Privacy Policy
Brainova AI Inc. collects only the personal data necessary to deliver our services — account details, call recordings, product data, and usage analytics. Data is encrypted in transit and at rest using industry-standard methods, retained only as long as needed, and is not sold to third parties. For current technical details, see our Trust & Security page.
Effective date: April 15, 2026 · Last updated: October 1, 2026
Information We Collect
We collect information you provide directly, data generated through your use of our products, and technical data collected automatically when you visit our website.
Account & Contact Information
Name, email address, phone number, company name, job title, and billing information you provide when creating an account, requesting a demo, or contacting us. The contact form on our website is provided by HubSpot, and the details you submit are stored in our HubSpot CRM. When you submit that form, we also store two details with your contact record in our CRM: the Google Analytics client ID (a random identifier set by Google Analytics, not your name or email) and a tag showing which link led you to the form, so we can see which pages and campaigns lead to inquiries.
Call Recordings & Transcripts (Brainova Talk)
Audio recordings and AI-generated transcripts of calls handled by Brainova Talk voice agents. These are stored encrypted and retained for 90 days by default, or per your configured retention policy.
Product & Inventory Data (Brainova AI Inventory)
Product descriptions, images, specifications, pricing, and competitor data processed through the Brainova AI Inventory platform. This data is sourced from publicly available websites and your connected Shopify store.
Usage & Analytics Data
Pages visited, features used, session duration, device type, browser, IP address, and referring URL. Collected via Google Analytics 4 (loaded through Google Tag Manager), HubSpot, and the Meta Pixel to understand how our website is used, improve our services, and measure our advertising. Google Analytics 4 does not log or store IP addresses.
Cookies & Tracking Technologies
We use essential cookies for authentication and session management, Google Analytics 4 cookies for usage measurement, HubSpot cookies for visitor analytics and our CRM, and the Meta Pixel to measure and improve our advertising on Facebook and Instagram. See the Cookies section below for details and opt-out options.
How We Use Your Information
We use your data to deliver, maintain, and improve our services. We do not use your data for purposes unrelated to the services you signed up for.
Service Delivery
To operate Brainova Talk voice agents, process calls, generate transcripts, and run product research through Brainova AI Inventory. Your data powers the features you use daily.
Account Management
To manage your account, process payments, send invoices, and provide customer support. We use your contact information to respond to inquiries and resolve issues.
Product Improvement
To analyze aggregated, anonymized usage patterns and improve platform performance, reliability, and user experience. Individual customer data is never used for this purpose without consent.
Communication
To send transactional emails (account confirmations, security alerts, billing notices) and, with your consent, marketing communications about product updates and relevant content.
Security & Fraud Prevention
To detect and prevent unauthorized access, abuse, and fraudulent activity. We log access events and monitor for suspicious behavior across our platform.
Legal Compliance
To comply with applicable laws, regulations, and legal processes. This includes responding to lawful requests from law enforcement and regulatory authorities.
Data Sharing & Third Parties
We do not sell, rent, or trade your personal data. We share data only with the limited set of subprocessors required to deliver our services, under strict contractual protections, and with Meta for advertising measurement as described below.
Service Subprocessors
We use vetted third-party providers for cloud infrastructure (AWS), AI model hosting, payment processing (Stripe), email delivery, website analytics (Google Analytics, via Google Tag Manager), and CRM and marketing automation (HubSpot). Each subprocessor is contractually bound to process your data only for the purposes we specify and to maintain equivalent security standards. A current list of subprocessors is available upon request.
Advertising Partners
We use the Meta Pixel and Meta’s Conversions API to measure and improve our advertising on Facebook and Instagram. This shares website activity (pages visited and clicks on our phone, email, and contact links), your IP address and browser information, and, when you submit our contact form, your email address and phone number in hashed form with Meta Platforms, which processes it under its own privacy policy. See Cookies & Tracking Technologies for details and opt-out options.
Legal Requirements
We may disclose your data if required by law, subpoena, court order, or government regulation. We will notify you of such requests where legally permitted to do so, and will challenge requests we believe are overbroad or unlawful.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity. We will notify you before your data is transferred and becomes subject to a different privacy policy.
No Data Selling
Brainova AI Inc. does not sell, rent, or trade personal data, and we have no plans to do so. We do not participate in data broker networks. The only advertising data sharing we do is with Meta, as described under Advertising Partners above. Personal data is used to deliver the services you subscribed to. In the event of a business transfer (see above), data may transfer to the successor entity under equivalent protections.
Data Retention
We retain your data only as long as necessary to provide our services and meet legal obligations. Here are our standard retention periods:
90 days
Default call recording retention
Configurable from 30 days to 1 year
30 days
Post-cancellation data deletion
Grace period to export your data
3 years
Audit log retention
Immutable access and activity logs
7 years
Billing and tax records
As required by Canadian tax law
When you cancel your account, you have 30 days to export your data. After the grace period, personal data, call recordings, transcripts, product data, and account information is deleted from production systems. Deletion from encrypted backups is completed within an additional 30 days in accordance with our backup rotation. Billing records required by law are retained in anonymized form to the extent permitted.
Your Rights & Choices
You have full control over your personal data. Here are the rights available to you under PIPEDA and applicable privacy laws.
