AccuFrame Privacy Policy

Introduction

AccuFrame ("AccuFrame", "we", "us", or "our") is a sole proprietorship operated by Gaby Mai in Canada. We operate AccuFrame, a voice-first business management platform for contractors. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our platform at accuframe.ca (the "Service").

We comply with:

• PIPEDA (Personal Information Protection and Electronic Documents Act) — the federal law that applies across Canada, including Ontario
• Quebec Law 25 (Act Respecting the Protection of Personal Information in the Private Sector) — for Quebec residents
• CASL (Canada's Anti-Spam Legislation)
• Substantially similar provincial legislation where applicable (including PIPA in British Columbia and Alberta)

By using AccuFrame, you consent to the practices described in this Privacy Policy.

1. Definitions

2. Information We Collect

2.1 Information You Provide

Account Information:

• Full name and email address
• Business name
• Password (stored in encrypted/hashed form)

Business Configuration:

• Company logo
• Tax rate settings
• GST/HST registration number (optional, if you choose to provide it)

Service Data:

• Client contact information you enter (which may include client name, email, phone, and address)
• Quotes and invoices
• Job and project details
• Notes

Payment Information:

• Identifiers that link your account to Stripe (such as a Stripe customer and subscription ID), which we store to manage your subscription and billing
• We do not store your full payment card numbers; Stripe handles all payment card processing

2.2 Information Collected Automatically

Usage Data:

• Voice session counts and timestamps used to operate and meter your subscription
• Error logs needed to keep the Service running

Note on analytics: We do not currently use third-party analytics, advertising, or behavioral tracking services, and we do not store your IP address.

Voice Interaction Data:

• Transcribed text from your voice commands
• Intent classifications used to carry out your commands
• Voice session timestamps
• We do NOT store raw audio recordings. Audio is streamed to our speech-to-text provider for transcription and then discarded.

2.3 Information from Third Parties

• Stripe: Payment status and transaction confirmations

3. How We Use Your Information

3.1 Service Delivery

• Creating and managing your account
• Processing quotes, invoices, and payments
• Enabling voice-based interactions
• Providing customer support

3.2 Service Operation and Improvement

• Keeping the Service running and metering subscription usage
• Fixing bugs and technical issues
• Developing new features
• Using anonymized, aggregated information to maintain and improve the Service

We do not sell your personal information, and we do not use your data to train AI models. See Section 4 for how AI processing works.

3.3 Communications

• Service announcements and updates
• Security and account alerts
• Marketing communications (only with your consent, with opt-out available)

3.4 Legal and Compliance

• Complying with legal obligations
• Enforcing our Terms of Service
• Protecting against fraud
• Responding to lawful requests

3.5 Legal Basis for Processing

4. Voice Data and AI Processing

4.1 How Voice Features Work

1. Your voice is captured by your device's microphone.
2. Audio is streamed to our speech-to-text provider (Deepgram) and discarded after transcription.
3. The transcribed text is processed by our AI provider (Anthropic) to understand your intent.
4. Actions are executed based on your commands.
5. Responses are converted to speech (ElevenLabs).

4.2 Voice Data Retention

We do NOT store raw audio recordings.

To keep the assistant on track during a session, we briefly hold your recent conversation (a limited rolling window of recent turns). This is operational memory needed to run the voice assistant, not a permanent transcript archive, and it is removed when you delete your account or your data is anonymized.

4.3 AI Processing — No Model Training

• Your voice commands are processed by Anthropic to understand intent and operate the assistant.
• We do not use your data to train AI models. Our AI providers process your requests to deliver the Service; your content is not used by us to build or train models.
• AI processing occurs over encrypted connections.

4.4 AI Business Coaching

If you enable AI Business Coaching in your privacy settings, the assistant keeps a per-user coaching memory (such as session summaries, themes, and goals) so it can provide more relevant guidance over time. This is your own context used to help you — it is not used to train AI models and is not shared with other users. You can turn AI Business Coaching off at any time in Settings, which stops the assistant from reading or adding to this memory. This memory is deleted when your data is anonymized or your account is deleted.

4.5 Using AccuFrame Without Voice

Voice features are optional. You can use AccuFrame through the standard interface without using voice.

5. Information Sharing and Disclosure

5.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information.

5.2 Service Providers (Sub-Processors)

We share data only with the providers needed to operate the Service:

Each provider maintains its own security and compliance program. We choose reputable, industry-standard providers; we do not represent their certifications as our own.

