Privacy Policy

1. Who Is Responsible

Mahoric AI Inc. is responsible for the personal information described in this policy. Our founder, JM Mahoro, is the person accountable for our privacy practices. Send privacy questions, requests, and complaints to jm@mahoricai.com with "Privacy" in the subject line.

2. Information We Collect

We collect information in a few practical ways:

• Receptionist quote requests: business and contact details, estimated call volume, opening hours, languages, phone and booking systems, requested features, and setup requirements you provide so we can prepare and follow up on your quote. With each request we also keep the IP address and browser user agent it came from, and any ad or campaign tags in the page link (such as utm_source), to limit abuse and see which ads bring enquiries.
• Facebook and Instagram lead forms: if you fill in one of our lead forms inside Facebook or Instagram, Meta collects your answers (such as your name, email address, phone number, business name, and the questions on the form) and passes them to us. Meta may ask you to confirm your phone number with a text-message code. That check is run by Meta. Meta's own privacy policy applies to what Meta collects and keeps.
• Workflow review and contact details: name, company, email address, website, and the workflow or business problem you choose to describe.
• Intake and demo form details: business name, contact name, role, industry, region, revenue range, booking tool, pain point, website, city, phone number, email address, source page, and case-study preference where a legacy demo form asks for it.
• Chat and booking details: chat messages, a session identifier, lead details you provide in chat, the name, email address, and answers you give when you book a time, and booking identifiers from our scheduling providers when a booking is completed.
• Phone calls to our line: when you call +1 (506) 229-0175, our AI receptionist answers. We receive your phone number, what you tell it (such as your name, business, email address, and reason for calling), and a recording, transcript, and summary of the call. The receptionist tells you at the start of the call that it is an AI and that the call is recorded.
• Site and device data: page views, button events, browser and device information, IP address or hashed IP address, user agent, referring pages, and performance data used to keep the site secure and useful.
• Communications: emails, replies, meeting notes, or support requests you send to Mahoric AI.

3. How We Use Information

We use information to:

• Respond to your request, prepare a quote, and follow up by email, phone, or text.
• Schedule meetings and send booking confirmations or related reminders.
• Follow up on calls to our line. We also review call recordings and transcripts to fix mistakes and improve how our receptionist answers.
• Understand which ads, pages, and industries bring useful enquiries.
• Operate, secure, troubleshoot, and improve the website, forms, chat, and booking flow.
• Rate-limit abuse, reduce spam, and diagnose technical errors.
• Meet legal, accounting, security, and business record obligations.

We use your information only for the purpose you gave it for, or a purpose closely related to it. If we want to use it for something new, we will ask you first unless the law allows otherwise.

4. AI Chat, AI Calls, and Sensitive Information

The site chat may use a third-party AI provider to generate replies and may store chat messages so we can continue the conversation, understand booking intent, and improve the experience. If a free-tier provider such as Google Gemini is enabled, prompts and responses may also be used by that provider to improve its services under its applicable terms.

Calls to our line are answered by an AI voice agent run on Retell AI. Speech on the call is processed by Retell and the AI model providers it uses to understand you and reply. If you would rather not be recorded, hang up and email us at jm@mahoricai.com instead.

Do not share passwords, payment details, health information, confidential client files, or other sensitive information through our forms, chat, or phone line unless Mahoric AI has separately agreed in writing to handle that information. Chat replies and our receptionist's answers are informational. They do not replace legal, medical, financial, compliance, or other professional advice.

5. Service Providers and Sharing

We do not sell personal information. We share information only when it is needed to operate the site, respond to you, deliver services, comply with law, or protect our rights. Depending on which features are configured or used, service providers may include:

• Hosting, security, analytics, and performance providers, including Vercel.
• Analytics tools such as Vercel Analytics, Google Analytics, or Microsoft Clarity when enabled.
• Meta (Facebook and Instagram), for our ads, our Facebook and Instagram lead forms, and ad measurement.
• Scheduling providers such as Cal.com and Calendly.
• Google (Gmail, Google Calendar, and Google Meet), for email, calendar invitations, and video calls.
• Voice AI and phone providers such as Retell AI and Twilio, which answer and process calls to our phone line, and the AI model providers they use.
• Email delivery providers such as Brevo or Resend.
• Database hosting such as Supabase for storing and managing form submissions.
• AI processing providers used to respond to chat messages or evaluate workflow requests, such as Groq or Google Gemini when enabled.

