Written to be read, not to be skipped. Effective June 2026.
ZeroMiss ("we", "us") is an AI phone receptionist service for Canadian clinics, operated by Jazzed Technology in Vancouver, British Columbia. Our designated Privacy Officer can be reached at privacy@zeromiss.ca. As a British Columbia organization, we are subject to BC's Personal Information Protection Act (PIPA) and, for inter-provincial data flows, the federal PIPEDA. When we serve Ontario clinics, we act as an agent / electronic service provider to those clinics under PHIPA and process personal health information only on their instructions.
When you call a clinic that uses ZeroMiss, that clinic remains the custodian of your information. We process it only to provide reception services to the clinic — answering the call, capturing your booking request or message, and delivering it to the clinic. We never use caller information for our own purposes, never sell it, and never use it to train AI models.
On calls handled by our AI: the conversation itself (processed in real time and transcribed), your name and callback number, and the appointment details you provide (service requested, preferred times, practitioner preference). Purpose: completing your booking or message for the clinic. The AI is designed NOT to collect health card numbers or detailed clinical information — it will politely defer those topics to clinic staff. From clinic customers and website visitors: business contact details, quote-request form submissions, and standard website analytics.
Every AI-handled call begins with a clear statement that you are speaking with an AI assistant and that the call is transcribed to complete your booking. Raw call audio is not retained by default — we transcribe and discard. If a clinic enables call recording, the call-start disclosure says so explicitly. You may say "human" or "voicemail" at any time to decline speaking with the AI, and you'll be transferred or given an alternative.
Stored data (transcripts, booking requests, account data) is hosted in Canada (Google Cloud, Montréal/Toronto regions) for production clinic workloads. Real-time call media may transit infrastructure of our media and telephony providers located in the United States; we disclose this honestly because real-time voice systems involve such transit. Our full subprocessor register — who, what role, where — is published on our Privacy & Compliance page and updated with 30 days' notice to clinics.
Call audio: not retained by default. Transcripts: deleted on the clinic's configured schedule (0–30 days). Booking requests and messages: delivered to the clinic; our copies are deleted on the same schedule. Clinic account data: kept for the duration of the service agreement and securely deleted within 30 days of termination, with a certificate of destruction available on request. We retain security-incident records for 24 months as PIPEDA requires.
Encryption in transit (TLS 1.2+/SRTP) and at rest (AES-256); multi-factor authentication on administrative access; role-based access on a least-privilege basis; audit logging; contractual no-training and confidentiality commitments from every subprocessor. No safeguard is perfect, which is why we also commit contractually to notify affected clinics within 48 hours of confirming any security incident, and to support their notifications to regulators and patients.
You may request access to or correction of your personal information. If your information was collected on behalf of a clinic, contact the clinic first — they are the custodian — and we will support their response within 5 business days. For information we hold directly (e.g., website form submissions), contact privacy@zeromiss.ca. You may withdraw consent to non-essential communications at any time. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or (for Ontario health information) the Information and Privacy Commissioner of Ontario.
zeromiss.ca uses minimal analytics and the reCAPTCHA service to protect our forms from abuse. We do not run third-party advertising trackers on this site.
We update this policy as the service evolves and note the effective date below. Material changes affecting clinics are communicated directly with 30 days' notice.
Want the deeper technical and legal detail — data flows, subprocessors, breach commitments?
Visit Privacy & Compliance