Privacy Policy

This Privacy Policy explains how 1595448 B.C. LTD., doing business as Softmate (“Softmate”, “we”, “us”, or “our”), collects, uses, discloses, and protects personal information when you use softmate.ca, our mini apps, embedded website widgets, and related services (the “Services”).

Contact: [email protected].

1. Scope

This policy covers personal information we process as an organization operating Softmate, and information processed when customers use our platform. If you are a Softmate customer (typically a business), you decide what data you upload or connect. Softmate acts as a service provider / processor for that customer content. You remain responsible for having lawful authority to collect and share that data with us.

2. Information we collect

We may collect:

• Account and contact data — name, email, phone (if provided), password hashes, business name, and similar registration details.
• Business and billing data — company details you provide, purchase history, subscription status, usage-based billing summaries, and payment-related metadata from our payment processor (we do not store full card numbers).
• Guest checkout data — email and order details when you purchase before creating or completing a Softmate account.
• Lead and marketing data — email and related details when you request a demo, visibility report, or newsletter, including whether you opted in to marketing.
• Usage and device data — logs, IP address, approximate country or region (for example from Cloudflare headers when present), browser type, pages viewed, and similar technical data needed to operate, secure, and geo-gate certain Services.
• Customer content — data you submit through mini apps (for example audio or video uploads, blog drafts, keywords, documents, website URLs, calendar settings, or credentials and tokens for integrations you connect such as Square, WhatsApp, Google, WordPress, or Microsoft/Google Calendar).
• Widget visitor data — when you embed a Softmate chat widget on your site, we may collect name, email, and optional phone from your website visitors on your behalf, and process chat messages transiently to generate replies. We do not persist full chat transcripts on Softmate servers after the session ends.
• Public third-party profile data — where you configure features such as Instagram-based blog generation, we may retrieve publicly available profile and media metadata through our platform tools.
• Usage metering data — quantities such as AI tokens, audio duration, text-to-speech characters, or integration runs needed to bill included usage and any overages under your app plan.
• Support communications — messages you send us by email or other channels.

3. How we use information

We use personal information to:

• Provide, operate, maintain, and improve the Services;
• Create and manage accounts, authenticate users, and provide customer support;
• Process purchases, invoices, usage subscriptions, and related transactional notices;
• Send service, security, and account emails (these are not marketing);
• Send marketing emails only when you have opted in, and honour unsubscribe requests;
• Detect, prevent, and investigate fraud, abuse, and security incidents;
• Comply with law and enforce our Terms of Service.

4. Marketing communications (CASL)

Softmate may send commercial electronic messages only with your consent (or another lawful basis under Canadian anti-spam rules). You can withdraw marketing consent at any time using the unsubscribe link in our emails or by contacting [email protected]. Transactional and service messages may still be sent as needed to operate your account.

5. How we share information

We do not sell personal information. We share information with:

• Service providers (subprocessors) that help us run Softmate, including currently: Stripe (payments and usage subscriptions), OpenAI and other AI providers (model inference for chat, articles, and visibility features), ElevenLabs (speech-to-text and text-to-speech where used), Twilio (messaging where used), Google and Microsoft (APIs, OAuth, and calendar actions where you connect them), WordPress.com (OAuth publishing where used), Composio (calendar OAuth and booking actions where used), Apify (public Instagram profile scraping where configured), Pexels (stock images where used), SerpAPI and similar search/data APIs (visibility and research features), Cloudflare (CDN, security, geo detection, and object storage where used), hosting and infrastructure providers, email delivery providers (such as Mailtrap), and analytics or error-monitoring tools we enable.
• Professional advisors (legal, accounting) under confidentiality obligations when needed.
• Authorities when required by law or to protect rights, safety, and security.
• Business transfers — if we reorganize, merge, or sell assets, information may transfer as part of that transaction under continued confidentiality expectations.

Our list of providers may change as Softmate evolves. Categories above remain accurate even if a specific vendor is replaced.

6. International transfers

Softmate is based in British Columbia, Canada. Some providers process data in other countries (including the United States). Where data leaves Canada, we take steps appropriate to the context, and you acknowledge that foreign laws may apply to subprocessors in those jurisdictions.

7. Retention

We keep personal information only as long as needed for the purposes described above, including to provide the Services, meet legal and accounting requirements, resolve disputes, and enforce agreements. Customer content retention generally follows your account status and product settings; after deletion or termination we may retain limited backups for a reasonable period for security and continuity.

8. Security

We use administrative, technical, and organizational measures designed to protect personal information (for example encrypted transport, access controls, and credential encryption for integrations). No method of transmission or storage is completely secure; you are responsible for safeguarding your account credentials and for configuring integrations carefully.

9. Your choices and rights

Depending on applicable law (including British Columbia’s Personal Information Protection Act where it applies), you may request access to, correction of, or deletion of personal information we hold about you, or withdraw marketing consent. Contact [email protected]. We may need to verify your identity and may retain certain information where required by law or for legitimate business purposes.

If you are an end user of a Softmate customer (for example a website visitor who chatted through an embedded widget, a client whose documents were uploaded by that business, or someone whose appointment was booked through a tenant’s calendar), please contact that business first — they control that relationship and are responsible for providing any required notice to you.

10. Website widgets and your visitors

If you install a Softmate widget on your website, you act as the controller for your visitors’ personal information collected through that widget. Softmate processes that information as your service provider to operate the widget, store contact records you can access in your dashboard, and perform actions you configure (such as calendar booking). You are responsible for your own privacy notice, lawful basis, and consent mechanisms on your site.

11. Children

The Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 (or the equivalent minimum age in your jurisdiction).

12. Cookies and similar technologies

We use cookies and similar technologies that are necessary for authentication, security, and basic site function. We may also use limited analytics to understand how the site is used. You can control cookies through your browser settings; disabling some cookies may affect site features.

13. Changes

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the Services after an update means you acknowledge the revised policy. Material changes may also be highlighted by email or in-product notice when appropriate.

14. Contact

Privacy questions: [email protected].

See also our Terms of Service.