These providers process information on our behalf or under their own terms, depending on the feature. We may also disclose information if required by law, to prevent abuse or fraud, or as part of a business transaction such as a merger, financing, or asset transfer.

6. Cookies, Analytics, and Tracking

The site may use cookies, local storage, embedded scheduling scripts, analytics scripts, and similar technologies to remember chat state, measure page performance, understand site usage, and improve the visitor experience. You can control cookies through your browser settings, and some analytics tools provide their own opt-out mechanisms.

When we turn on the Meta pixel to measure website ads, this site uses the Meta pixel and the Meta Conversions API to measure which ads lead to a phone call, a quote request, or a booked call. The pixel sets cookies in your browser and records page views. Beyond page views, we send Meta an event in three cases: when you tap one of our phone numbers on the page, when your quote request has been saved, and when you book a call through the scheduler. A phone tap records only that you tapped and where on the page. It does not tell Meta whether the call connected or anything said on it.

Each of these events is also sent to Meta from our server, with your IP address, browser user agent, and the Meta cookie identifiers. For a saved quote request or a booking, the server event also includes a one-way hashed copy of the email address, phone number, and name you gave us, where you gave them. They are hashed before they leave our server, so Meta receives a scrambled value rather than the details themselves. We do not send Meta your quote answers, your chat messages, or the contents of your calls, and we do not send an event when you simply open a form or click another button.

Google Analytics and Vercel Analytics record the same actions without your name, email address, or phone number. For a saved quote request they also record the business type and number of locations you chose.

You can limit this by blocking third-party cookies in your browser, by using a tracking blocker, or through the ad preference controls in your Meta account. Blocking it does not change anything about the site, your quote, or your booking.

7. How Long We Keep Information

We keep personal information only as long as we need it for the purposes in this policy, and then delete it or remove what identifies you. Our current schedule:

• Call recordings and transcripts from our line: deleted within 90 days of the call.
• Enquiries, quote requests, lead form answers, and booking details that do not lead to working together: deleted within 24 months of our last contact with you.
• Customer and billing records: kept while you are a customer, then for as long as Canadian tax and business record rules require.

We may keep specific information longer if we need it to answer a complaint, handle a legal claim, or meet a legal obligation, and only for as long as that need lasts. If you ask for access to your information, we keep it long enough for you to use your rights. Copies held by Meta, Cal.com, Calendly, and other providers under their own terms follow their retention policies.

8. How We Protect Information

Access to personal information is limited to people at Mahoric AI who need it, which today is our founder. Information is sent to the site over encrypted connections (HTTPS), and we use password-protected accounts with established providers to store it. These safeguards suit a small business, but no internet service can guarantee absolute security.

If a breach of our safeguards creates a real risk of significant harm to you, we will tell you as soon as we can and report it to the Office of the Privacy Commissioner of Canada, as the law requires. We keep a record of every breach of our safeguards.

9. Processing Outside Canada

Mahoric AI is based in Canada, but many of our providers, including Meta, Google, Cal.com, Calendly, Retell AI, Vercel, and Supabase, may process or store information in the United States or other countries. While it is outside Canada, it is subject to the laws of those countries, and courts, law enforcement, and national security authorities there may be able to access it.

10. Your Choices and Rights

You may ask us for access to the personal information we hold about you, ask for a correction, ask us to delete it where the law allows, withdraw your consent, or ask us to stop sending marketing messages. Email jm@mahoricai.com. We may need to confirm your identity first. We will reply within 30 days, or tell you within that time if we need longer and why.

Every commercial email from us identifies Mahoric AI Inc., gives a way to contact us, and tells you how to unsubscribe. To stop our emails or texts, reply "unsubscribe" or write to jm@mahoricai.com. We act on it within 10 business days.

If you are not satisfied with how we handle your request or complaint, you can contact the Office of the Privacy Commissioner of Canada.

11. If You Call a Business That Uses Our Receptionist

When we run an AI receptionist for a client business, we handle its callers' information on that business's behalf and under our agreement with it. That business decides how the information is used, and its own privacy policy applies. Send questions about those calls to the business you called.

12. Children

Mahoric AI is a business-to-business website and is not directed to children. We do not knowingly collect personal information from children through this site.

13. Changes and Contact

We may update this policy as the website, services, or legal requirements change. The updated version will be posted on this page with a new "Last updated" date.

Privacy questions or requests can be sent to jm@mahoricai.com.