Privacy Policy
NorthAI ("NorthAI", "we", "us") provides patient-growth services to dental clinics in the Greater Toronto Area — including Google Business Profile and local SEO, social content, Google and Meta advertising, and an AI receptionist. This policy explains what personal information we collect, why we collect it, who we share it with, and the choices you have.
We handle personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, for commercial electronic messages, Canada's Anti-Spam Legislation (CASL).
1. Who this policy covers
This policy applies to:
- Visitors to getnorthai.ca, including anyone who submits a form on this site.
- People who call our demonstration phone line and speak with our AI receptionist.
- Representatives of clinics that are prospective or current NorthAI clients.
It does not cover personal information that we process on behalf of a client clinic when their patients call them. In that situation the clinic is the organization accountable for that information and we act as its service provider. See section 7.
2. Information we collect
Information you give us
| Where | What we collect |
|---|---|
| Demo request form on our home page | Your name, clinic name, email address and phone number |
| Free demo website form at /demo | Your name, phone number, email address, business name, business type, business location, whether you have a website, the services your business offers, which additional services interest you, and any notes you add |
| Email or SMS to us | Your contact details and whatever you choose to write |
Calls to our AI receptionist demonstration line
Our website invites you to call +1 (365) 360-6116 to experience the AI receptionist. If you call that number:
- Your phone number is received by our telephony provider.
- What you say is converted to text and processed by automated systems so the AI can respond, and a transcript of the conversation may be retained so we can improve the service.
- Any details you volunteer during the call — such as your name or the reason for calling — are captured in that transcript.
Please do not share sensitive personal or health information with the demonstration line. It is a sales demonstration, not a clinic phone line, and it is not intended to receive patient health information.
Information collected automatically
- Server logs. Our host records standard technical data such as your IP address, browser type, the pages you request and the time of the request.
- Fonts. Our pages load typefaces from Google Fonts. Your browser contacts Google's servers directly to fetch them, and Google receives your IP address as part of that request.
- Browser storage. We store a single value in your browser's local storage to remember whether you chose the light or dark appearance. It stays on your device, is not a tracking cookie, and is never sent to us.
Meta Pixel (advertising)
We use the Meta Pixel, an advertising tool provided by Meta Platforms, Inc. (Facebook and Instagram), on our home page and our free demo page. When you visit those pages, the pixel places cookies on your device and sends information to Meta, including:
- Your IP address, browser and device information.
- The page you visited and when you visited it.
- An event recording that you submitted a form, if you complete one. We send the fact that a lead was submitted — we do not send Meta the name, email address, phone number or business details you typed into the form.
Meta uses this to measure how our ads perform, to build audiences for our advertising, and to show you NorthAI ads on Meta's platforms and elsewhere. Meta may combine it with information it already holds about you. Meta acts as an independent controller of that information, and its own handling of it is governed by the Meta Privacy Policy.
How to opt out of advertising tracking
- Adjust your Meta ad preferences in your Facebook or Instagram account settings.
- Block or delete cookies in your browser settings, or browse in a private window.
- Use your browser's "Do Not Track" or tracker-blocking features, or an ad-blocking extension.
- Opt out through the Digital Advertising Alliance of Canada at youradchoices.ca.
Blocking these cookies does not stop you using our website — every part of it works without them.
Apart from the Meta Pixel described above, we do not run other analytics or advertising trackers on this website.
3. Why we use your information
- To respond to your enquiry, book a demonstration, and prepare the free demo website you requested.
- To contact you about your enquiry by email, phone or SMS.
- To send you marketing about our services, where you have consented or where CASL otherwise permits it. Every commercial message includes an unsubscribe link, and you can opt out at any time.
- To operate, secure and improve our website and our AI services.
- Where you engage us for advertising, to set up and manage Google and Meta ad campaigns on your clinic’s behalf. Those campaigns run in your own ad accounts and are billed directly to you by Google and Meta.
- To meet our legal and regulatory obligations.
We rely on your consent to collect and use this information. By submitting a form or calling the demonstration line, you consent to the uses described here. You may withdraw consent at any time (see section 8).
4. Who we share it with
We do not sell your personal information, and we do not rent or trade it. We share it only with service providers who help us operate, and only as far as they need it:
| Provider | Purpose | Location |
|---|---|---|
| HighLevel (GoHighLevel) | Customer relationship management; stores your form submissions and our correspondence with you | United States |
| Netlify | Website hosting and server logs | United States |
| Google (Fonts, Calendar) | Serving typefaces; scheduling calls you book with us | United States and elsewhere |
| Meta Platforms (Facebook, Instagram) | Advertising measurement and audience building via the Meta Pixel — see section 2 | United States and elsewhere |
| Telephony and voice AI providers | Connecting and processing calls to our demonstration line | United States |
We may also disclose information where required by law, to enforce our agreements, or to protect the rights and safety of NorthAI or others. If our business is sold or reorganised, information may transfer as part of that transaction.
5. Where your information is stored
Our service providers are located primarily in the United States, so your personal information is stored and processed outside Canada. While it is in another country it is subject to that country's laws, and courts, law enforcement and national security authorities there may be able to obtain access to it. We use providers that offer contractual and technical protections comparable to those required under Canadian law.
6. How long we keep it
We keep your information only as long as we need it for the purposes above, or as long as the law requires. In practice:
- Enquiries that do not become clients — retained for up to two years from your last contact with us, so we can follow up appropriately.
- Client records — retained for the length of the engagement and for seven years afterwards, to meet tax and business record-keeping obligations.
- Demonstration call transcripts — retained for up to twelve months and used to improve the service.
When information is no longer needed, we delete it or render it anonymous.
7. Patient information handled for clinics
When a dental clinic engages NorthAI, our AI receptionist may handle information about that clinic's patients, including information that is health information under Ontario's Personal Health Information Protection Act (PHIPA).
In that relationship the clinic is the custodian of the information and NorthAI acts as its service provider, handling information only on the clinic's instructions and only as set out in our written agreement with them. If you are a patient of a clinic that uses NorthAI and you have a question about your own information, please contact that clinic directly — they are accountable for it.
8. Your rights and choices
Under PIPEDA you may:
- Access the personal information we hold about you, and ask how we have used it and who we have shared it with.
- Correct information that is inaccurate or incomplete.
- Withdraw consent to our use of your information, subject to legal and contractual limits. Withdrawing consent may mean we can no longer provide a service to you.
- Unsubscribe from marketing email or SMS at any time, using the unsubscribe link, by replying STOP to a text, or by contacting us.
- Ask us to delete your information where we are not required to keep it.
Contact us using the details in section 11. We will respond within 30 days. We may need to verify your identity before acting on a request.
9. How we protect it
We use safeguards appropriate to the sensitivity of the information, including encryption in transit (HTTPS across this website), access controls limiting who on our side can see your information, and reputable providers who maintain their own security programs. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
10. Children
This website and our services are directed at businesses, not children. We do not knowingly collect personal information from anyone under 18 through this site. If you believe a child has provided us information, contact us and we will delete it.
11. Contact us
For any privacy question, request or complaint, or to reach the person accountable for personal information at NorthAI:
- Email: hello@getnorthai.ca
- Phone: +1 (365) 360-6116
- NorthAI, Toronto, Ontario, Canada
If you are not satisfied with our response, you may bring a complaint to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.
12. Changes to this policy
We may update this policy as our services change or the law requires. The "last updated" date at the top shows when it last changed. If a change materially affects how we handle your information, we will take reasonable steps to tell you.
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