Privacy Policy

Who We Are

Kolvera is a digital marketing agency registered in Ontario, Canada, that builds AI-powered websites and automated call-answering systems for trades businesses. We operate under the business name Kolvera and can be reached at [email protected].

Information We Collect

We collect information in the following ways:

• Contact form: When you submit our inquiry form, we collect your name, email address, phone number, business name, trade type, and service area.
• AI phone agent: When you or your customers interact with our AI phone system (powered by OpenPhone/Quo), we collect caller phone numbers, conversation transcripts, and any details provided during the call such as job type, address, and availability.
• CRM data: We maintain records of business leads and clients including contact information, call history, interest level, proposal details, and notes from our sales process.
• Payment information: When you purchase our services, payment details are collected and processed by Stripe. We do not store your full card details on our systems.
• Usage data: We may collect basic analytics on how visitors interact with our website to improve user experience.

How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide the services you have requested
• Send service proposals and agreements via PandaDoc
• Process payments and manage billing through Stripe
• Schedule and conduct follow-up communications about our services
• Improve our products, services, and marketing based on feedback and usage patterns
• Comply with legal obligations

We do not sell your personal information to third parties. We do not use your information for automated decision-making that produces legal or similarly significant effects without human review.

Third Parties We Share Information With

To operate our business, we share information with the following trusted service providers:

• Stripe — Payment processing. Stripe processes card payments on our behalf and is PCI-DSS compliant. Stripe Privacy Policy
• PandaDoc — Document creation and e-signatures for service agreements and proposals. PandaDoc Privacy Policy
• OpenPhone / Quo — AI-powered phone call handling, transcription, and lead qualification. Conversation data is processed and stored by OpenPhone. OpenPhone Privacy Policy
• Anthropic (Claude) — AI services used to generate personalized content within our internal tools. Data shared is limited to business context and is not used to train Anthropic models.
• Netlify — Website hosting and form submission handling.

We may also disclose information if required by law or to protect the rights, property, or safety of Kolvera, our clients, or others.

How We Protect Your Information

We take reasonable technical and organizational measures to protect your information, including:

• All data transmitted to and from our website and systems is encrypted via HTTPS (TLS)
• Payment processing is handled entirely by Stripe, which maintains PCI-DSS compliance
• Access to client data in our CRM is restricted to authorized Kolvera personnel only
• We use reputable, security-certified third-party platforms for all data storage and processing

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy, or as required by law. Client and lead data is retained for a minimum of three years following the end of a business relationship for accounting and legal purposes. You may request earlier deletion as described below.

Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information, subject to legal retention requirements
• Withdraw consent for communications at any time
• Lodge a complaint with a relevant data protection authority

To exercise any of these rights, contact us using the details below. We will respond within 30 days.

Cookies

Our website may use cookies for basic analytics and functionality. We do not use tracking cookies for advertising purposes. You can disable cookies in your browser settings, though this may affect site functionality.

Changes to This Policy

We may update this privacy policy from time to time. Changes will be posted on this page with an updated date. We encourage you to review this page periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this privacy policy or how we handle your information, please reach out: