Privacy Policy - RoboAgents.org

Effective date: July 22, 2026
Last updated: July 22, 2026

RoboAgents, also referred to as “RoboAgents,” “we,” “us,” or “our,” respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information when you:

Visit roboagents.org
Complete a contact form
Request or schedule a demonstration
Subscribe to marketing communications
Communicate with RoboAgents
Use or interact with an AI receptionist or related service operated by RoboAgents for a business client

1. Who We Are

RoboAgents is an Ontario-based business that develops, configures, markets, and supports AI receptionist and business-automation services.

Our services may include:

AI-assisted telephone answering
New-customer or new-patient intake
Appointment-request support
Call routing and staff callbacks
Frequently asked question responses
Lead capture
Conversation summaries
Business workflow integrations

Contact:

RoboAgents
Ontario, Canada
Email: support@roboagents.org
Website: roboagents.org

2. Scope of This Policy

This policy applies to personal information handled through our website, sales activities, demonstrations, communications, and services.

When RoboAgents provides services to a dental clinic or another business, that client may determine the purposes for which information is collected and processed. In those circumstances, RoboAgents may act as a service provider processing information on the client’s behalf.

The client’s own privacy policy may also apply to information collected through its AI receptionist.

3. Information We Collect

A. Information you submit directly

We may collect:

First and last name
Dental clinic or business name
Business email address
Telephone number
City, province, state, or country
Number of clinic locations
Approximate monthly call volume
Current telephone or scheduling system
Preferred contact method
Information about business requirements
Messages and inquiries
Demo-request information
Marketing preferences
Information provided during consultations or support requests

Please do not submit patient medical details, health card numbers, financial-account information, passwords, or other sensitive information through our general website contact form.

B. Information collected automatically

When you visit our website, we and our technology providers may collect:

Internet Protocol address
Browser type
Device type
Operating system
Referring website
Pages viewed
Links clicked
Date and time of access
Approximate location derived from an IP address
Cookie identifiers
Analytics and advertising identifiers
Form-submission and booking activity

C. AI receptionist information

Depending on the service selected by a client, an AI receptionist may process:

Caller name
Telephone number
Email address
Date and time of the interaction
New or existing patient status
Reason for calling
Appointment preferences
Requested services
Call-routing information
Callback requests
Information voluntarily provided during the conversation
Conversation content, summaries, transcripts, or recordings where enabled

RoboAgents does not provide medical diagnoses, medical treatment, or emergency medical advice.

4. Recording, Transcription and AI Processing

RoboAgents is still evaluating its final technology and vendor configuration.

Depending on the service configuration selected for a client, calls or messages may be:

Processed in real time by an AI system
Transcribed
Summarized
Categorized
Recorded
Reviewed for quality, troubleshooting, safety, or service improvement

Not every service will necessarily record or retain full audio.

Where recording or transcription is enabled, RoboAgents and the client will seek to provide appropriate notice and obtain consent where required. The client is responsible for approving its call-handling, notice, recording, and escalation procedures.

Our systems should not be used to secretly record conversations or to collect information that is unnecessary for the approved business purpose.

5. How We Use Information

We may use information to:

Respond to inquiries
Arrange demonstrations
Assess the needs of prospective clients
Configure and test AI receptionists
Provide telephone, messaging, lead-capture, booking, and callback services
Route communications according to client instructions
Maintain and improve our website and services
Provide customer support
Diagnose technical problems
Monitor service quality and security
Prevent misuse, fraud, or unauthorized access
Maintain business and accounting records
Communicate about service changes
Send promotional emails where permitted
Measure advertising and website performance
Enforce our contracts
Comply with legal obligations
Protect our clients, users, business, and legal rights

PIPEDA’s fair-information principles address accountability, identifying purposes, consent, limiting collection, limiting use and retention, safeguards, openness, access, and challenging compliance.

6. Consent

Where required, we obtain consent before collecting, using, or disclosing personal information.

Consent may be provided through:

Completing and submitting a form
Requesting a demonstration
Subscribing to promotional communications
Accepting a cookie preference
Continuing with a telephone interaction after receiving an applicable notice
Entering into an agreement with RoboAgents
Another clear affirmative action

Meaningful consent generally requires individuals to understand the nature, purpose, and consequences of the relevant collection, use, or disclosure.

You may withdraw consent, subject to legal, contractual, and operational limitations. Withdrawal may prevent us from continuing to provide certain services.

7. Dental Clinics and Personal Health Information

Dental clinics may be health information custodians under Ontario’s Personal Health Information Protection Act, 2004.

