Privacy Policy

1. Introduction

This Privacy Policy explains how Courtside AI Inc. (“Courtside AI,” “we,” “us,” or “our”), a corporation incorporated under the laws of Ontario, Canada, collects, uses, stores, and shares information in connection with the Courtside AI platform and related services (the “Service”).

By using the Service, you agree to the collection and use of information as described in this Privacy Policy. This Policy should be read alongside our Terms of Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, phone number, organization name, and business details.

2.2 Lead & Contact Data

You may upload or enter information about your leads and contacts, including names, phone numbers, email addresses, mailing addresses, and other details relevant to your campaigns. You are responsible for the lawfulness of the data you upload (see Section 8).

2.3 Call Data

When calls are made or received through the Service, we collect and store call metadata, recordings, transcripts, AI-generated summaries and analysis, call outcomes, sentiment analysis, engagement metrics, and any financial or topic-specific details extracted during post-call processing.

2.4 Appointment & Calendar Data

When appointments are booked through the Service, we store appointment details including date, time, location, and associated contact information. If you connect a Google or Microsoft calendar, we access availability data to facilitate scheduling.

2.5 Usage & Analytics Data

We automatically collect information about how you interact with the Service, including pages viewed, features used, timestamps, browser type, device information, and IP address.

2.6 Payment Information

Payment processing is handled by Stripe. We do not store your credit card numbers or full payment credentials. We receive and store limited billing information from Stripe, such as the last four digits of your card, billing address, and transaction history.

3. How We Use Information

We use the information we collect to:

Provide, maintain, and improve the Service
Process and deliver AI voice calls on your behalf
Generate call analytics, summaries, and action items
Schedule and manage appointments
Process billing and payments
Send transactional communications (confirmations, alerts, notifications)
Provide customer support
Improve our AI models and call quality
Detect and prevent fraud, abuse, and security incidents
Comply with legal obligations

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specific retention periods:

Account data — retained while your account is active and for up to 30 days after account closure
Call recordings and transcripts — retained according to your subscription plan settings; you may delete recordings at any time
Lead/contact data — retained while your account is active; deleted upon account closure unless required by law
Billing records — retained for up to 7 years to comply with tax and accounting requirements

Upon account termination, we will delete or anonymize your data within 30 days, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing our Terms).

6. Your Rights

6.1 General Rights

Depending on your jurisdiction, you may have the right to:

Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Request deletion of your personal information
Object to or restrict certain processing activities
Request data portability
Withdraw consent where processing is based on consent

6.2 PIPEDA (Canada)

If you are located in Canada, the Personal Information Protection and Electronic Documents Act (PIPEDA) provides you with rights regarding your personal information, including the right to access, correct, and challenge compliance. We collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate, and we obtain meaningful consent for the collection and use of personal information.

6.3 CCPA (California)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

The right to know what personal information we collect and how it is used
The right to request deletion of your personal information
The right to opt out of the “sale” of personal information — we do not sell personal information
The right to non-discrimination for exercising your privacy rights

To exercise any of these rights, contact us at contact@court-side.ai. We will respond within the timeframes required by applicable law.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

Encryption of data in transit (TLS) and at rest
Row-Level Security (RLS) policies to enforce strict tenant isolation — each organization's data is accessible only to its authorized members
Access controls and role-based permissions
Regular security reviews and monitoring
Secure credential management via environment variables and vault storage

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

8. Lead & Contact Data Responsibility

For lead and contact data uploaded by users, Courtside AI acts as a data processor. You, the user, are the data controller.

This means:

You are responsible for ensuring you have a lawful basis (e.g., consent) to collect, store, and use the personal information of your leads and contacts
You are responsible for providing any required privacy notices to your contacts
You are responsible for responding to data subject access requests from your contacts
Courtside AI processes lead/contact data only on your instructions and solely to provide the Service

9. Call Recordings & Transcripts

Call recordings and transcripts are generated by our voice AI partner, Retell AI, and stored within the Courtside AI platform. You are responsible for:

Disclosing to call recipients that calls may be recorded, where required by applicable law (many jurisdictions require all-party or one-party consent for recording)
Disclosing that the caller is an AI agent, where required by applicable law
Ensuring that call recordings are used in compliance with all applicable privacy and data protection laws

Call recordings, transcripts, and AI-generated analysis are accessible only to authorized members of your organization within the Service.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete such information promptly.

11. International Data Transfers

Your information may be transferred to, stored, and processed in Canada, the United States, or other countries where our service providers operate. By using the Service, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection laws. We take steps to ensure that your information receives an adequate level of protection in the jurisdictions in which we process it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will provide at least 30 days' notice of material changes via email or in-app notification. The “Last updated” date at the top of this page indicates when the Policy was last revised. Your continued use of the Service after the effective date of the revised Policy constitutes acceptance of the changes.

13. Contact

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at:

Courtside AI Inc.
Email: contact@court-side.ai

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