Introduction

Scaleruns (“we”, “us” or “our”) is a Canadian company based in Alberta, providing AI voice receptionist services that answer calls, handle inquiries, book appointments in your calendar, and log call details to your CRM. We are committed to protecting your privacy and safeguarding personal information in our care. This Privacy Policy describes how we collect, use, disclose, and protect information when you use Scaleruns’ websites, applications, and voice assistant services (collectively, the “Services”). By using our Services, you agree to the terms of this Privacy Policy and consent to the collection, use, and disclosure of your information as described below.

Scaleruns operates in Alberta and complies with applicable Canadian privacy laws, primarily the Alberta Personal Information Protection Act (PIPA) (and, as applicable, Canada’s Personal Information Protection and Electronic Documents Act, PIPEDA). In this Policy, “personal information” means information about an identifiable individual (excluding business contact information used solely to communicate with a person in their business capacity). We have designated a Privacy Officer to oversee our privacy practices and ensure compliance with PIPA. If you have any questions or concerns about this Policy or our data practices, please see the Contact Us section below.

We collect several categories of information in order to provide and improve our Services. This includes:

Personal and Account Information

When you inquire about Scaleruns or register for our Services, we collect personal contact details such as your name, company name, business address, phone number, and email address. If you purchase our Services, we may also collect billing-related information (e.g. billing address). Payment information (such as credit card numbers) is not stored on our servers – instead, we use a secure third-party payment processor (e.g. Stripe) to handle all payment transactions. Please refer to Stripe’s privacy policy for details on how it protects your payment data.

Call and Voice Interaction Data

As an AI receptionist service, Scaleruns processes information related to phone calls and voice interactions on your behalf. This may include audio recordings of calls (if call recording is enabled) and automated transcripts of those calls generated via speech-to-text technology. We also collect call metadata such as the caller’s phone number, call start and end time, duration, and call direction (inbound or outbound). In addition, our system logs the content of the conversation in summary form (e.g. appointment details or answers provided) and any outcomes (for example, whether an appointment was booked or a message was taken). This voice interaction data allows us to perform the core functions of the service and provide you with records of each call (including sending you call summaries and transcripts via email or to your CRM).

CRM and Calendar Integration Data

If you choose to integrate Scaleruns with third-party systems such as your customer relationship management (CRM) software or online calendar, we will access and process relevant data from those systems with your authorization. For example, our AI assistant can retrieve your calendar availability and create or update appointments directly in your calendar, and it can log call notes or new contacts into your CRM. The types of information we may handle through integrations include your calendar event details (dates, times, invitee names), contact information from your address book or CRM (e.g. client names, phone numbers, email addresses), and other CRM records necessary to route calls or record call outcomes. We receive this information only to the extent needed to perform the integration – for instance, pulling customer data to personalize call interactions, or writing call results back to your CRM at your direction. Your use of any third-party integration is voluntary and governed by that provider’s terms and privacy policy. Scaleruns is not responsible for the data practices of the third-party services you connect to our platform.

Technical, Diagnostic and Log Information

When you use our Services (for example, by accessing our web dashboard or if our system encounters an error handling a call), we automatically collect certain technical information. This includes device and network identifiers such as your computer or smartphone’s IP address, browser type, operating system, and other details about your environment. We also maintain logs of system activity related to your use of the Services – for instance, records of login times, features used, call routing events, and any error or crash reports. If you experience a technical issue, we may request additional diagnostic information (such as log files or screenshots) to troubleshoot the problem. Any diagnostic data collected is used solely to debug, improve, and ensure the stability of our Services.

Cookies and Web Tracking Data

Like most websites and cloud services, we use cookies and similar tracking technologies (such as web beacons and pixels) on our websites and portals to collect usage data (“Website Navigational Information”). Cookies are small text files placed on your device that help us recognize you on future visits, keep you logged in, and understand how you interact with our site. The information we gather through cookies and web beacons includes standard internet log data and analytics information – for example, your browser type and language, Internet Protocol (IP) address, pages or features you access, time spent, and links clicked. We use this data to analyze web traffic, enhance the user experience, and tailor our communications.

