Effective date: August 4, 2026
Last updated: August 4, 2026

Revnflow (“Revnflow,” “we,” “us,” “our”) builds and operates AI phone-answering and lead-response systems for home service contractors in the Greater Toronto Area. Revnflow is a trade name operated by Shuvo Baidya, a sole proprietor registered in Ontario, Canada.

This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what control you have over it. It applies to revnflow.com, our onboarding and booking forms, our email communications, and the AI phone systems we operate.

We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada’s Anti-Spam Legislation (CASL).

1. Two different roles — please read this first

Revnflow handles personal information in two distinct capacities, and your rights differ depending on which applies to you.

Role A — Revnflow as the organization.
When you visit our website, submit a form, book an audit, subscribe to our newsletter, call our own phone number, or become a Revnflow client, we decide why and how your information is used. We are accountable for that information, and this policy governs it in full.

Role B — Revnflow as a service provider to our clients.
When you call a contractor who uses a Revnflow AI receptionist, our system answers the call on that contractor’s behalf. The contractor — not Revnflow — decides why that information is collected and is accountable for it. We process it under written contract, only on that contractor’s instructions.

If you called a contractor and want your information accessed, corrected, or deleted, contact that contractor directly. If you don’t know who to contact, write to us at contact@revnflow.com and we will identify the business and pass your request along.

2. Information we collect

2.1 Information you give us directly

Through our onboarding form, audit booking, contact form, or email:

• Name and business name
• Business type or trade
• Phone number
• Email address
• Business street address, city, province or state, postal code, and country
• Anything else you choose to write to us

2.2 Information collected when you call our demo number

Our published number (+1 365 360-1501) is answered by our own AI agent. When you call it, we collect:

• Your phone number and the time and length of the call
• An audio recording of the call
• A written transcript of the call
• Any information you say during the call — including your name, email, business, or the problem you describe
• System-generated notes such as call outcome and whether an appointment was booked

We record and transcribe these calls. The call begins with a spoken notice telling you so. If you do not want to be recorded, hang up — you can reach us by email at contact@revnflow.com instead.

2.3 Information collected on behalf of our clients (Role B)

When our system answers a call for a contractor client, we may collect and pass to that contractor:

• Caller name, phone number, and email address
• Service address and the nature of the service request
• Appointment date and time
• Audio recording and transcript of the call
• System-generated summaries and call metadata

These callers are told at the start of the call that the call is answered by an AI assistant and is recorded. This information belongs to the contractor and is used to serve the caller’s request.

2.4 Booking and payment information

Appointments are scheduled through Cal.com, which collects your name, email, time zone, and meeting details.

Payments are processed by Stripe. Revnflow never sees or stores your full card number. Stripe handles card data directly under its own privacy policy. We receive only the transaction amount, date, status, and the last four digits of the card.

2.5 Website and technical information

Our website runs on WordPress. Our hosting and security systems automatically log IP addresses, browser type, device type, referring page, and pages visited. We use cookies as described in Section 9.

2.6 Business contact information for prospecting

We identify potential clients using publicly listed business directory information — company name, business phone number, business address, website, and publicly posted business email. Under PIPEDA section 4.01, business contact information collected and used solely to communicate with someone in relation to their business is not subject to consent requirements.

If you are a business owner and want us to stop contacting you and remove your listing from our records, email contact@revnflow.com. We will action it and add you to a permanent do-not-contact list.

3. Why we collect it

We collect and use personal information only for these purposes:

Purpose	What we use
Responding to enquiries and booking audits	Name, phone, email, business details
Delivering our services to clients	Contact and billing details, call data, system configuration
Operating the AI phone system	Call audio, transcripts, caller details
Quality assurance and improving our AI agent’s accuracy	Call recordings and transcripts, reviewed internally
Billing, invoicing, and collections	Name, business address, payment records
Sending service notices and reports	Email address
Sending marketing emails you asked for	Email address
Security, fraud prevention, and abuse monitoring	IP address, call metadata
Meeting legal, tax, and regulatory obligations	Billing and transaction records

We do not sell personal information. We do not rent, trade, or share it with data brokers or advertisers.

We do not use call recordings or transcripts to train publicly available AI models, and we do not permit our service providers to do so.

4. Consent

We collect, use, and disclose personal information with your knowledge and consent, except where the law permits or requires otherwise.

• Express consent — when you submit a form, subscribe to our newsletter, or sign a service agreement.
• Implied consent — when you call us or email us, for the purpose of responding to you.
• Call recording — disclosed by a spoken notice at the start of every call. Continuing the call is your consent. Hanging up withdraws it.

You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Write to contact@revnflow.com. Withdrawing consent may mean we can no longer provide some or all of our services to you.

5. How our AI system works

We believe you should understand this clearly rather than find it in fine print.

• Calls are answered by an automated AI voice agent, not a person. Callers are told this at the start of the call.
• Speech is converted to text and processed by a large language model in order to understand the request, answer questions, and book appointments.
• Call audio, transcripts, and structured call records are stored in our systems and, for client calls, made available to the client business.
• A human may review call recordings and transcripts for quality assurance, troubleshooting, and improving the accuracy of our system.
• We do not use automated processing to make decisions that have legal or similarly significant effects about you — such as credit, employment, insurance, or eligibility decisions.
• You can ask to speak to a human at any point during a call. The system will transfer you or take a message.

