This Privacy Policy explains how Nuuch Systems ("Nuuch", "we", "us") collects, uses, and protects personal information when you visit nuuchsystems.com or contact us. We are based in Canada and handle personal information in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy law.
1. Who we are
Nuuch Systems ("Nuuch", "we", "us") is a creative and technology studio based in Edmonton, Alberta. This policy explains what personal information we collect when you visit nuuchsystems.com, contact us, book a call, or interact with an AI receptionist we run for one of our clients, and what we do with it. The person accountable for privacy at Nuuch is Uche Azuike, who you can reach at hello [at] nuuchsystems.com.
2. The laws we follow
We handle personal information under Alberta's Personal Information Protection Act (PIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). If you visit us from the United States, the same practices apply to you; where a US state law gives you additional rights over your information, you can exercise them by contacting us.
3. What we collect
- Contact form. Our form is run by Formspree. It collects your name, email address, phone number if you give it, what you are interested in, your message and your IP address, and sends them to our email inbox. A copy of your name, email, phone, service interest and message is also saved in our own customer-relationship database (hosted on Supabase in Canada) so we can reply, keep a record of our conversation and follow up. We do not add you to a marketing list from this form.
- Website chat. The chat bubble on our site is an AI assistant, and it says so. What you type is sent to Anthropic, the company that makes the Claude AI model, so it can write a reply; it runs through our own customer database service (Supabase in Canada). We do not keep chat conversations unless you choose to leave your name and email, in which case your contact details and that conversation are saved with your enquiry in our customer database so we can follow up. The conversation is also kept in your own browser until you close the tab. Please do not share sensitive personal information in the chat.
- Booking a call. Bookings run through Calendly, which collects your name, email address, the time you choose and any notes you add.
- Email and phone enquiries. If you email or call us we keep the details you give us so we can reply and follow up.
- Analytics. We use Google Analytics 4 to understand how the site is used. It sets cookies and processes your IP address and device information on Google's servers. You can opt out with the Google Analytics opt-out add-on.
- Fonts. Fonts are served from our own website. No request is sent to Google or any other font provider when a page loads.
4. How we use it
We use your information to reply to you, prepare quotes, deliver and support the work you hire us for, send project updates, and run and improve this website. We do not sell personal information and we do not use it for purposes you would not expect from a business you have contacted.
5. Where your information is stored
Our website and email are hosted by Hostinger on servers in Canada and the European Union. Our customer database is hosted by Supabase in Canada. Formspree, Calendly, Google, Anthropic (for the website chat) and the AI phone platform and phone carrier we use (currently Retell AI and Twilio) may store information in the United States, where it may be subject to US law and accessible to US authorities. We choose providers that publish their security and privacy practices, but we cannot control how they respond to legal requests.
6. Information we handle for our clients
When we build a website, CRM, automation or AI receptionist for a client, we often handle their customers' information: names, phone numbers, emails, bookings, messages and call recordings. We handle it as a service provider under the client's instructions. We do not use it for our own purposes, we return or delete it at the end of the engagement unless the client asks otherwise, and the client remains responsible for giving their own customers the notices and obtaining the consents that their business requires.
7. AI receptionist calls
If you call a business whose phone is answered by an AI receptionist we set up, you are told at the start of the call that you are speaking with a virtual assistant and that the call may be recorded and transcribed. Recordings and transcripts are stored with the AI platform provider (currently Retell AI, with calls carried by Twilio) in the United States for up to 90 days, unless the business has asked us to set a shorter period, and are used to answer your request, pass a message to the business and improve the receptionist's answers. In some places every person on a call has to agree to recording; the greeting is designed so that staying on the line counts as that agreement, and you can hang up or ask for a person instead. To have a recording deleted, email hello [at] nuuchsystems.com with the business you called, the number you called from and the approximate time, or ask the business directly, and we will delete it from the platform.
8. Follow-up texts
Some receptionists send a follow-up text when a call is missed or a booking is made. These texts identify the business sending them. Reply STOP (or as the text says) to opt out, and no further texts are sent from that system.
9. How long we keep it
- Enquiries (form, email, phone, booking): up to 24 months after our last contact, unless you become a client.
- Enquiries and customer records: kept while we are in contact and for up to three years after our last contact, then deleted, or sooner if you ask.
- Client project files and deliverables: 90 days after delivery, then deleted from our working storage unless the client asks us to keep them or a care plan is in place.
- Analytics data: Google's default retention of 14 months.
- AI receptionist recordings and transcripts: up to 90 days, or the shorter period the client sets. This includes the copy in our own customer database, which is cleared automatically after 90 days. A short call summary and your contact details are kept as an enquiry record.
- Invoices and payment records: as long as Canadian tax law requires.
10. Your rights
You can ask to see the personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw consent to how we use it, subject to legal and contractual limits. Email hello [at] nuuchsystems.com and we will reply within 30 days. If you are not satisfied with our response, you can complain to the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.
11. Cookies
This site sets Google Analytics cookies to count visits and understand which pages are used. It does not set advertising cookies. You can block or delete cookies in your browser settings; the site works without them.
12. Security
We use reasonable safeguards to protect personal information, including encrypted connections, access controls on our accounts and two-factor authentication where providers offer it. No method of storage or transmission is completely secure.
13. Children
The site and our services are for businesses and adults. We do not knowingly collect information from children.
14. Changes to this policy
We may update this policy from time to time. Changes take effect when posted, with the date above revised.
15. Contact
Questions about this policy or your information? Email hello [at] nuuchsystems.com, call (825) 823-4190 or send a message through the contact form.