Legal

Privacy Policy

How we collect, use, and protect your information.

Last Updated: October 23, 2026

Marvic AI
Toronto, Ontario, Canada
Email: info@marvic.ai · Phone: 437-876-0886
Platform: app.marvic.ai · Website: marvic.ai

The short version

We collect only the information needed to answer calls and chats, book appointments, and run your account.
We never sell personal information. Ever.
We never use your customers' information to train AI models.
Calls with our AI receptionist are recorded and transcribed so the business can serve you — and the AI says so at the start of the call.
You can ask us what information we hold about you, and ask us to correct or delete it.

1. Who this policy covers

Marvic AI ("Marvic", "we", "us") provides an AI marketing and receptionist platform for small businesses. This policy describes how we handle personal information in two roles:

When you are our customer — a business that signs up for Marvic, or a marketer working with us — we collect information directly from you to run your account. For this information, Marvic is responsible under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
When your customers contact you — people who call your business, chat on your website, or book an appointment — we process their information on your behalf, only on your instructions and under your contract with us. Your business remains responsible for its customers' information, and this policy explains the protections we apply to it.

This policy follows PIPEDA's ten fair information principles. Where a stricter provincial law applies — for example Quebec's Law 25, or Ontario's Personal Health Information Protection Act (PHIPA) for health information — we follow the stricter rule.

2. Accountability

We are responsible for personal information under our control, including information we transfer to service providers to process for us.

We have designated a Privacy Officer, who is accountable for our compliance with this policy and PIPEDA.
You can reach the Privacy Officer at info@marvic.ai or 437-876-0886. Mail: Marvic AI, Toronto, Ontario, Canada (street address available on request).
We use written contracts and vendor terms to make sure every service provider that touches personal information protects it to a standard comparable to ours. Section 10 describes how we use service providers.
Our staff and agents are trained on this policy, and access to personal information is limited to people and systems that need it to do the work described here.

3. What we collect, and why

We identify the purposes before, or at the time, we collect information.

Information from our business customers:

Account information: your name, business name, email address, phone number, and login credentials — to create and secure your account.
Billing information: plan details and payment status. Payments are processed by our payment processor; we do not store full credit card numbers on our systems.
Business content you configure: services, hours, staff names, frequently asked questions, and similar details — so the AI can answer your customers correctly.

Information about your customers, processed on your behalf:

Call recordings and transcripts, voicemail recordings and transcripts, website chat transcripts, and text-message threads — so we can answer, book, summarize, and show you the conversation.
Contact and booking details: name, phone number, email address, the service requested, and the appointment time — to book appointments and send confirmations and reminders.
Technical information: phone numbers and timestamps from carriers, and basic device and log data needed to run and secure the service.

Please do not put information we do not need into calls, chats, or messages — for example detailed medical, financial, or government ID information beyond what is needed to book an appointment.

We use this information only to: provide the AI receptionist, chatbot, booking, messaging, and marketing-automation services; send appointment confirmations and reminders; provide support; bill for the service; keep the platform secure and prevent fraud; and maintain and improve the reliability of the service. We do not sell personal information, we do not use it for third-party advertising, and we do not permit our AI providers to use your content to train their models.

4. Consent

By signing up and using Marvic, you consent to our handling of your account information as described in this policy.
Calls answered by our AI receptionist are recorded and transcribed. The AI identifies itself as an AI assistant and states that the call is recorded at the start of the call. Continuing the call means consent to that recording; a caller who does not want to be recorded can ask to be transferred, leave a voicemail, or contact the business another way.
Website chat visitors see a privacy notice under the chat's first greeting, with a link to this policy, before they share information.
You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting the Privacy Officer. Some information is essential to the service: withdrawing consent for it may mean we can no longer provide the service.
Marketing messages from Marvic are sent only with consent, in line with Canada's Anti-Spam Legislation (CASL), and every message includes a working unsubscribe.

5. Limiting collection

We collect only the information needed for the purposes in Section 3. Our booking flows ask only for what is needed to book and confirm an appointment: a name, a phone number, the service requested, and a time. We configure our AI to steer conversations away from collecting sensitive details that are not needed for the appointment.

Our services are for businesses. They are not directed at children, and we do not knowingly collect personal information from children.