5.3 Business Users and End Clients

• Business Users can access their End Clients' contact information and transaction history.
• End Clients can access quotes and invoices sent to them.
• We do not share End Client information between different Business Users.

5.4 Legal Requirements

We may disclose information if required by law, including:

• Court orders or subpoenas
• Government or regulatory requests
• To protect our legal rights
• In connection with a sale or transfer of the business

5.5 With Your Consent

We may share information for other purposes with your explicit consent.

6. Data Storage and Security

6.1 Where Data Is Stored

• Database and file storage: Supabase (Canada / United States regions)
• Application hosting: Vercel (global content delivery network)
• Payment data: Stripe (United States, PCI-DSS compliant)

6.2 Security Measures

We protect your information with the following measures that we operate directly:

• Tenant data isolation — each business's data is separated using a business_id, and Row-Level Security policies are enabled on our database tables to prevent one business from accessing another's data.
• Payment webhook verification — payment notifications are cryptographically signature-verified, so forged requests are rejected.
• Authenticated access — sensitive operations require authentication and verify your identity and role before proceeding.
• Secret isolation — service and provider keys are kept server-side and are never exposed in the browser.
• Encryption — data is encrypted in transit and at rest using the protections provided by our infrastructure providers (Supabase, Vercel, Stripe).

Our infrastructure providers maintain their own security programs and certifications. You can review their practices on their respective security/trust pages.

6.3 Breach Notification

If a privacy breach occurs that poses a risk of serious harm, we will notify affected individuals and the relevant authorities as required by applicable Canadian privacy law.

6.4 Data Isolation

AccuFrame uses a multi-tenant architecture with strict data isolation:

• Each Business User's data is separated using business_id.
• Row-Level Security policies prevent cross-tenant access.
• End Clients only see data explicitly shared with them.

7. Data Retention

After Account Deletion:

• When you request account deletion, there is a 30-day grace period during which you can cancel.
• After the grace period, your personal information is removed or anonymized.
• Certain financial records may be retained in anonymized form to meet legal and tax obligations.

8. Your Rights

8.1 PIPEDA Rights (All Canadians)

8.2 Additional Quebec Law 25 Rights (Quebec Residents)

8.3 How to Exercise Your Rights

You can exercise many of these rights directly in the app under Settings → Privacy, including requesting a data export and submitting privacy requests. You may also contact us:

Email: privacy@accuframe.ca
Response Time: Within 30 days (may extend to 60 days for complex requests, with notice)
Verification: We may request identity verification before processing requests
No Fee: Most requests are free

8.4 Privacy Officer (Quebec Law 25 Requirement)

Privacy Officer: Gaby Mai
Email: privacy@accuframe.ca

The Privacy Officer is responsible for:

• Handling privacy complaints and inquiries
• Ensuring compliance with applicable privacy laws
• Overseeing data protection practices

9. Cookies and Tracking

9.1 Cookies We Use

AccuFrame uses only essential cookies required for the Service to function:

These cookies are necessary to provide the Service. We do not use analytics, advertising, or behavioral tracking cookies.

10. Third-Party Services

AccuFrame relies on third-party providers. Each has its own privacy policy:

11. Children's Privacy

AccuFrame is not intended for use by individuals under 18. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

12. International Data Transfers

Some of our service providers are located outside Canada (primarily the United States). When data is processed internationally, we rely on providers that offer contractual and technical protections, and we remain accountable for your information under Canadian privacy law.

Countries where data may be processed: Canada, United States.

13. Changes to This Policy

We may update this Privacy Policy periodically. When we make material changes:

• We will post the updated policy at accuframe.ca/privacy
• We will update the "Last Updated" date
• For significant changes, we will notify you by email
• Your continued use after changes constitutes acceptance

14. Contact Us

AccuFrame (operated by Gaby Mai)

Privacy Officer: Gaby Mai
Privacy Inquiries: privacy@accuframe.ca
General & Support: support@accuframe.ca
Website: accuframe.ca

Office of the Privacy Commissioner of Canada:

• Website: priv.gc.ca
• Phone: 1-800-282-1376

Commission d'accès à l'information du Québec (Quebec residents):

• Website: cai.gouv.qc.ca
• Phone: 1-888-528-7741

This Privacy Policy was last updated on June 22, 2026.