Access Your Data
Request a copy of all personal data we hold about you. We will provide it in a portable, machine-readable format within 30 days.
Correct Your Data
Update or correct inaccurate personal information at any time through your account dashboard, or by contacting us directly.
Delete Your Data
Request deletion of your personal data. We will permanently erase it within 30 days, except where retention is required by law.
Export Your Data
Download your data in a standard format (CSV or JSON) for portability. Available through your account settings or by request.
Opt Out of Communications
Unsubscribe from marketing emails at any time via the link in every email. Transactional emails related to your account will continue.
Withdraw Consent
Withdraw consent for optional data processing (such as marketing communications) at any time without affecting your service. To stop analytics and advertising cookies, block or delete them in your browser or use the opt-out options in the Cookies section below.
To exercise any of these rights, email privacy@brainova.ai with your request. We will generally respond within 30 days. We may extend this period as permitted by applicable law where the request is complex or high-volume, and we may decline or charge a reasonable fee for requests that are manifestly unfounded, repetitive, or excessive. We will not penalize you for exercising your privacy rights.
Canadian & International Privacy
Brainova AI Inc. is incorporated in British Columbia, Canada. We comply with Canadian federal and provincial privacy legislation, and apply equivalent protections for all customers regardless of location.
PIPEDA Compliance: We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), including the 10 fair information principles covering accountability, consent, purpose limitation, collection limitation, use limitation, accuracy, safeguards, openness, individual access, and challenging compliance.
CASL Compliance: All commercial electronic messages comply with Canada's Anti-Spam Legislation (CASL). We obtain express consent before sending marketing emails and include a clear unsubscribe mechanism in every message.
Cross-Border Transfers: Your data may be processed in the United States and Canada, where our infrastructure providers operate. All cross-border transfers use encrypted connections and are governed by data protection agreements. We do not transfer data to jurisdictions without adequate privacy protections.
Baseline protections: Brainova AI Inc. applies PIPEDA-level privacy standards as its baseline across all jurisdictions. Specific rights, response timelines, and remedies available to you are governed by the privacy law applicable in your region.
Privacy by design: We consider privacy implications when designing new features and adjust data handling practices accordingly.
Children's Privacy
Brainova AI's products and services are designed for business use and are not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have inadvertently collected data from a child under 13, we will delete it promptly. If you believe a child has provided us with personal information, please contact us at privacy@brainova.ai.
Security Measures
Brainova AI Inc. implements technical and organizational measures proportional to the sensitivity of the data processed, including encryption of data in transit and at rest, access controls and access logging, vulnerability management, network segmentation, and regular third-party security assessments.
For current technical details and operational practices, see our Trust & Security page. That page describes our current implementation and may be updated from time to time.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices, products, or legal requirements. When we make material changes, we will:
Post the updated policy on this page with a new effective date
Send an email notification to all active account holders
Provide a summary of what changed and why
Your continued use of our services after the effective date constitutes acceptance of the updated policy. If you disagree with any changes, you may close your account and request data deletion.
Have Privacy Questions?
Contact our privacy team at privacy@brainova.ai or reach us at +1-844-687-2424.
Brainova AI Inc. — British Columbia, Canada
Frequently Asked Questions
About the Service
No. Brainova AI does not sell, rent, or trade your personal data to third parties. We share data with vetted subprocessors necessary to deliver our services (such as cloud hosting and AI model providers), who are contractually bound to the same data protection standards, and we share limited website and contact form data with Meta to measure and improve our advertising, as described in the Cookies section of this policy.
Brainova Talk call recordings are retained for 90 days by default. You can configure a custom retention period from 30 days to 1 year in your account settings. When you cancel your account, all call recordings are permanently deleted within 30 days.
Yes. Brainova AI complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL). We collect only the personal information necessary to deliver our services, obtain meaningful consent, and provide access to your data upon request.
Yes. Under PIPEDA and other applicable privacy laws, you have the right to request a copy of all personal data we hold about you. Submit a request to privacy@brainova.ai and we will provide your data in a portable, machine-readable format within 30 days.
Getting Started
Your data may be processed in the United States and Canada where our infrastructure is hosted. Cross-border transfers use industry-standard encrypted connections and are governed by data protection agreements with our subprocessors. We do not transfer data to countries without adequate privacy protections.
Upon cancellation, you have a 30-day grace period to export your data. After that window, personal data, call recordings, transcripts, product data, and account information is deleted from production systems. Deletion from encrypted backups is completed within an additional 30 days in accordance with our backup rotation. Billing records required by law are retained in accordance with Canadian tax requirements.
No. Your call recordings, transcripts, and product data are never used to train or improve our AI models without your explicit, written opt-in consent. Your data is processed solely to deliver the services you subscribed to.
You can block or delete cookies in your browser settings, use your browser’s tracking protection or a content blocker, or install the Google Analytics Opt-out Browser Add-on (tools.google.com/dlpage/gaoptout) to stop Google Analytics from collecting data about your visits. To control how Meta uses data for ads, use your Meta ad preferences (facebook.com/adpreferences) and the AdChoices tools at youradchoices.ca (Canada) or optout.aboutads.info (United States). We do not currently offer an on-site cookie settings tool. To access, correct, or delete personal data we hold about you, email privacy@brainova.ai.
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