DIGITAL PNEUMA

Privacy Policy

Effective Date: July 1, 2025 | Jurisdiction: Province of Ontario, Canada

digitalpneuma.com | go.digitalpneuma.com

1. Who We Are

Digital Pneuma is an AI automation agency based in Hamilton, Ontario, Canada, founded and operated by Miguel Simon. We provide AI-powered business automation services to trades businesses (HVAC, plumbing, electrical, roofing) and other small businesses, including AI voice receptionist systems, lead generation funnels, marketing automation, and related digital services.

This Privacy Policy applies to all Digital Pneuma websites including digitalpneuma.com and go.digitalpneuma.com, and to all services we deliver to clients and website visitors.

2. Information We Collect

2.1 Information You Provide Directly

When you interact with our website, forms, or services, we may collect:

• Full name, email address, phone number, and business name
• Business type, size, and operational details (e.g., number of missed calls, service area)
• Payment information processed through Stripe (we do not store full card numbers)
• Appointment and scheduling information via Cal.com booking integrations
• Communications you initiate with us via email, phone, or our AI voice receptionist

2.2 Information Collected Automatically

When you visit our website or landing pages, we automatically collect:

• IP address, browser type, operating system, and device information
• Pages visited, time on page, scroll depth, and click interactions
• Referral source (including which ad, campaign, or link brought you to our site)
• Session data including entry/exit pages and session duration

2.3 Meta Pixel and Advertising Tracking

Our websites use the Meta Pixel (Facebook Pixel), a piece of code that enables us to measure, optimize, and build targeted advertising audiences on Meta platforms (Facebook and Instagram). The Meta Pixel may collect:

• Standard events such as PageView, ViewContent, Lead, and custom events including MissedCalls_Low, MissedCalls_Mid, MissedCalls_High, and MissedCalls_Critical
• Information about your interactions with our landing pages and calculator tools
• Data used to measure the effectiveness of our advertising campaigns
• Data used to create and target Custom Audiences and Lookalike Audiences on Meta platforms

This data is processed in accordance with Meta’s Data Policy. You can learn more about how Meta uses this information at facebook.com/privacy/explanation. You can opt out of Meta’s ad targeting at facebook.com/ads/preferences.

2.4 Microsoft Clarity

We use Microsoft Clarity, a behavioral analytics tool, to understand how users interact with our website. Clarity may record session replays, heatmaps, and aggregate usage data. This data helps us improve user experience and page performance. Microsoft Clarity does not collect personally identifiable information directly. You can learn more at microsoft.com/en-us/clarity/privacy.

2.5 Cookies and Tracking Technologies

We use cookies, pixels, and similar tracking technologies for the following purposes:

• Analytics: Understanding site traffic, user behavior, and conversion patterns (Google Analytics, Microsoft Clarity)
• Advertising: Tracking ad performance and enabling retargeting through Meta Pixel
• Functionality: Remembering your preferences and enabling certain site features
• Session management: Maintaining your state across pages during a visit

You may control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our site or the relevance of ads you see.

3. How We Use Your Information

We use the information we collect to:

• Respond to inquiries, book discovery calls, and deliver contracted services
• Process payments and fulfill service agreements through Stripe
• Operate and improve our AI voice receptionist and automation systems on your behalf
• Send service-related communications, onboarding sequences, and account updates via Brevo (formerly Sendinblue)
• Send marketing emails and follow-up sequences to leads who have opted in, segmented as Hot, Warm, or Long Drip sequences based on your engagement level
• Measure and optimize the performance of our Meta advertising campaigns
• Analyze website usage to improve user experience and conversion rates
• Comply with legal obligations and protect our legal rights

4. How We Share Your Information

4.1 Third-Party Service Providers

We share your information only with trusted third-party service providers who help us operate our business. These providers are contractually bound to protect your data and may not use it for their own purposes. Our current service providers include:

• Stripe — payment processing
• Brevo (Sendinblue) — email marketing and CRM
• Meta Platforms (Facebook/Instagram) — advertising and pixel tracking
• Microsoft (Clarity) — behavioral analytics
• com — appointment scheduling
• Trillet — AI voice receptionist services
• Cloudflare — website hosting, CDN, and security
• n8n — workflow automation (self-hosted)

4.2 No Sale of Personal Data

We do not sell, rent, or trade your personal information to third parties for their marketing or commercial purposes. We do not share mobile opt-in data or SMS consent data with third parties for any purpose.

4.3 Legal Disclosure

We may disclose your personal information when required by law, court order, or government authority, or when we believe disclosure is necessary to protect our rights, enforce our terms, or prevent harm.

5. Meta Lead Ads and CRM Integration

If you submit a lead form through a Meta (Facebook/Instagram) advertisement, your information — including name, email, phone number, and any custom fields in the form — will be automatically transferred to our CRM (Brevo) via an automated integration. You will be enrolled in an email follow-up sequence based on your lead qualification level. You may unsubscribe from these communications at any time using the unsubscribe link in any email.

6. AI Voice Receptionist

Digital Pneuma operates an AI voice receptionist system (powered by Trillet) on behalf of our clients and for our own business. When you call a business number connected to this system:

• Your call may be answered by an AI voice agent, not a human
• The call may be recorded for quality assurance and training purposes
• Information you share (name, reason for calling, contact details) may be logged and used to follow up with you or to connect you with a human representative
• Appointment bookings made through the AI system are processed via Cal.com

Where required by law, you will be notified that your call is being handled by an AI system.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, maintain our business records, and comply with legal obligations. Lead and contact data in our CRM is retained for a minimum of 24 months from last interaction. You may request deletion of your data at any time (see Section 9).

8. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, disclosure, or destruction. Our systems use industry-standard encryption (TLS/HTTPS) for data in transit, and data stored with our service providers is protected under their respective security programs. However, no method of electronic transmission or storage is 100% secure.

9. Your Rights (PIPEDA / Ontario)

Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy law, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to our use of your information (subject to legal and contractual limitations)
• Request deletion of your personal data where we have no legal obligation to retain it
• File a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at: [email protected]

10. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us immediately.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before providing any information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of our website or services after changes are posted constitutes acceptance of the revised policy.

13. Contact Us

For privacy-related questions, requests, or complaints:

Digital Pneuma

Hamilton, Ontario, Canada
Email: [email protected]
Website: digitalpneuma.com
Digital Pneuma | Privacy Policy | Effective July 1, 2025