Where RoboAgents processes personal health information on behalf of a dental clinic:

The dental clinic remains responsible for its patient relationship.
The clinic determines the authorized purposes for processing.
RoboAgents processes information according to the clinic’s instructions and applicable agreements.
The clinic controls its approved FAQs, intake questions, transfer rules, and escalation procedures.
Requests concerning dental records should normally be directed to the relevant clinic.
RoboAgents does not make clinical decisions or diagnose patients.
Access should be limited to individuals and providers who require it for an authorized purpose.

PHIPA establishes rules relating to the collection, use, disclosure, protection, access, and correction of personal health information in Ontario.

This policy does not represent or guarantee that every future RoboAgents configuration is compliant with PHIPA, PIPEDA, HIPAA, or another privacy law. Compliance will depend on the selected vendors, contracts, data flows, safeguards, client procedures, and service configuration.

8. Cookies and Similar Technologies

Our website may use cookies, pixels, tags, analytics tools, and similar technologies.

Essential cookies

These support:

Website security
Page operation
Form functionality
Session management
Cookie-preference storage

Analytics cookies

These may help us understand:

How visitors find our website
Which pages are viewed
Which buttons are clicked
Whether visitors submit a form
Whether visitors schedule a demonstration
General website performance

Marketing and advertising cookies

We may use marketing technologies to:

Measure advertising campaigns
Understand visitor interests
Create advertising audiences
Display relevant advertisements
Measure conversions
Retarget prior website visitors where legally permitted

Where required, non-essential analytics and marketing cookies will not be activated until the visitor makes an appropriate cookie choice.

Canadian privacy guidance recognizes that online tracking and behavioural advertising can involve personal information and meaningful consent requirements.

You can:

Use our cookie-preference tool, where available
Reject non-essential cookies
Delete cookies through your browser
Block cookies through browser settings
Use available advertising preference controls

Some website functions may not operate correctly when cookies are disabled.

9. Promotional Emails

If you subscribe, request information, become a client, or otherwise provide legally valid permission, we may send:

Product announcements
Educational material
Demo invitations
AI receptionist information
Promotional offers
Newsletters
Event invitations
Service updates

You may unsubscribe at any time by:

Selecting the unsubscribe link in an email, or
Emailing support@roboagents.org

We may retain a limited suppression record after an unsubscribe request to ensure we do not add the address back to promotional lists.

Messages required for an account, contract, service, security issue, inquiry, or transaction may still be sent where permitted.

Canada’s Anti-Spam Legislation regulates commercial electronic messages, including consent and unsubscribe requirements, while PIPEDA also applies to the handling of email addresses as personal information.

10. How We Share Information

We may share information with service providers that support:

Website hosting
Cloud infrastructure
AI and language processing
Speech recognition
Text-to-speech services
Telephone and messaging services
Call transcription or summarization
Appointment scheduling
Customer relationship management
Contact forms
Email delivery
Analytics
Advertising
Cybersecurity
Customer support
Accounting and payment processing
Legal and professional services

Our providers have not yet been finalized and may change as our services develop.

We may also disclose information:

With the relevant business client
With a person you ask us to contact
To complete an authorized transfer or callback
To comply with a subpoena, court order, or legal requirement
To investigate fraud, security incidents, or misuse
To protect legal rights or safety
During a merger, financing, restructuring, sale, or transfer of business assets
With consent
As otherwise permitted or required by law

We do not sell personal health information.

11. Data Location and International Processing

RoboAgents intends to prefer Canadian data hosting and storage where commercially and technically practical.

However, because our final technology providers have not yet been selected, we cannot guarantee that every category of information will remain exclusively in Canada.

Depending on the selected provider and service configuration, information may be:

Stored in Canada
Processed temporarily outside Canada
Routed through servers in another jurisdiction
Accessible to a provider’s support or infrastructure personnel in another country

When information is processed outside Canada, it may be subject to the laws of the applicable jurisdiction and may be accessible to courts, law-enforcement agencies, or government authorities under those laws.

PIPEDA does not categorically prohibit transfers to another jurisdiction, but organizations must remain accountable and transparent about cross-border processing and applicable risks.

Before onboarding a dental clinic that requires Canadian-only data residency, RoboAgents will need to confirm that the selected provider, contract, backups, subprocessors, support access, and network routing satisfy that requirement.

12. Data Retention

We retain information only for as long as reasonably necessary for its identified purpose, unless a longer period is required or permitted by law.

Until more specific client and vendor retention schedules are established, RoboAgents intends to apply the following default periods:

Website inquiries and demo requests

Generally retained for up to 24 months after the last meaningful interaction.

Active client records

Retained throughout the client relationship and generally for up to seven years afterward where required for tax, accounting, contractual, dispute, or legal recordkeeping.

Marketing information

Retained until:

Consent is withdrawn
The individual unsubscribes
The information is no longer needed
Continuing to retain it is no longer appropriate

A minimal unsubscribe or suppression record may be retained longer to respect the person’s request.

