Privacy Policy

This policy explains what personal information Nametech Canada Ltd. collects, why we collect it, where it is kept and what you can ask us to do with it. We follow British Columbia's Personal Information Protection Act (PIPA), and the federal Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies, and Canada's anti-spam law (CASL).

1. Who is responsible

Nametech Canada Ltd., #115 - 14398 60 Ave, Surrey, BC V3X 2N5, Canada, is responsible for the personal information described here. Our Privacy Officer answers questions, access requests and complaints: email info@nametech.ca with "Privacy" in the subject line, or call +1 604-900-2060.

2. The short version

• This website sets no cookies, runs no analytics and carries no advertising or tracking pixels.
• Fonts and images are served from our own site. A Google map loads only if you click to show it.
• We collect personal information only when you give it to us: a form, a booking, an email, a text or a phone call.
• What you send is stored in our own client management system, in a database located in Canada.
• We do not sell personal information, and we do not upload contact lists to advertising platforms.

3. What we collect, and why

Contact form

Your name, email address, phone number, subject and message, and the page you sent it from. We use these to reply to your enquiry by email, phone or text and to keep a record of the conversation.

Free assessment booking

Your name, email address, phone number, business name, website and what you need help with, plus the time you chose. We use these to hold your time, to prepare for the call by looking at your public website and online presence, and to send you a confirmation email with a calendar invite and one confirmation text message.

Job and contract applications

Your name, email address, phone number, where you are based, your overlap with Pacific time, a link to your portfolio or profile, your availability and rate, and what you tell us about yourself. We use this only to assess you for the role and to contact you about it. We do not use application information for marketing.

Phone calls and text messages

When you call or text one of our business numbers we receive your phone number and the content of the call or message. Some calls are answered by an AI assistant, which uses a synthetic voice modelled on our founder with her consent. It says at the start of every call that it is an AI assistant and that the call is recorded, and it says the same when it calls a business on our behalf. Calls may be recorded and transcribed so that we can respond accurately, keep a record of what was asked and improve how we answer. The AI services it uses are set so they do not train their models on what you say. We do not create voiceprints or use recordings to identify people by their voice. You can ask to deal with a person at any time.

Meetings

With your agreement, we may record a meeting with you, in person or online, so that our notes are accurate. The recording and its transcript are kept with your client record in Canada. You can ask us not to record, or to delete a recording, at any time.

Email

If you email us, we keep the message and your address so we can answer and keep a record of the conversation.

Technical information

Our hosting provider keeps standard server logs (such as IP address, browser type and the page requested) for security and troubleshooting. To stop spam and abuse, our forms record the sending IP address for about 24 hours and measure how quickly a form was filled in. We do not use this information to identify or profile you.

Client project information

When you become a client we also handle the information needed to do the work and to bill you, as described in your service agreement.

4. Where your information goes inside Nametech

Form submissions, bookings and messages are saved in our own client management system. That system alerts our team by email and text message so someone can respond. Only the people at Nametech who need the information to do their work can see it.

5. Consent, and messages from us

We rely on your consent, which you give when you send us your details for the purposes described where you send them. When you contact us we reply about that enquiry. We send marketing email or text messages only if you have agreed to receive them or the law otherwise allows it, every marketing message identifies us and tells you how to unsubscribe, and we act on an unsubscribe request within 10 business days. You can reply STOP to any text message. You can withdraw your consent at any time by contacting the Privacy Officer, although we may then be unable to help with your request.

6. Service providers, and information outside Canada

We use service providers to run our systems. They may process personal information on our behalf, only for our purposes, under their agreements with us. Our main database is located in Canada. Some providers process information in the United States, where it can be subject to the laws of that country, including lawful access by its courts and authorities. The AI services we use are set so they do not use your information to train their models; our AI trust page at nametech.ca/ai-trust/ lists each one, where it runs and how that is set.

• Website and application hosting: Vercel (United States).
• Database: Supabase (hosted in Canada).
• Email: Microsoft 365, with SendGrid as a delivery service.
• Calendar invites and video meetings: Google Calendar and Google Meet.
• Text messages and phone service: Twilio (United States).
• Call transcription, the AI assistant and its voice: Deepgram, Anthropic and ElevenLabs (United States).
• Maps, only if you choose to load the map: Google Maps.

7. Advertising and analytics

This site does not use analytics or advertising trackers today. If that changes, we will update this policy first. We do not give your contact details to advertising platforms to build or measure audiences unless you have expressly agreed.

8. Reviews shown on this site

We display reviews that clients posted publicly on our Google listing, with the name and profile picture they chose to show there. If a review of yours appears on this site and you would like it removed, email info@nametech.ca and we will remove it.

9. How long we keep information

• Enquiries and bookings that do not become client work: up to 24 months after our last contact with you.
• Job and contract applications: up to 12 months after the role is filled or closed, unless you ask us to keep your details longer.
• Call and meeting recordings and their transcripts: kept with your client or enquiry record in our storage in Canada. You can ask us to delete them at any time.
• Client records, agreements and invoices: for the life of the relationship and then as long as tax and business law requires, generally seven years.
• Spam protection records: about 24 hours.

When information is no longer needed we delete it or make it anonymous.

10. How we protect information

Our systems use encrypted connections, access limited to named team members, protection against automated form abuse and regular backups. No system is perfectly secure. If a security incident creates a real risk of significant harm to you, we will tell you promptly and report it to the regulator where the law requires.

11. Your rights

You can ask what personal information we hold about you, ask for a copy, ask us to correct it, or withdraw your consent. Email the Privacy Officer at info@nametech.ca. We answer within 30 business days and there is no charge for a reasonable request. If you are not satisfied with our answer, you can complain to the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).

12. Children

This site and our services are for businesses. We do not knowingly collect personal information from children.

13. When we work for our clients

When we build or run a website, CRM, booking system or AI phone assistant for a client, that client decides what personal information is collected and why, and the client's own privacy policy applies. In those cases we act as the client's service provider and handle the information only on the client's instructions.

14. Residents of Quebec and the United States

We are a British Columbia company and we offer our services mainly in Canada. If you live in Quebec or the United States and contact us, you have the same rights described in section 11, and we will answer your request in the same way.

15. Changes to this policy

We will update this policy when what we do changes, and the date at the top shows the current version. If a change is significant, we will say so clearly on this page.