Privacy Policy
Effective Date: July 7, 2026 Last Updated: July 7, 2026
Calden Systems ("we," "us," or "our") operates the website caldensystems.com and provides AI-powered communication and automation services to businesses (the "Services"). This Privacy Policy explains what information we collect, how we use it, and the choices you have.
By using our website or Services, you agree to the practices described in this Policy. If you do not agree, please do not use our website or Services.
1. Who We Are
Calden Systems is a sole proprietorship based in Duncan, British Columbia, Canada. We provide done-for-you AI missed call text back, appointment booking, review generation, and workflow automation services primarily to trades contractors and small businesses.
Contact: [email protected]
2. Information We Collect
We collect information in the following ways:
Information you provide directly, such as when you fill out a form on our website, book a demo, sign up for our Services, or communicate with us. This may include your name, business name, email address, phone number, business address, and information about your business needs.
Information collected automatically when you visit our website, such as IP address, browser type, device type, pages visited, and referring URL. This information helps us understand how visitors use our site and improve it.
Information from your customers (client-provided data), when you engage our Services and our systems interact with your customers on your behalf. This may include your customers' names, phone numbers, email addresses, appointment details, and message content. This information is processed on your behalf and remains your data.
3. How We Use Your Information
We use the information we collect to:
Provide, operate, and maintain our Services
Communicate with you about your account, service updates, and support
Send SMS and email messages related to your inquiries, demos, or active services (see Section 5 below)
Improve our website and Services
Comply with legal obligations and enforce our Terms of Service
We do not sell your personal information to third parties.
4. How We Share Information
We share information only in the following limited circumstances:
Service providers. We use trusted third-party platforms to deliver our Services, most notably GoHighLevel (our automation and communications platform provider). These providers process data on our behalf under their own privacy and security terms.
Legal compliance. We may disclose information if required by law, court order, or to protect our legal rights.
Business transfers. If Calden Systems is involved in a reorganization, incorporation, merger, acquisition, or sale of assets, information may be transferred to the successor entity as part of that transaction. The successor entity will continue to be bound by the commitments in this Privacy Policy.
We do not share, sell, or rent your information to third parties for their own marketing purposes.
5. SMS and Text Messaging
If you provide us with your mobile phone number through a form on our website, during onboarding, or by calling us (including our demo line), after which we may reply by text you consent to receive SMS text messages from Calden Systems related to your inquiry or active service (such as appointment confirmations, booking reminders, service updates, or support communications).
Message frequency varies based on your interaction with our Services. Message and data rates may apply depending on your mobile carrier and plan.
Opt out at any time by replying STOP to any message. For help, reply HELP or contact us at [email protected].
Important: Mobile phone numbers and SMS consent information collected by Calden Systems are NOT shared with third parties or affiliates for marketing purposes. Phone numbers are used solely to deliver the communications you have opted in to receive or that are part of the Services you have engaged.
6. Data Storage and Security
Data collected through our Services is stored and processed within the GoHighLevel platform, which employs industry-standard security measures including encryption in transit and at rest.
We do not maintain separate storage of your data outside of GoHighLevel and standard business record-keeping (such as invoices and tax records required by Canadian law).
While we take reasonable measures to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
7. Data Retention
We retain personal information only as long as necessary to provide the Services, comply with legal obligations (including tax and business record-keeping requirements under Canadian law), resolve disputes, and enforce our agreements.
When you cancel Services, we will delete or de-identify your operational data within a reasonable period, subject to legal retention requirements.
8. Your Rights
Under Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the British Columbia Personal Information Protection Act (PIPA), you have the right to:
Access the personal information we hold about you
Request correction of inaccurate information
Withdraw consent for certain uses of your information
Request deletion of your information, subject to legal retention requirements
File a complaint with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia
To exercise any of these rights, contact us at [email protected].
9. Cookies and Tracking
Our website may use cookies and similar technologies to remember your preferences, understand how you interact with our site, and improve your experience. You can control cookies through your browser settings. Disabling cookies may affect functionality.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any personal information.
11. Children's Privacy
Our Services are intended for businesses and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us and we will delete it.
12. International Users
Our Services are intended for use within Canada. If you access our Services from outside Canada, you consent to the transfer and processing of your information in Canada, which may have different data protection laws than your country of residence.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top. Material changes will be communicated through our website or by email. Continued use of our Services after changes take effect constitutes acceptance of the updated Policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:
Calden Systems Duncan, British Columbia, Canada Email: [email protected] Website: caldensystems.com
