Privacy Policy & Terms of Service

1. About ClientSync Systems

ClientSync Systems is a sole proprietorship registered in British Columbia, Canada, operated by Gary Baath. We provide AI-powered intelligent customer communication services including SMS messaging, appointment reminders, missed call text-back, reputation management, and customer reactivation campaigns to small businesses in BC. Our website is clientsyncsystems.ca. ClientSync Systems currently serves HVAC businesses in British Columbia.

2. Information we collect

We collect the following types of information:

• Business client data: Name, business name, email, phone number, and business details provided during onboarding or via our contact form.
• End customer data (on behalf of clients): Phone numbers and names of customers who have interacted with our clients' businesses, provided to us by our clients.
• Communication data: Records of SMS messages sent, delivery status, and opt-out requests.
• Website data: Standard server logs including IP addresses and page visit data collected automatically when you visit our site.

3. How we use your information

We use information solely to deliver the services our business clients have contracted us to provide. This includes sending appointment reminders, review requests, missed call text-backs, and reactivation messages on behalf of our clients to their customers.

We do not sell, rent, or share personal information with third parties for marketing purposes under any circumstances.

4. CASL compliance

All commercial electronic messages (CEMs) sent through ClientSync Systems comply with Canada's Anti-Spam Legislation (CASL). Specifically:

• We only message customers within the implied consent window of 6–24 months from their last business transaction.
• Every message includes the sender's business name and a clear opt-out instruction (reply STOP).
• Opt-out requests are processed immediately and permanently.
• Express consent is documented and stored where required.

ClientSync Systems operates in compliance with British Columbia's Personal Information Protection Act (BC PIPA) as the primary governing privacy legislation for all intra-provincial operations. The federal Personal Information Protection and Electronic Documents Act (PIPEDA) applies to any interprovincial or international data flows.

5. SMS messaging terms

ClientSync Systems sends SMS messages on behalf of its business clients to their customers. By providing your phone number and consenting via our contact form or client onboarding process, you agree to receive SMS messages from us.

• Message frequency: Varies by service. Appointment reminders are sent per scheduled appointment. Missed call text-backs are sent once per missed call.
• Message and data rates: Standard message and data rates may apply depending on your mobile carrier and plan.
• Opt-out: Reply STOP to any message to unsubscribe immediately and permanently.
• Help: Reply HELP to any message for assistance, or contact us at hello@clientsyncsystems.ca.
• Carriers: Carriers are not liable for delayed or undelivered messages.

6. Data storage and security

Client and customer data is stored on secured servers in Canada and the United States via third-party platforms including GoHighLevel, Google Sheets, and Twilio. Data is isolated per client — no cross-client data access is possible under any circumstances.

We use industry-standard security practices including encrypted connections (HTTPS/TLS), firewall-protected servers, SSH key authentication, and regular API key rotation.

7. Data retention

We retain customer contact records for the duration of the client's service agreement. Upon client offboarding, raw contact data including names, phone numbers, addresses, email addresses, job history, and conversation history is returned to the client within 14 days. ClientSync Systems retains communication event logs for a minimum of 3 years following termination of the client relationship for CASL compliance purposes. Opt-out records are retained indefinitely to ensure ongoing compliance. LC Phone numbers are retained for 60 days following the last commercial message before being released.

8. Your rights

Individuals whose data we process may request access to, correction of, or deletion of their personal information at any time. To exercise these rights, contact us at the email address below. SMS opt-out requests (reply STOP) are processed immediately and require no further action.

9. Third-party services

We use the following third-party services to deliver our product:

• GoHighLevel — CRM, SMS delivery, phone number management, and workflow automation
• Anthropic — AI message classification and processing
• Google Sheets and Google Workspace — Event logging and reporting
• Twilio — SMS delivery and phone number management
• n8n — Workflow automation
• Hostinger — Server hosting and infrastructure
• Web3Forms — Contact form submissions

10. Terms of service

• Clients are responsible for ensuring they have legitimate implied or express consent to contact their customers under CASL before providing customer data to ClientSync Systems.
• ClientSync Systems is not liable for losses resulting from missed calls, undelivered messages, or third-party platform outages beyond our reasonable control.
• Either party may terminate the service agreement with 30 days written notice sent to the email address on file. ClientSync Systems reserves the right to adjust monthly service fees with a minimum of 60 days written notice. The client may cancel without penalty within the 60-day notice period if they do not accept the revised pricing.
• Monthly subscription fees are billed in advance and are non-refundable for the current billing period.
• ClientSync Systems reserves the right to update these terms with 30 days notice to the client.
• These terms are governed by the laws of British Columbia, Canada.

11. Contact

For privacy inquiries, data requests, or general questions contact us at:

hello@clientsyncsystems.ca

ClientSync Systems, British Columbia, Canada.