Privacy Policy

1. Introduction

Westacott Solutions ("we," "us," or "our") is committed to protecting the privacy and personal information of individuals who visit our website and interact with our AI-powered website assistant. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with British Columbia's Personal Information Protection Act ("PIPA") and the federal Personal Information Protection and Electronic Documents Act ("PIPEDA").

This Privacy Policy applies to all personal information collected through our website at westacottsolutions.ca and through our AI-powered website chat assistant.

By using our website or engaging with our AI assistant, you acknowledge that you have read and understood the collection, use, and disclosure practices described in this Privacy Policy.

2. Accountability

Under Canadian privacy law, every organization must designate an individual who is responsible for ensuring compliance with privacy legislation.

All privacy-related inquiries, access requests, and complaints should be directed to the individual named above.

3. Information We Collect

3.1 Information You Provide Through the AI Assistant

Our website features an AI-powered chat assistant that helps visitors find information and connects you with our team. When you interact with the AI assistant, we may collect:

• Full name
• Email address
• Phone number
• Business name and/or job title
• Nature of your inquiry or service interest
• Any additional information you voluntarily share during the conversation
• Conversation transcripts and interaction logs

3.2 Information Collected Automatically

When you visit our website, certain information may be collected automatically through cookies and similar technologies, including:

• IP address and approximate geographic location
• Browser type and version, operating system, and device type
• Pages visited, time spent on pages, and referring URLs
• Interaction data with the AI assistant (e.g., session duration, pages where the assistant was engaged)

4. How We Use Your Information

Westacott Solutions uses your personal information only for purposes that a reasonable person would consider appropriate. We use your information to:

• Respond to your inquiries and provide the products or services you have requested
• Facilitate AI-powered conversations that help you find relevant information about our services
• Follow up on your inquiry, including providing quotes, scheduling consultations, or delivering requested information
• Improve our website and AI assistant through aggregated and anonymized usage analytics
• Comply with legal and regulatory obligations

5. Consent

5.1 Express Consent

You provide express consent when you voluntarily submit personal information through the AI assistant, such as typing your name, email address, or phone number into the chat conversation.

5.2 Implied Consent

In certain circumstances, consent may be implied, such as when you voluntarily initiate a conversation with our AI assistant and provide details about your inquiry for the clear purpose of receiving a response or follow-up.

5.3 Withdrawing Consent

You may withdraw your consent at any time by contacting us using the information provided in Section 2 of this policy. Please note that withdrawing consent may limit our ability to provide you with certain products, services, or information.

6. Use of Artificial Intelligence

Our website features an AI-powered chat assistant that interacts with visitors in real time. We believe in being transparent about how this technology works:

• Automated System: The AI assistant is an automated system, not a human representative. It uses natural language processing to understand your questions and provide relevant responses.
• Data Processing: Information you provide to the AI assistant is used to generate responses, capture your contact details so our team can follow up, and route your inquiry to the appropriate person. Conversation data may be reviewed by authorized personnel for quality assurance and service improvement.
• No Automated Decision-Making with Legal Effect: The AI assistant does not make decisions that produce legal effects or similarly significant effects concerning you. It is used for informational and lead-capture purposes only.
• Third-Party Technology Providers: Our AI assistant is powered by third-party artificial intelligence and software platforms. Your data may be transmitted to and processed by these providers in accordance with our data processing agreements and their privacy policies.
• Data Retention: Conversation logs from AI interactions are retained for 24 months and then securely deleted, unless a longer retention period is required by law.

7. Disclosure of Personal Information

Westacott Solutions does not sell, rent, or trade your personal information. We may share your information with:

• Third-Party Technology and Service Providers: Trusted providers who help us operate our website, AI assistant, customer relationship management tools, and related business systems. These providers are contractually required to protect your information and use it only for the purposes we specify.
• Legal and Regulatory Authorities: Where required or authorized by law, including in response to a court order, subpoena, or lawful request by a government authority, or to comply with breach notification obligations.
• Business Transactions: In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such transfer and any choices you may have.
• With Your Consent: Where you have provided express consent to share your information with a specific party.

8. Cross-Border Transfers

Some of our third-party service providers, including AI platform providers, may store or process your personal information in jurisdictions outside of British Columbia or Canada, including the United States. Where your information is transferred outside of Canada, it may be subject to the laws of that jurisdiction. We take contractual and other reasonable measures to ensure your information receives a comparable level of protection.

9. Safeguards

Westacott Solutions protects your personal information using security measures appropriate to the sensitivity of the information, including:

• Encryption of data in transit (e.g., SSL/TLS) and at rest where technically feasible
• Secure access controls, including password protection and role-based access to personal information
• Contractual obligations requiring third-party service providers to implement appropriate security measures
• Regular review and updating of security practices

While we strive to protect your personal information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

10. Data Retention

We retain your personal information only as long as necessary for the purposes it was collected, or as required by law:

• AI conversation logs and lead data: 24 months
• Website analytics data: 24 months
• Customer account and transaction records: as required by applicable tax and business law

When personal information is no longer needed, it is securely destroyed, erased, or anonymized.

11. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience and collect usage data:

• Strictly Necessary Cookies: Required for the website to function (e.g., session management, security).
• Analytics Cookies: Collect anonymized usage data to help us understand how visitors interact with our website and AI assistant.
• Functional Cookies: Remember your preferences and improve your experience (e.g., chat history within a session).

You may manage or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of our website and AI assistant.

12. Your Rights

Under BC's Personal Information Protection Act (PIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA), you have the following rights:

• Right of Access: You may request access to the personal information we hold about you. We will respond within thirty (30) days.
• Right of Correction: You may request correction of any inaccurate or incomplete personal information.
• Right to Withdraw Consent: You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice.
• Right to Challenge Compliance: You may challenge our compliance with this Privacy Policy and applicable privacy law by contacting the responsible person identified in this policy.

13. Children's Privacy

Our services are not directed at individuals under the age of majority in British Columbia (19 years of age). We do not knowingly collect personal information from minors. If we become aware that we have collected personal information from a minor without appropriate consent, we will take steps to delete that information promptly.

14. Privacy Breach Notification

In the event of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify the Office of the Privacy Commissioner of Canada and/or the BC Information and Privacy Commissioner as applicable, notify you directly as soon as feasible, and maintain records of all breaches of security safeguards.

15. Changes to This Policy

Westacott Solutions may update this Privacy Policy from time to time. When material changes are made, we will update the "Last Updated" date at the top of this policy.

1. Introduction

Westacott Solutions is committed to protecting the privacy and personal information of individuals who communicate with us via SMS text messaging, including through our missed-call text-back service. This section explains how we collect, use, disclose, and safeguard your personal information in accordance with British Columbia's Personal Information Protection Act ("PIPA"), the federal Personal Information Protection and Electronic Documents Act ("PIPEDA"), and Canada's Anti-Spam Legislation ("CASL").

By engaging with our SMS services, you acknowledge that you have read and understood the collection, use, and disclosure practices described in this Privacy Policy.

2. Information We Collect

2.1 Information Collected Through SMS and Missed-Call Text-Back

We operate an SMS-based communication service that includes a missed-call text-back feature. When you contact us by phone or text, we may collect:

• Phone number (including the number from which a missed call originates)
• Your name (if provided during the text conversation)
• Content of text message conversations
• Details about your inquiry, service needs, or interest in our products/services
• Date, time, and frequency of messages
• Any additional information you voluntarily provide via text

2.2 How the Missed-Call Text-Back Service Works

If you call Westacott Solutions and the call is not answered, our system may automatically send a text message to the phone number that placed the call. This text-back message acknowledges your call and offers to assist you via text. The conversation that follows may be handled by an automated system designed to either let you know we will return your call, or to gather basic information about your inquiry so that the right person can follow up with you.

3. How We Use Your Information

We use your information to:

• Acknowledge your missed call and offer assistance via text
• Understand your inquiry and gather enough information so we can follow up effectively
• Return your call or respond to your inquiry with relevant information
• Schedule appointments, provide quotes, or deliver requested service details
• Maintain records of communications for quality assurance and dispute resolution
• Comply with legal and regulatory obligations

We do not use our SMS services for marketing, promotional messaging, or advertising. Our text messages are limited to responding to your inbound contact and following up on your specific inquiry.

4. Consent

4.1 How We Obtain Consent

When you call our business, you are initiating contact with us. If your call is missed, the automated text-back message is a direct response to your inquiry. By continuing to engage in the text conversation and providing information such as your name or details about your needs, you are providing consent for us to collect and use that information to respond to and follow up on your inquiry.

4.2 Withdrawing Consent

You may withdraw your consent and stop receiving text messages from us at any time by replying "STOP" to any text message you receive from us, or by contacting us using the information provided above. We will process your opt-out request without delay.

5. Canada's Anti-Spam Legislation (CASL)

5.1 Nature of Our Text Messages

Our text messages are sent in direct response to your inbound contact (a missed call or a text you send to us). They serve to acknowledge your call, assist with your inquiry, and facilitate follow-up. We do not send unsolicited commercial or promotional text messages.

5.2 Message Identification

Text messages sent by our system will identify the name of the sender (Westacott Solutions) and how to reach us (phone number and/or email address).

5.3 Opting Out

You can stop receiving text messages from us at any time by replying "STOP." We will acknowledge your request and cease messaging without delay.

6. Disclosure, Safeguards, and Retention

The disclosure, cross-border transfer, safeguarding, and data retention practices described in the AI Website Assistant section above apply equally to personal information collected through our SMS services.

SMS conversation records are retained for 24 months. When personal information is no longer needed, it is securely destroyed, erased, or anonymized.

7. Your Rights

Your rights under Canadian privacy law as described in the AI Website Assistant section above apply equally to personal information collected through our SMS services.

8. Children's Privacy

Our services are not directed at individuals under the age of majority in British Columbia (19 years of age). We do not knowingly collect personal information from minors.