Some cookies are necessary for the site to function (e.g. to remember your login session), while others are used for analytics or advertising. Third-party analytics services (such as Google Analytics) may set their own cookies to collect information about how visitors use our site, which helps us understand user behavior and improve our Services. We also partner with third-party advertising networks (including Google and others) that use cookies to serve ads about Scaleruns on other websites you visit, based on your prior visits to our site. These advertising cookies do not reveal your identity to us, but they allow us to provide relevant promotions. You can opt out of personalized Google ads by adjusting your Ad Settings or by using industry opt-out tools like the Digital Advertising Alliance’s consumer choice page. Most web browsers also allow you to delete or block cookies – however, please note that if you disable cookies, some features of our website or Services may not function properly.

How We Use Your Information

Providing and Improving the Services

To operate and maintain the core functionalities of our AI receptionist Services. For example, we use call audio and transcripts to understand caller requests and respond appropriately, to book appointments or route calls as directed, and to send you call summaries. We analyze conversation data (in anonymized or aggregated form) to continually improve our AI models and call-handling algorithms. Your information is also used to configure and optimize integrations you enable (e.g. syncing with your CRM or calendar).

Account Management and Support

To create and manage your account, authenticate you when you log in, and provide customer support. We use your Personal and Account Information to identify you and communicate with you about your use of the Services.

Communication and Updates

To send administrative information such as confirmations, invoices, security alerts, and updates about new features or enhancements. With your consent, we may also send marketing communications. You can opt out of marketing emails at any time.

Analytics and Service Improvement

To measure usage of our website and Services, understand user preferences, and improve user experience.

Payments and Transactions

To process subscription fees or other transactions through our third-party payment processor (Stripe).

Security and Fraud Prevention

To protect the integrity of our Services and users, detect and prevent unauthorized access or fraud, and verify activity legitimacy.

Legal Compliance

To comply with legal and regulatory obligations, including recordkeeping for tax and accounting purposes and responding to lawful requests.

Disclosure of Your Information

Scaleruns respects the confidentiality of your personal information. We do not sell, rent, or trade your personal data. We only share information as follows:

Service Providers

Trusted third parties performing services like hosting, telephony, analytics, and payment processing. These providers have access only as needed and must protect your data.

Business Partners and Integrations

When you enable integrations or direct us to share data with third-party tools (e.g. CRM or calendar systems), we do so under your authorization.

Affiliates

Shared for internal administration or to provide additional requested services.

Legal Requirements and Protection

Disclosed as needed to comply with laws, court orders, or to prevent fraud or harm.

Business Transfers

Shared if Scaleruns is involved in a merger, acquisition, or similar transaction, with continued protection.

With Your Consent

If you explicitly request or approve sharing.

Aggregated or De-Identified Data

Shared in a form that does not identify individuals.

Data Storage and International Transfer

Your personal information may be stored or processed outside Canada (e.g., in the U.S.) by our service providers. We take steps to ensure appropriate protections and legal compliance. Note that foreign authorities may access data under local laws. By using our Services, you consent to these transfers.

Data Retention and Deletion

We retain personal data as long as necessary for its purpose or as required by law. Upon account closure or deletion requests, we remove data from active systems and restrict any legally required retention.

Data Security

Scaleruns uses administrative, technical, and physical safeguards to protect personal information, including:

Encryption

HTTPS/TLS in transit and encryption at rest.

Access Controls

Role-based permissions and authentication.

Network Security

Firewalls and active monitoring.

Organizational Policies

Staff training, confidentiality agreements, and incident response protocols.

Despite safeguards, no system is fully secure. We notify affected individuals and authorities of any significant breach as required by PIPA.

Your Rights and Choices

Under PIPA and other applicable laws, you have rights to:

Access and Correction

Request to view or correct your data.

Withdrawal of Consent

Withdraw consent for processing (subject to service limitations).

File Complaints

Contact our Privacy Officer or Alberta’s Office of the Information and Privacy Commissioner.

Other Rights

Individuals outside Canada (e.g., EU/UK residents) may have additional rights like data portability or erasure.

To exercise your rights, contact us using the details below. We may verify your identity before processing requests.

Changes to This Privacy Policy

We may update this Policy periodically. Material updates will be posted with a revised “Last Updated” date. Continued use of the Services constitutes acceptance of the revised terms.

Contact Us

Privacy Officer – Scaleruns

Email: privacy@scaleruns.com
Phone: (403) 800-0719
Mailing Address: Scaleruns Inc., Attn: Privacy Officer, Calgary, Alberta, Canada

We will respond promptly to inquiries and concerns.