6. Who we share it with

We share personal information only with service providers who need it to help us operate, and only under contracts that require them to protect it and use it solely for the services they provide to us.

Provider	Purpose	Where processed
Retell AI	AI voice agent, call handling, transcription	United States
Twilio	Telephone network, call routing, recording	United States
OpenAI	Language processing for the voice agent	United States
Airtable	Storage of call records and client data	United States
Cal.com	Appointment scheduling	United States
Stripe	Payment processing	United States / Canada
Hostinger	Server hosting for our automation platform	United States
Google	Business directory data, analytics	United States

We may also disclose personal information:

• To our client businesses, where we collect information on their behalf (Role B)
• To professional advisors such as accountants and lawyers, under confidentiality
• Where required by law — a subpoena, warrant, court order, or lawful demand from a government authority or regulator
• To protect our rights, safety, or property, or those of others
• To a purchaser or successor in the event of a business sale, merger, or reorganization, subject to equivalent privacy protections

Information processed outside Canada

Most of our service providers process and store personal information in the United States. While your information is in another country, it is subject to that country’s laws, and courts, law enforcement, and national security authorities in that country may be able to obtain access to it under those laws. This is true regardless of the protections we have in place with our providers.

We use contractual measures to require comparable protection, but we cannot override foreign legal process. If this concerns you, contact us before submitting information.

7. How long we keep it

We keep personal information only as long as necessary for the purposes it was collected, or as required by law.

Type	Retention
Call audio recordings	90 days, then deleted
Call transcripts and call records	24 months
Website form submissions that don’t become clients	24 months
Client account and configuration records	Duration of the agreement + 24 months
Billing, invoices, and tax records	7 years (Canada Revenue Agency requirement)
Newsletter subscription	Until you unsubscribe
Unsubscribe and do-not-contact records	Kept indefinitely, so we don’t contact you again
Server and security logs	12 months

For information we hold on behalf of a client business (Role B), retention is governed by our agreement with that client and may be shorter.

When a retention period ends, we securely delete or irreversibly anonymize the information.

8. How we protect it

We use safeguards appropriate to the sensitivity of the information, including:

• Encryption of data in transit (TLS/HTTPS across our website, forms, and systems)
• Encryption at rest with our storage providers
• Access limited to the people who need it to do their work
• Multi-factor authentication on administrative accounts
• Written confidentiality obligations for anyone with access
• Regular software patching and security updates

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach occurs that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as PIPEDA requires.

9. Cookies

Our website uses cookies and similar technologies for:

• Essential functions — security, form submission, and load balancing. These cannot be turned off.
• Analytics — understanding how visitors use the site, in aggregate.

You can block or delete cookies through your browser settings. Blocking essential cookies may break parts of the site.

We do not currently run advertising or cross-site tracking pixels on revnflow.com. If that changes, we will update this policy and add a consent banner before doing so.

10. Email, Text Messages, and CASL

We send commercial email only to people who have consented, or where CASL permits it — for example, an existing business relationship or a publicly published business email address where our message relates to that person’s business role.

Every commercial email includes a working unsubscribe link. We honour unsubscribe requests within 10 business days, as CASL requires, and usually far faster. You can also unsubscribe by emailing contact@revnflow.com.

Service messages — billing notices, outage alerts, and account communications — are not marketing and will continue even if you unsubscribe from marketing.

Text messages (SMS)

We may send you SMS text messages related to our outbound business outreach or, if you become a client, service notifications. Message frequency varies. Message and data rates may apply. You can opt out at any time by replying STOP, or get help by replying HELP. We do not share your mobile number with third parties for their own marketing purposes.

11. Your rights

Subject to limited legal exceptions, you have the right to:

• Know what personal information we hold about you and how it has been used and disclosed
• Access a copy of it
• Correct it if it is inaccurate or incomplete
• Withdraw consent to further collection, use, or disclosure
• Request deletion, where we have no legal or contractual reason to keep it
• Complain if you believe we have mishandled your information

To exercise any of these, email contact@revnflow.com with the subject line “Privacy Request.”

We will respond within 30 days. We may ask you to verify your identity before we release information. Access is generally free; if a request requires substantial effort we will tell you the cost in advance and give you the chance to withdraw or narrow it.

If we refuse a request, we will tell you why in writing and explain how to challenge the decision.

12. Complaints

If you are not satisfied with how we have handled your personal information or your privacy request, contact our Privacy Officer first (Section 15). We take complaints seriously and will investigate.

If you remain unsatisfied, you may complain to:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
www.priv.gc.ca

Residents of Quebec, Alberta, or British Columbia may also have rights under their provincial privacy legislation and may contact their provincial privacy regulator.

13. Children

Our services are sold to businesses and are not directed at children. We do not knowingly collect personal information from anyone under 18. If we learn we have, we will delete it. If you believe a child has provided us information, email contact@revnflow.com.

14. Changes to this policy

We may update this policy as our services or the law change. The effective date at the top shows the current version.

If we make a material change — such as collecting a new category of information or using it for a new purpose — we will post notice on this page and, where the change materially affects clients, notify them by email before it takes effect.

15. Contact us

Questions, requests, and complaints about privacy go to our Privacy Officer:

Privacy Officer — Revnflow
1535-570 Hood Road
Markham, Ontario L3R 4G7
Canada

Email: contact@revnflow.com
Phone: +1 (365) 360-1501

We respond to privacy enquiries within 30 days.