6. Limiting use, disclosure, and retention

We use and disclose personal information only for the purposes described in Section 3, with consent, or as required or permitted by law. We disclose information only to:

The service providers described in Section 10, who process it for us under contract;
The business whose customer you are, for information you gave that business through our service;
Authorities, when required by law, court order, or to protect someone's safety.

Retention: we keep account information while your account is active. Call recordings, transcripts, and chat records are kept so the business can review and follow up on its conversations, and are deleted or anonymized after the retention period set in the account's service settings. When an account closes, the business can export its records, and we delete or anonymize the remaining personal information within a reasonable period afterwards, except records we must keep by law (for example billing records and breach records).

7. Accuracy

We rely on you and your customers to provide accurate information, and we keep information as accurate as needed for the decisions it is used for — for example, the phone number used to confirm an appointment. You can correct your information any time in your dashboard, and customers can correct their information through the business or by contacting our Privacy Officer.

8. Safeguards

We protect personal information with safeguards appropriate to its sensitivity:

Encryption in transit using TLS 1.2 or higher for connections to our platform and providers, and encryption at rest on our hosting infrastructure.
Platform data is hosted in Canada (Quebec).
Role-based access controls: only authorized people and systems can access personal information, and only to the extent their work requires.
Unique user accounts, strong passwords, and monitoring for unauthorized access.
Service providers are required, by contract, to apply comparable safeguards.

No method of transmission or storage is perfectly secure. If a security incident happens, Section 9 describes what we do.

9. Breaches and incidents

If we become aware of a breach of our security safeguards involving personal information:

We will notify affected businesses without delay, so they can act and inform their customers.
Where the breach creates a real risk of significant harm, we will report it to the Privacy Commissioner of Canada and notify affected individuals, as PIPEDA requires. In Quebec, we will notify the Commission d'accès à l'information and affected individuals where there is a risk of serious injury, as Law 25 requires.
We keep a record of every breach of security safeguards for at least 24 months, as PIPEDA requires.

10. Service providers and transfers outside Canada

To run Marvic, we use trusted service providers for hosting, communications, artificial intelligence, scheduling and email integrations, and payment processing. Our hosting is in Canada. Some providers process information in the United States; when information is processed in another country, it may be subject to that country's laws, including lawful access by its authorities. We remain accountable for information we transfer, and we require comparable protection by contract.

A current list of the specific providers we use is available from our Privacy Officer on request.

AI processing note: conversation content is sent to our AI providers only to produce the answer, booking, or summary you asked for. We do not permit our AI providers to use your content to train their models.

11. Openness and your access rights

We make this policy available on our website and inside the platform. If we change it in a way that matters, we will post the new version with a new date and, for significant changes, notify account holders by email or in the dashboard before the change takes effect.

You have the right to:

Ask what personal information we hold about you, and receive it — we respond within 30 days, as PIPEDA provides, and will explain any lawful extension.
Ask us to correct information that is wrong or incomplete.
Withdraw consent, as described in Section 4.

If you are a customer of a business that uses Marvic, the fastest route is usually to contact that business; you can also contact our Privacy Officer directly, and we will work with the business to answer your request. We may verify your identity before releasing information, and in limited cases the law allows or requires us to withhold information (for example, information about another person).

12. Healthcare customers

Some of our customers are clinics and healthcare practices.

In Ontario, your patients' personal health information is governed by PHIPA, and your practice remains the health information custodian. We act as your agent/service provider for that information.
In the United States, where HIPAA applies, we will sign a Business Associate Agreement (BAA) with healthcare customers before handling protected health information (PHI) through Marvic. Our BAA describes our safeguards, breach-notification commitments, and subcontractor flow-down.
Keep health details to the minimum needed to book and manage appointments. Do not place detailed clinical information in chats, text messages, or appointment notes.

13. Cookies on our website

Our website uses essential cookies needed for the site to work and, where enabled, simple analytics cookies to understand which pages are useful. You can control cookies in your browser settings. We do not use cookies to sell information or build advertising profiles.

14. Challenging compliance and contacting us

Questions, requests, and complaints about this policy or our handling of personal information go to our Privacy Officer first:

Privacy Officer — Marvic AI
Email: info@marvic.ai · Phone: 437-876-0886
Toronto, Ontario, Canada

We take complaints seriously, investigate them, and respond. If you are not satisfied with our answer, you may contact:

The Office of the Privacy Commissioner of Canada — priv.gc.ca, 1-800-282-1376.
In Quebec, the Commission d'accès à l'information — cai.gouv.qc.ca.