environments
• Assist with onboarding, troubleshooting, and performance tuning
• Communicate with clients regarding service updates, billing, and account status
• Help clients reduce missed calls, missed leads, and missed appointments through automated engagement
• Support compliance with Canadian privacy, data, and communication requirements

We do not sell, rent, or trade personal information.

4. Data Protection & Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, or misuse. This includes controlled access, confidentiality practices, and secure storage of operational data.

5. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, to operate the Services effectively, or to meet legal or regulatory requirements.

Upon written request from an authorized client contact, we may delete or anonymize stored information where legally permissible.

6. Consent

By using our Services, clients and their end-users consent to the collection, handling, and storage of personal information as described in this Privacy Policy.

Clients are responsible for informing their own customers that automated systems and AI-assisted communications may be used to collect and manage their information.

7. Access, Correction & Portability

Individuals have the right to request access to the personal information we hold about them, to request corrections if information is inaccurate or incomplete, and, where appropriate, to request deletion.

To submit a request, contact [email protected] and provide enough detail for us to verify identity and locate the relevant records. We will respond within a reasonable time frame, in line with PIPEDA.

8. Cookies & Analytics

Our website may use cookies, tracking pixels, or similar technologies to understand usage, improve performance, and enhance user experience. You may choose to block or delete cookies through your browser settings; however, doing so may affect certain site features.

9. Children’s Privacy

Our Services are intended for businesses and professional use. We do not knowingly collect personal information from individuals under the age of sixteen (16). If you believe such information has been provided to us, please contact us and we will take steps to remove it.

10. Policy Updates

We may revise this Privacy Policy to reflect updates in regulation, technology, or our Services. The Effective Date at the top of this page will be updated accordingly. Continued use of our Services after any revision signifies acceptance of the updated Policy.

11. Contact Us

For questions, privacy-related requests, or complaints, please contact:

Email: [email protected]
Mail: PO Box 127, Cambridge PO GALT, ON, N1R 5S9, Canada