SOLVEPHASE Privacy Policy
Privacy Policy:
Effective date: October 9, 2025
Who We Are:
SolvePhase(“SolvePhase,” “we,” “us,” “our”) provides AI-powered automation, lead generation, CRM implementations, and advertising services for wedding venue businesses.
Legal entity: SOLVEPHASE
Address: 132 Parkside Cres SE, Calgary, AB, Canada
Website: https://solvephase.com
Privacy email: [email protected]
This Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website, interact with our tools, or when we process data on behalf of our clients.
Scope & Roles
We may act as:
Controller for personal information we collect via our website, our marketing, billing, and our own communications.
Processor/Service Provider for personal information we handle on behalf of our business clients inside platforms like GoHighLevel (GHL), n8n/Make, Vapi, or via integrated channels (e.g., WhatsApp, SMS). When we are a processor, our use of data is governed by our Data Processing Addendum (DPA) with the client.
DPA: If you are a client and need a DPA, email [email protected] and we will provide our standard processor terms.
Information We Collect
Depending on your interactions with us or with a client using our services, we may collect:
Contact & account data: name, email, phone number, company, role.
Lead & booking data: inquiry details (e.g., wedding date window, guest count, preferences), communication history.
Payment & billing data: payment method, billing address, transaction metadata. We use Stripe for payments and do not store full card numbers.
Device & usage data: IP address, device identifiers, pages visited, events, approximate geolocation (derived from IP or browser settings), and similar analytics.
Communications: emails, support requests, chat/SMS content, voicemail/call recordings (if applicable) and system logs.
User-submitted content: files, forms, or media you upload.
Sources of Information
Directly from you (forms, emails, calls, SMS/WhatsApp).
From our clients who provide lead/booking data for us to process on their behalf.
From integrated platforms (e.g., Meta lead forms, Google properties) per your settings with those services.
From cookies/SDKs/analytics on our web pages and landing pages.
How We Use Information
We use personal information to:
Provide and operate services (lead capture, booking automation, CRM, communication flows).
Support & communicate with you (respond to inquiries, troubleshooting).
Run ads/attribution & analytics for our website and client funnels.
Process payments and manage accounts.
Comply with law, enforce terms, and keep services secure (detect abuse, maintain logs).
Marketing (with your consent or as permitted by law).
AI training: You stated we do not use personal information to train our own AI models. We configure vendors to avoid using prompts/outputs for model training where controls exist. If a vendor’s default differs, we contractually or technically limit such use and will update this Policy if that changes.
Automated Decision-Making & Profiling
We may use automated workflows (e.g., lead scoring/routing, instant tour scheduling, reminder/no-show rescue) to speed responses and operational efficiency. These processes do not produce legal or similarly significant effects. You may request human review or to object to automated processing where applicable by contacting [email protected].
Cookies & Tracking
Our web pages and landing pages (including those hosted via GHL) may use:
Strictly necessary cookies (security, session, load balancing).
Analytics cookies/SDKs (traffic and funnel performance).
Advertising pixels (Google/Meta) for attribution and ad optimization.
Your browser may offer controls to block or delete cookies. Where required, we use consent mechanisms; some pages may not function correctly without necessary cookies.
Legal Bases (if you are in the EU/UK)
While we do not actively target EU/UK residents, if you visit from those regions we rely on:
Contract (to provide services),
Legitimate interests (analytics, service improvement, security), and
Consent (marketing communications, certain cookies).
You may withdraw consent at any time.
Sharing & Disclosures
We share personal information with trusted service providers who assist our operations, subject to confidentiality and data protection terms. Typical vendors you listed include:
Platform/CRM/Hosting: GoHighLevel (GHL).
Automation/AI: OpenAI (via API), n8n, Make, Vapi (voice).
Comms: Email (your email provider), SMS/WhatsApp channels (often via GHL integrations).
Analytics & Ads: Google (e.g., GA4, Ads), Meta.
Payments: Stripe.
We may also disclose data:
To comply with law, legal process, or lawful requests.
To protect rights, safety, and security of users, clients, or the public.
During a business transaction (merger, acquisition) with appropriate safeguards.
“Sale/Share” (CCPA/CPRA): Based on your input, we do not “sell” or “share” personal information as those terms are defined under California law. If that changes, we will update this Policy and provide opt-out mechanisms.
International Data Transfers
We operate in Canada and the U.S. and may transfer data to countries where our vendors operate. When required, we use recognized safeguards (e.g., Standard Contractual Clauses) and implement technical/organizational measures to protect data during transfer.
Retention
We keep personal information only as long as needed for the purposes described or as required by law. Default schedules (unless your contract or law requires otherwise):
Website/marketing leads & CRM contacts: up to 24 months after last activity.
AI chat logs/call recordings (if enabled): up to 12 months.
Marketing analytics data: up to 24 months.
Billing & transaction records: up to 7 years (tax/audit).
Backups: typically ≤90 days rolling.
We may de-identify or aggregate data for analytics. When retention ends, we delete or de-identify data.
Security
We apply reasonable administrative, technical, and physical safeguards, including:
Encryption in transit/at rest (where supported),
Role-based access controls and MFA on core systems,
Vendor due diligence and least-privilege access,
Regular access reviews and logging,
Incident response and breach notification processes.
No method is 100% secure; please notify us immediately if you believe your data has been compromised.
Your Privacy Choices & Rights
Your rights depend on your location. Where applicable (e.g., Canada under PIPEDA; U.S. states such as CA/CO/CT/VA/UT; and, if relevant, EU/UK), you may have the right to:
Access and correct your data.
Delete your data (with some exceptions).
Portability (receive a copy in a machine-readable format).
Opt out of marketing, targeted advertising, or certain profiling.
Limit use/disclosure of sensitive information (where applicable).
Withdraw consent (where we rely on consent).
Appeal a decision on your request (where required by state law).
How to Exercise Rights
Email [email protected] with your request and enough information to verify your identity (we may ask you to confirm access to your email or account). We aim to respond within 30 days (extensions as permitted).
Authorized agents (CA): We honor authorized agent requests with proof of authority and identity verification.
Global Privacy Control (GPC): Where required by law, we honor GPC/opt-out preference signals for “sale/share” (we currently don’t sell/share as defined).
Communications & Texting Consent
By providing a phone number, you agree that we or our clients may contact you via SMS/voice for service and scheduling. Message/data rates may apply. You can opt out of SMS at any time by replying STOP (or HELP for help). We require opt-in consent for marketing texts where required by law.
Children
Our services are not intended for children under 16 (or under 13 where COPPA applies). We do not knowingly collect children’s data. If you believe a child provided data, contact us and we will delete it.
Third-Party Links
Our site and client funnels may link to third-party sites or platforms. Their privacy practices are governed by their own policies.
Changes to This Policy
We may update this Policy from time to time. We will post the new version on this page and, for material changes, notify clients by email or through the services.
Contact Us
Questions or concerns?
Email: [email protected]
Postal: SOLVEPHASE, 132 Parkside Cres SE, Calgary, AB, Canada