Website visitors
People who browse the website, landing pages, or campaign pages, including traffic source and device-level attribution data.
Effective April 27, 2026
Privacy Policy
This policy explains how Ottawa Automates handles personal information for website visitors, leads, booked prospects, and clients. Ottawa Automates is based in Ontario, Canada and works with Canadian businesses, including regulated teams that may have additional confidentiality and data-handling obligations.
Who This Covers
Leads
People who submit a contact form, request a call, send email, call Ottawa Automates, or otherwise ask about a possible automation project.
Booked prospects
People who schedule or attend a fit call, scoping conversation, transcript-enabled meeting, or follow-up exchange before becoming a client.
Clients
People and organizations that engage Ottawa Automates for scoping, build, delivery, support, handoff, or related business workflows.
What We Collect
Personal information means information about an identifiable individual. Depending on how you interact with Ottawa Automates, this can include:
- • contact identifiers such as name, email address, phone number, organization, role, and business address
- • business context such as stated workflow problems, budget range, timeline, industry, preferred tools, and implementation constraints
- • booking metadata such as meeting time, calendar details, attendance, reminder status, and scheduling notes
- • device, page, referrer, campaign, and attribution data such as UTM parameters, click identifiers, approximate location, and analytics events
- • communications such as emails, form submissions, call notes, voicemail details, chat messages, and meeting summaries
- • project delivery records such as requirements, test notes, handoff materials, support history, invoices, and approved workflow documentation
How We Use And Disclose It
Ottawa Automates uses and discloses personal information only for reasonable business purposes tied to inquiry handling, scheduling, scoping, delivery, support, security, and legal or accounting obligations. Those purposes include:
Contact forms and inbound messages
To receive inquiries, qualify fit, respond to requests, prevent spam or abuse, and keep records of business communications.
Booking and scheduling
To schedule calls, send calendar details and reminders, prepare for meetings, and connect the request to the right business context.
Attribution and analytics
To understand which pages, campaigns, referrers, and search or social parameters led to an inquiry, using limited first-party and analytics data.
AI-assisted scoping
To summarize requirements, identify workflow patterns, estimate effort, draft implementation notes, and prepare practical recommendations.
Call notes and transcripts
To create accurate notes, confirm requirements, reduce rework, and maintain an accountable project record where transcription is enabled or provided.
Email follow-up
To send requested information, proposals, reminders, project updates, handoff materials, and support responses.
Delivery workflows
To design, build, test, hand off, support, and improve client-approved automation workflows using the tools needed for the engagement.
Ottawa Automates may use service providers for booking, email, hosting, analytics, security, AI-assisted scoping, transcription, payment, and project delivery. That means information may be processed outside Ottawa Automates systems and may be handled in Canada or other jurisdictions where those providers operate. Providers are used for business purposes, not to sell personal information.
Sensitive And Client Data Boundaries
Scoping a project does not mean every internal record should be shared. The following boundaries apply before and during delivery:
- Client confidential information remains governed by the applicable engagement, confidentiality obligations, and the client's own data handling rules.
- Health, legal, accounting, financial, and other regulated-industry information must be minimized, scoped before sharing, and handled inside approved systems where feasible.
- Passwords, API keys, tokens, and administrator access should use secure sharing and least-privilege access. Ottawa Automates does not ask clients to send credentials in plain email.
- Production customer, patient, employee, or end-client records should not be supplied for scoping unless they are necessary, approved, and protected by the agreed delivery workflow.
For healthcare, legal, accounting, and other regulated clients, Ottawa Automates will use client-approved tools and agreed instructions for regulated information. Public website inquiries are not a secure channel for patient, client, or end-customer records.
Your Privacy Controls
Consent and reasonable purposes
Ottawa Automates collects, uses, and discloses personal information for identified business purposes with consent where required, subject to legal exceptions.
Limiting collection
Information requests are limited to what is needed to understand, scope, schedule, deliver, support, and protect the relevant work.
Retention
Records are kept only as long as needed for the stated purposes, legal or accounting requirements, dispute handling, security, and reasonable business continuity.
Safeguards
Administrative, technical, and vendor-access controls are applied based on the sensitivity of the information and the systems involved.
Access and correction
Individuals may request access to, or correction of, their personal information, subject to identity verification and lawful limits.
Questions and complaints
Privacy questions, access requests, correction requests, consent withdrawals, and complaints can be sent to the accountable privacy contact.
Service providers and cross-border handling
Personal information may be handled by booking, email, analytics, hosting, AI, transcription, payment, or delivery-tool providers in Canada or other jurisdictions.
Contact, Access, Correction, And Complaints
To ask a privacy question, request access or correction, withdraw consent where available, or make a complaint, contact Ottawa Automates at hello@ottawaautomates.ca or (613) 422-2255. Ottawa Automates may need to verify your identity and may refuse or limit a request where the law permits or requires it.
If a complaint is not resolved directly, individuals may contact the Office of the Privacy Commissioner of Canada. Ontario health privacy issues may also involve the Information and Privacy Commissioner of Ontario where PHIPA applies.
Legal References
This policy is written to align with the Canadian privacy principles for accountability, identifying purposes, consent, limiting collection, limiting use and disclosure, retention, safeguards, openness, individual access, and challenging compliance.