Privacy policy

What we collect, and why

When you send us a message. The contact form asks for your name, email address, company, what you need help with, and your message; the website enquiry form asks for the same, with your business name and the address of your current website in place of a company; and the AI enquiry form asks for your business name and the size of your team in place of a company. Netlify, which hosts this site, stores the submission. Resend, our email provider, sends a copy to us and a confirmation to you. We use it to answer you and to keep a record of the conversation, and we keep it for as long as we need to do that.

When you subscribe to the newsletter. We email you a link to confirm, and nothing is added to the list until you use it. Then we store your email address as a contact in Resend, together with when you confirmed, because CASL requires us to be able to show your consent. We send four short emails over the following two weeks, each with a document or an offer, and then occasional issues. Every one carries an unsubscribe link, and you can also reply to any email to be removed. An address that has unsubscribed is only re-added if its owner confirms again.

When you download a document. Some downloads are available on the page. Others ask for an email address. Netlify stores that address with the name of the document, and Resend emails you a personal link that works for a year. Those documents are not published on the website. Three days later we send one email asking which part was useful, and nothing after it. It carries an unsubscribe link; if you use it, we keep your address in Resend only as a record that you asked us to stop, so a later download is not followed up. This does not subscribe you to the newsletter.

When you use the assistant. The "Ask MNP" assistant sends what you type, the conversation so far and the page you are on to Anthropic, whose AI model writes the reply. Unless you leave contact details, as below, we do not store the conversation: it lives in your browser until you reload or leave the site. Analytics records that a question was asked, not what it said, and session replays do not show the assistant. If you type an email address or phone number into it so we can follow up, then when the conversation ends it is sent to us: Anthropic's model summarises it, and Resend emails the summary and the conversation to our inbox, where it is kept as an enquiry from the contact form would be. The assistant shows a note when this applies, and you can choose not to send it. Without contact details, nothing is sent.

When you call us from the website. "Talk to us" starts a voice call in your browser with an AI receptionist run by ElevenLabs. It uses your microphone only while the call is on. ElevenLabs turns what you say into text, and the AI model it uses writes the replies. When the call ends, ElevenLabs sends us a summary with any name, company, email address or phone number you gave, and we email it to ourselves so we can follow up. We use it only to answer your enquiry. ElevenLabs keeps the transcript for 30 days and does not keep the recording. Analytics records that a call started and how long it lasted, not what was said. If you would rather not talk to an AI, the contact form reaches us just the same.

When you phone us. Our phone number is answered by an AI receptionist of the same kind, which tells you so before anything else. Twilio connects the call and keeps its own record of it: both numbers, the time and the length. ElevenLabs turns what you say into text, and the AI model it uses writes the replies. When the call ends, ElevenLabs sends us a summary with your number and anything you told us, and we email it to ourselves so we can follow up. If your need is urgent, the receptionist may offer to put you through to us, and does so only if you agree, telling us your name and what you need as the call connects. We use all of it only to answer your enquiry. ElevenLabs keeps the transcript for 30 days and does not keep the recording.

When you book a call. The booking page on this site shows the open times in our Google Calendar, and the assistant and the AI receptionist can book one for you too. When you book, we add the call to that calendar with your name, email address and anything else you gave, and Google creates the Google Meet link, under Google's own privacy policy. We email you a confirmation and email ourselves the booking. We use it only to hold the call and follow up. If our calendar cannot be reached, the page offers Google's own appointment page instead, where Google handles what you enter and we receive the booking details.

When you use one of our tools. Website Check reads the website address you enter, as a search engine would, and asks Google PageSpeed Insights how fast it loads. We keep the report (the address, what we found and Google's picture of the home page, not who asked) for about 30 days so its link works, then delete it. The Build vs. Hire tool, the Price Range Finder, the AI Use Policy Builder and the AI Brief Builder run in your browser and send nothing until you ask for the result by email; they then send the answers you gave, so we can work the result out again, and keep none of them. If you ask for a tool's result by email, Resend emails it to you and emails us your address with the result, so we can follow up if you ticked the box asking for help. To avoid sending the same result twice, we keep a one-way fingerprint of your address, never the address itself, and delete it after that day. It does not subscribe you to anything.

When you ask us to watch your site. The emailed Website Check report offers to check the site again each month. Only if you open that link and confirm do we keep your email address and the site's address, run the check once a month, and email you when a result has changed. Every one of those emails stops it in one click, which deletes both, and unsubscribing from our emails stops it too.

When you try the assistant demo. “Your site, as an assistant” reads up to ten pages of the website address you enter, as a search engine would, and keeps their text for about a week so the demo's link works, then deletes it. It asks for your email address first: Resend emails you the link, and emails us your address, the site and whether you asked for an assistant of your own, under the same one-way fingerprint and daily limits as the other tools. Your questions go to Anthropic to be answered, as the site assistant's do; we keep only how many were asked, never what.

When you convert a check sheet. The Check Sheet Converter sends the photo or PDF you choose to Anthropic, whose AI model reads the sheet's layout once; we do not keep the file. We keep the form drawn from it (its title, its checks and their limits, not who sent it) for about 30 days so its link works, then delete it. Anything you type into the form stays in your browser. If you ask for the spec by email, it goes as any tool's result does, above.

While you browse. We use PostHog, an analytics service, to see which pages are read and where the site is confusing. It records page views, clicks, and session replays with every form field masked — we can see that a form was filled in, not what was typed. It sets cookies and uses local storage to tell one visit from the next. We do not use it to identify you by name, we do not use advertising trackers, and we do not share analytics data with anyone else. Disabling JavaScript for this site prevents this collection entirely.

Server logs. Netlify keeps standard server logs — IP address, browser, pages requested, and timestamps — for security and operations.

Preferences stored in your browser. Your light or dark theme choice, and whether you have dismissed or completed the download prompt, are stored in your browser only and are never sent to us.

Who handles your data

• Netlify — hosting and form storage, United States.
• Resend — email delivery and the newsletter list, United States.
• PostHog — analytics, United States.
• Google — our calendar and the Google Meet link for a booked call, and PageSpeed Insights for Website Check, under Google's privacy policy.
• Anthropic — the AI model behind the assistant, the assistant demo and the Check Sheet Converter, United States.
• ElevenLabs — the voice calls: speech, the AI receptionist and its call summaries, United States.
• Twilio — the phone line, which connects calls to our number, United States.

Your data may therefore be stored and processed outside Canada, where different laws apply. We do not sell it, and we do not share it with anyone beyond these providers unless the law requires us to.

Your rights

You can ask what we hold about you, ask us to correct it, or ask us to delete it. Email contact@mnpsystems.ca and we will answer within a reasonable time. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Changes

When this policy changes in substance, we update the date at the top of this page.

Contact

Questions about this policy or about your data: contact@mnpsystems.ca.