1. Who We Are
PearlyAi ("PearlyAi", "we", "us", "our") is an AI voice receptionist service for Canadian dental practices, operated from Hamilton, Ontario, Canada. You can reach us at hello@pearlyai.ca.
2. Information We Collect
We collect information in two ways: directly from dental practices that sign up for our service, and indirectly through the operation of the AI receptionist on their behalf.
From dental practices (our clients):
- Practice name, address, and contact information
- Billing and payment information
- Names and contact details of authorized users
- Practice management software preferences and configurations
From patient callers (on behalf of dental practices):
- Name, phone number, and reason for calling
- Appointment preferences and scheduling information
- Basic health information volunteered during the call (e.g., symptoms, urgency)
- Voice recordings of calls (where permitted and disclosed)
From website visitors:
- Email address (if submitted via our contact or demo request form)
- Browser type, IP address, and pages visited (via standard server logs)
3. How We Use Your Information
- To provide and operate the PearlyAi AI receptionist service
- To route calls, book appointments, and send intake summaries to dental practices
- To detect and escalate dental emergencies to the practice team
- To send service-related communications (onboarding, updates, support)
- To improve the accuracy and performance of our AI models
- To comply with legal obligations
We do not sell personal information to third parties. We do not use patient data for advertising.
4. Data Storage and Residency
All patient data collected through the PearlyAi service is stored on Canadian servers. We do not transfer patient health information outside of Canada. Practice account data and analytics may be processed using cloud infrastructure with Canadian or equivalent data residency guarantees.
5. Data Retention
- Call recordings: Retained for 90 days, then permanently deleted unless the dental practice requests otherwise
- Intake summaries: Retained for the duration of the practice's active subscription, plus 30 days after termination
- Website inquiry emails: Retained for up to 2 years for business communication purposes
- Billing records: Retained for 7 years as required by Canadian tax law
6. Disclosure of Information
We may disclose personal information in the following limited circumstances:
- To the dental practice: Patient intake summaries and call logs are shared directly with the dental practice that subscribed to our service
- Service providers: We use trusted third-party providers (e.g., telephony, cloud hosting) bound by data processing agreements with equivalent privacy protections
- Legal requirements: When required by law, court order, or to protect the safety of individuals
We do not disclose patient information to any party other than the dental practice that engaged our service on that patient's behalf.
7. Your Rights Under PIPEDA
Individuals have the right to:
- Know what personal information we hold about them
- Access that information and request corrections
- Withdraw consent for non-essential uses
- File a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these rights, contact us at hello@pearlyai.ca. We will respond within 30 days.
8. Security
We use industry-standard security measures including encryption in transit (TLS 1.2+), encryption at rest, access controls, and regular security reviews. Despite these measures, no system is perfectly secure. We will notify affected parties of any breach as required by law.
9. Cookies and Analytics
Our website uses minimal cookies necessary for functionality. We do not use third-party advertising trackers. We may use privacy-respecting analytics to understand how visitors use our site. You can disable cookies in your browser settings without affecting your ability to use our service.
10. Children's Privacy
PearlyAi is a B2B service intended for dental professionals. We do not knowingly collect personal information from individuals under 18. If a minor calls a dental practice using our service, that call is handled on behalf of and delivered to the dental practice, which is responsible for the patient relationship.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify active clients by email of material changes. Continued use of the service after notice constitutes acceptance of the updated policy. The "Last updated" date at the top of this page reflects the most recent revision.
12. Contact Us
For privacy inquiries, requests, or concerns:
- Email: hello@pearlyai.ca
- Location: Hamilton, Ontario, Canada