Section 01
Overview
The short version: Vib3 collects the information needed to operate your AI agent and send you call notifications. We don't sell your data. We don't share it with advertisers. You can ask us to delete it at any time. Full details below.
This Privacy Policy explains how Vib3 (operated by Swell Farms Inc., "Vib3", "we", "us", or "our") collects, uses, stores, and protects personal information in connection with our AI receptionist platform at vib3.ca and associated services.
By using Vib3, you agree to the practices described in this policy. If you don't agree, please don't use the platform.
Section 02
Who We Are
Vib3 is a product of Swell Farms Inc., a British Columbia company based in Campbell River, BC. We operate vib3.ca and the associated API, agent infrastructure, and dashboard.
We are subject to Canadian federal privacy law — the Personal Information Protection and Electronic Documents Act (PIPEDA) — and, where applicable, British Columbia's Personal Information Protection Act (PIPA).
Section 03
What We Collect
We collect two categories of information: information about the businesses and owners who use Vib3, and information about the callers who interact with Vib3 AI agents.
| Category | Data Collected | Source |
|---|---|---|
| Business Owners | Name, email, phone number, business name, billing information, business address, service area | Onboarding form, Stripe checkout |
| Agent Usage | Vapi assistant configuration, system prompt content, call volume, minutes used | Generated automatically |
| Call Records | Caller name, caller phone number, caller email (if given), call duration, call transcript, summary, timestamp | Inbound calls handled by your agent |
| Billing | Payment method (card last four, type), billing address, subscription plan, invoices | Stripe — we do not store full card numbers |
| Technical | IP address, browser type, pages visited on vib3.ca, cookies | Automatically on site visit |
We do not collect government IDs, social insurance numbers, or health information. We do not intentionally collect information from anyone under the age of 16.
Section 04
How We Use It
We use the information we collect for the following purposes:
Operating your agent: Business profile information is used to generate your AI agent's system prompt and configure its behaviour. Without this, the service cannot function.
Sending notifications: Caller information captured during calls is sent to you via SMS and email so you can follow up. This is the core function of the product.
Billing and account management: We use your email and payment information to manage your subscription, send invoices, and handle plan changes.
Improving the platform: Aggregate, anonymized data about call patterns and agent performance helps us improve the product. We do not use individual transcripts for AI training without explicit consent.
Legal compliance: We may use or disclose information to comply with applicable Canadian law, respond to valid legal process, or protect the rights and safety of users and the public.
Section 05
Who We Share With
We do not sell personal information. We share information only with the third-party service providers necessary to operate the platform:
| Provider | Purpose | Data Shared |
|---|---|---|
| Vapi | AI voice agent infrastructure | System prompt, call transcripts, agent configuration |
| Twilio | Phone number provisioning and call routing | Phone numbers, call metadata |
| Stripe | Payment processing | Billing name, email, payment method |
| Resend | Email delivery | Email address, notification content |
| Supabase | Database and authentication | Business profile, call records, user accounts |
| Cloudflare | CDN, DNS, and file storage | Call recordings, transcripts (R2 storage) |
| DigitalOcean | VPS server hosting | All data processed by the API |
Each of these providers is contractually obligated to use data only for the purpose of providing services to Vib3. We take reasonable steps to ensure their data handling practices are appropriate.
Section 06
Data Retention
Active accounts: We retain your business profile and call records for as long as your account is active.
Cancelled accounts: After account cancellation, we retain data for 90 days to allow for account reinstatement. After 90 days, personal data is deleted or anonymized, except where retention is required by law.
Call transcripts and recordings: Stored for 12 months by default. You can delete individual records from the dashboard at any time. Shorter retention periods can be configured on request.
Billing records: Retained for 7 years as required by Canadian tax law.
Section 07
Your Rights
Under PIPEDA, you have the following rights regarding your personal information:
Access: You can request a copy of the personal information we hold about you.
Correction: You can ask us to correct inaccurate or incomplete information. Most information can be updated directly from your dashboard.
Withdrawal of consent: You can withdraw consent for the use of your personal information, subject to legal or contractual restrictions. Note that withdrawing consent may mean we can't continue to provide the service.
Deletion: You can request deletion of your personal information. We will honour these requests within 30 days, subject to data we are legally required to retain.
Complaint: If you believe we have handled your information improperly, you can file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca.
To exercise any of these rights, contact us at:
Email: [email protected]
We'll respond within 10 business days.
Section 08
Cookies
The vib3.ca marketing site uses minimal cookies. The dashboard uses session cookies required for authentication. We do not use advertising cookies or third-party tracking pixels.
You can control cookies through your browser settings. Disabling session cookies will prevent you from using the authenticated dashboard.
Section 09
Security
We take reasonable technical and organizational measures to protect your personal information:
All data transmitted between your browser and our servers is encrypted via HTTPS/TLS. Sensitive credentials (API keys, billing keys) are stored in environment files with restricted access. Database access requires authentication. Call recordings and transcripts are stored in private cloud storage.
No system is completely secure. In the event of a data breach that poses a real risk of significant harm to individuals, we will notify affected users and the Office of the Privacy Commissioner of Canada as required by PIPEDA.
Section 10
PIPEDA Compliance
Vib3 operates under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) — not GDPR. If you're a Canadian business or individual, this is the law that governs how we handle your data.
Our practices are aligned with PIPEDA's 10 fair information principles: accountability, identifying purposes, consent, limiting collection, limiting use/disclosure/retention, accuracy, safeguards, openness, individual access, and challenging compliance.
Our designated Privacy Officer is responsible for compliance with this policy and can be reached at [email protected].
Section 11
Contact Us
Questions about this Privacy Policy or how we handle your information? We're a small team — you'll hear back from a person.
Vib3 / Swell Farms Inc.
Privacy inquiries: [email protected]
General: [email protected]
Campbell River, BC, Canada
We may update this policy from time to time. Material changes will be communicated to active account holders via email with at least 14 days notice before taking effect.