Website analytics

Generally retained for up to 14 months, unless the selected analytics provider applies a shorter period or aggregated information is no longer identifiable.

Call recordings, transcripts and summaries

Where these features are enabled, service data will generally be retained for no longer than 12 months, unless:

The client selects a shorter period
A longer period is required to provide the requested service
A legal hold applies
The information is required for a complaint, dispute, security investigation, or legal obligation
A different period is established in the client agreement

For personal health information, RoboAgents will seek to use the shortest retention period reasonably compatible with the clinic’s instructions, legal requirements, operational needs, and security obligations.

Security logs

Generally retained for up to 24 months, unless a longer period is necessary to investigate or document a security incident.

These periods are internal starting points, not statements that a particular period is required by law or universally accepted as an industry standard.

When information is no longer required, we may securely delete, destroy, de-identify, or anonymize it, subject to legal and technical limitations such as backups and disaster-recovery systems.

13. Security Safeguards

We seek to use administrative, technical, and physical safeguards appropriate to the sensitivity of the information.

Safeguards may include:

Role-based access
Strong passwords
Multi-factor authentication
Encryption where available
Restricted administrative privileges
Secure hosting
Logging and monitoring
Confidentiality obligations
Vendor risk reviews
Contractual privacy requirements
Backup protections
Secure deletion procedures
Incident-response processes
Employee and contractor training

PIPEDA requires safeguards appropriate to the sensitivity of the personal information being protected.

No website, AI service, cloud platform, telephone network, or transmission method is completely secure. We cannot guarantee absolute security.

14. Privacy and Security Incidents

If we become aware of unauthorized access, collection, use, disclosure, loss, alteration, or destruction of information, we may:

Investigate the incident
Contain and remediate the issue
Preserve relevant records
Notify the affected client
Notify individuals or regulators where required
Take steps to reduce the risk of recurrence

PIPEDA contains obligations concerning breaches of security safeguards, including reporting, notification, and recordkeeping requirements in applicable circumstances.

15. Access and Correction

Subject to applicable law, you may request:

Access to personal information we hold about you
Correction of inaccurate information
Information about how your information has been used
Information about certain disclosures
Withdrawal of consent
Deletion where legally available
A review of a privacy concern

Send requests to:

support@roboagents.org

We may need to verify your identity before responding.

Where RoboAgents processes information for a dental clinic, contact the clinic first. The clinic may be responsible for responding to access or correction requests concerning a patient record.

16. Your Marketing and Cookie Choices

You may:

Unsubscribe from promotional emails
Reject non-essential cookies
Change available cookie preferences
Disable cookies in your browser
Request correction of your contact information
Withdraw consent where applicable
Ask questions about our information practices

Withdrawing consent does not affect processing that occurred lawfully before withdrawal.

17. Children and Minors

The RoboAgents website is intended for businesses and authorized business representatives, not children.

We do not knowingly seek personal information directly from children through our sales or demonstration forms.

Information relating to a minor may be processed through a client’s AI receptionist where it is provided by a parent, guardian, patient, or authorized representative and handled according to the client’s instructions and applicable law.

18. Automated Processing

Our services may use artificial intelligence to:

Understand caller requests
Convert speech into text
Generate approved responses
Identify the reason for a call
Summarize conversations
Capture contact information
Route calls
Support appointment or callback workflows

AI systems can make mistakes. Clients should establish human-review and escalation procedures for sensitive, unusual, urgent, or clinically relevant situations.

RoboAgents does not authorize an AI receptionist to independently diagnose a condition, provide treatment instructions, guarantee insurance coverage, or make final clinical decisions.

19. Third-Party Websites and Services

Our website may link to third-party websites, booking platforms, social-media services, or other tools.

Third parties maintain their own privacy practices. RoboAgents is not responsible for the privacy practices of a third party acting independently from us.

Review the relevant third-party privacy policy before providing information.

20. Changes to This Policy

We may update this policy when:

Our services change
We select new providers
Data flows change
Recording or transcription features are introduced
Retention periods change
Legal requirements change
We add advertising, analytics, or integrations

The revised policy will be posted on this page with a new “Last updated” date.

Where appropriate, we may provide additional notice by email, website banner, client communication, or another reasonable method.

21. Privacy Complaints

Privacy Contact
RoboAgents
Ontario, Canada
Email: support@roboagents.org
Website: roboagents.org

We will review privacy complaints and seek to respond within a reasonable time.

Depending on the issue, an individual may also be entitled to contact:

The Office of the Privacy Commissioner of Canada
The Information and Privacy Commissioner of Ontario
Another applicable privacy regulator

PHIPA permits eligible individuals to bring privacy complaints to Ontario’s Information and Privacy Commissioner.

22. Contact Us

For privacy questions, consent withdrawal, access requests, corrections, or complaints, contact: