Privacy Policy

Last updated: 9 October 2026

1. Who we are

SmartGrants Voice Agent is operated by Solutions Intelligentes SmartGrants Sougou Inc. ("SmartGrants", "we", "us"), a corporation registered in Ontario, Canada, with registered address 129 Lerta Way, Orleans, Ontario, Canada. SmartGrants Voice Agent ("the Platform") is the AI phone receptionist service operated at voiceagent.smartgrants.io.

For data submitted by tenants (their account information, business script and configuration), SmartGrants is the data controller. For caller data that a tenant's AI receptionist collects during calls (caller phone numbers, names, emails and other information provided on a call), the tenant is the controller and SmartGrants acts as a processor under a written Data Processing Addendum (DPA).

Contact: admin@smartgrants.io · 129 Lerta Way, Orleans, Ontario, Canada.

2. Scope of this Policy

This Policy applies when:

  • you visit voiceagent.smartgrants.io or our marketing properties;
  • you create a tenant account or pay for the Business subscription;
  • you connect a Calendly personal access token to allow the Platform to check availability and book meetings;
  • a caller phones a tenant's dedicated phone number and interacts with the AI receptionist.

3. Personal data we process

3.1 Data you give us directly

  • Account data: name, work email, organization, password (hashed).
  • Billing data: billing contact, address, tax identifiers and transaction history (full card numbers are held by our PCI-compliant payment processor, Stripe, not by SmartGrants).
  • Business configuration: your chosen AI voice, call script, qualifying questions, and your Calendly personal access token used to check availability and book meetings on your behalf.
  • Communications: messages you send us via email, chat or support tickets.

3.2 Caller data processed on behalf of tenants

  • Call metadata: caller phone number, call time, duration, and outcome.
  • Call recordings and transcripts: the audio recording and AI-generated transcript of each call handled by the tenant's dedicated number.
  • Information disclosed on calls: names, email addresses, and other details a caller provides to the AI receptionist, used to book and confirm meetings.
  • SMS confirmations: the content and delivery status of confirmation texts and booking links sent to callers.

4. How and why we use personal data

  • Provide the Platform — account provisioning, phone number assignment, hosting, support, billing. Legal basis: performance of contract.
  • Answer and handle calls — convert caller speech to text, generate AI responses using Anthropic Claude, and synthesize spoken replies using ElevenLabs. Legal basis: processor instructions from the tenant.
  • Book meetings — check the tenant's Calendly availability and create calendar events. Legal basis: tenant instruction.
  • Send SMS confirmations — deliver booking confirmations or links to callers via Twilio. Legal basis: tenant instruction / legitimate interest in completing the requested booking.
  • Security, fraud prevention, audit logging — legitimate interests.
  • Billing, accounting, tax compliance — legal obligation.
  • Marketing about our own services — consent or legitimate interests with opt-out.

5. How we use Artificial Intelligence

5.1 What AI does on the Platform

  • Call conversation: Anthropic Claude follows the tenant's script and qualifying questions to converse with callers, answer questions, and determine whether to offer a booking.
  • Voice synthesis: ElevenLabs converts the AI's text responses into the tenant's chosen voice in real time.
  • Transcript summarization: condenses call transcripts into short structured outcomes (qualified, booked, follow-up needed) for the tenant dashboard.

5.2 What AI does NOT do

  • No training on your data. Call content sent to Anthropic via the commercial Claude API is not used to train their foundation models — this is the contractual default of the commercial Anthropic API tier we use.
  • No data sales. We do not sell personal data and do not share it for cross-context behavioral advertising.
  • No bookings without your calendar connection. Meetings are only ever booked through your own connected Calendly account, using the access token you provide.

5.3 AI sub-processors

We use Anthropic, PBC (Claude API, US region) for conversation handling and ElevenLabs (voice synthesis, US/EU region) for speech output. Inputs/outputs are retained by these providers for a limited period in line with their commercial API terms, and are not used for model training.

6. Who we share personal data with

  • Sub-processors: Lovable Cloud (hosting and database), Twilio (telephony and SMS), ElevenLabs (voice synthesis), Anthropic (AI conversation), Calendly (scheduling), Stripe (payments), Resend (transactional email).
  • Professional advisers under duties of confidentiality.
  • Authorities where required by law or court order. We notify the affected tenant where lawful.
  • Corporate transactions in connection with a merger, financing or sale, subject to confidentiality and continuity of this Policy.

7. International data transfers

Personal data may be processed in Canada (SmartGrants operations) and the United States (Twilio, ElevenLabs, Anthropic, Calendly, Stripe, Resend and Lovable Cloud as applicable). For EEA/UK transfers we rely on the EU Standard Contractual Clauses and the UK International Data Transfer Addendum, plus technical and organizational safeguards (encryption, access control, audit logging).

8. Data retention

  • Active accounts: call recordings, transcripts, booking records and minutes usage are retained for the duration of your subscription.
  • After termination: tenant and caller data is returned or deleted within 60 days, except where retention is required by law (accounting, tax).
  • AI provider retention: Anthropic and ElevenLabs retain commercial API inputs/outputs for a limited period, typically up to 30 days.
  • Billing records: retained as required by applicable tax law (typically 6–10 years).

9. Your rights

Depending on your jurisdiction (PIPEDA, Quebec Law 25, GDPR, UK GDPR, CPRA), you have rights to access, correct, delete, port, restrict or object to the processing of your personal data, and to withdraw consent. To exercise any of these rights, contact admin@smartgrants.io. If you are a caller whose voice, phone number or details were collected during a call, please reach out to the business you called in the first instance — they are the controller of that call data — and we will assist them in responding.

10. Security

See our Security page for the full list of safeguards: TLS 1.2+ in transit, AES-256 at rest, strict row-level isolation between tenants, token-based Calendly integration, audit logging and continuous vulnerability scanning.

11. Cookies

See our Cookie Policy.

12. Changes to this Policy

We will post material changes on this page and notify tenants by email at least 14 days before they take effect.

13. Contact

Questions about this Policy or our processing: admin@smartgrants.io.