Privacy policy
Last updated October 18, 2026. We handle personal information under applicable Canadian privacy laws (PIPEDA and provincial laws).
Who this covers
Subscribers (businesses that use Toolbelt Text) and callers (people who phone or text a subscriber's business and get a text from us on that business's behalf).
What we collect
- Subscribers: business name, trade, service area, owner name, cell number, email and business number. Payment details are collected and stored by Stripe, not by us.
- Callers: phone number, call time, the text messages exchanged, photos sent by text, and details the caller chooses to share (such as the job, address or area, urgency, callback time, and name).
Why
We use caller information only to reply to the caller's call or text and to pass the details to the business they contacted so it can call them back. We don't sell it, we don't use it for advertising, and we don't send callers marketing messages.
Who processes it
- Twilio (phone calls and text messages)
- Stripe (subscriber payments)
- An AI model provider that generates the assistant's replies from the conversation text
- Our hosting and email providers
- HeyCatch (website analytics on our public pages: page views and clicks; not on customer dashboards or lead pages)
- Google Ads (measures which ads lead to a demo-line call or a trial start; the tag runs on our public pages and once on the page shown after checkout, without your dashboard link)
The AI assistant is on for every business unless the business asks us to turn it off. While it's on, caller messages are sent to our AI provider (xAI) to write replies. We don't use them for anything else.
Some of these providers store or process data outside Canada, including in the United States, where it may be accessible to authorities under local law.
Retention
Caller conversations and leads are kept while the subscriber's account is active and deleted within 90 days after cancellation, unless the law requires us to keep them longer. Opt-out records are kept so that we keep honouring them.
Your choices
Callers can reply STOP at any time to stop texts from that business number. Anyone can ask to see, correct or delete their information by emailing support@toolbelttext.ca. If you're not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada or the privacy commissioner in your province or territory.
AI receptionist plan
For AI receptionist (Front Office) clients, when a caller reaches the assistant we process what they say (speech-to-text) to write down the job details, a requested time, and a transcript for the business. Calls are not recorded unless the business turns recording on, and the greeting says so when it is on. Recordings are kept for 90 days.
Speech recognition, voice and AI processing are done by service providers in the United States (Twilio, and our AI provider). Your information may be accessed by authorities there under US law.
Booking confirm, decline and reminder texts, and the signed confirm link, include the caller’s name, number, and the requested time, so the business can confirm or decline and the caller can be told the result. We honour STOP on every one of those texts.
Contact
Privacy questions, access or correction requests and complaints go to our privacy contact:
Privacy Officer, Toolbelt Text
10502 108 Ave, Grande Prairie, AB T8V 1P8, Canada
support@toolbelttext.ca