HDM Business Solutions — Privacy Policy

1. Introduction

This Privacy Policy explains how HDM Business Solutions ("HDM," "we," "us," or "our"), a sole proprietorship operating in Whitehorse, Yukon, Canada, collects, uses, discloses, and protects personal information in connection with the website www.hdmbusinesssolutions.ca (the "Site") and our services offered under the following sub-brands: Aurora Answering AI, AI Training Yukon, HDM AI Systems, and the Digital Library (collectively, the "Services").

This Policy is intended to comply with the federal Personal Information Protection and Electronic Documents Act (PIPEDA), which governs the collection, use, and disclosure of personal information by our business. Yukon does not have its own private-sector privacy statute, so PIPEDA applies as the governing law for our Yukon and Canada-wide operations. Where we serve clients or callers located outside Canada, additional local privacy laws may also apply to them, as described in Section 7. By using the Site or Services, you consent to the collection, use, and disclosure of your personal information as described in this Policy.

2. Information We Collect

We collect personal information in the following ways:

• Information you provide directly: name, email address, phone number, mailing address, business name, and payment details when you purchase a product, book a service, register for training, or contact us.
• Booking and service information: appointment details, project requirements, and communications related to consulting, training, or automation engagements.
• Call and voice data (Aurora Answering AI): call audio, recordings, transcripts, caller phone numbers, and message content processed when Aurora Answering AI handles a call or message on behalf of a Client business.
• Website usage data: IP address, browser type, device information, and pages visited, collected automatically through cookies and similar technologies via the Site and our hosting/page-builder platform (Lovable).
• Payment information: processed by Stripe (via GrowthHub365) and, for certain purchases, PayPal; HDM does not directly store full payment card numbers.

3. How We Use Your Information

We use personal information to:

• Process purchases, bookings, and deliver digital products or services
• Operate Aurora Answering AI call handling, message routing, and appointment booking on behalf of Client businesses
• Communicate with you about your order, booking, training enrollment, or account
• Improve our Services, including refining AI receptionist configurations and training content
• Send marketing communications, where you have consented to receive them (you may opt out at any time)
• Meet legal, accounting, and tax obligations

4. Aurora Answering AI — Call Recording and Voice Data

4.1 Consent to Call Recording

Aurora Answering AI may record, transcribe, and process calls and voice messages using AI technology in order to answer, route, and respond to callers on behalf of a Client business. Where HDM deploys Aurora Answering AI for a Client, the Client is responsible for providing callers with any legally required notice that calls may be recorded, and for obtaining any consents required under PIPEDA and, where the caller is located outside Canada, any additional applicable law in the jurisdiction where the call originates or is received.

4.2 How Call Data Is Used

Call recordings, transcripts, and related data may be used to deliver the service in real time (answering and routing calls), improve the accuracy of the Client's AI receptionist configuration, and provide the Client with logs, transcripts, and booking records. Call data is processed through HDM's automation and AI infrastructure described in Section 6.

4.3 Retention of Call Data

Call recordings and transcripts for Aurora Answering AI are stored and retained through GrowthHub365 (built on GoHighLevel), the platform used to deliver this service. Retention is governed by GrowthHub365's account-level settings, which default to 90 days for call recordings and can be adjusted by HDM within the platform. Call transcripts may continue to exist independently of a recording's deletion. If you would like more specific information about current retention settings, contact us using the details in Section 14.

4.4 Aurora Answering AI Contact

Questions or privacy requests specific to Aurora Answering AI can be directed to: info@auroraanswer.ai | 825-786-4524

5. Digital Products and Training

When you purchase a Digital Library product or enroll in an AI Training Yukon program, we collect the information necessary to process payment, deliver the product or course access, and provide any related support. Course participation data (e.g., attendance, workshop responses) may be retained to support ongoing program delivery and improvement.

6. Third-Party Platforms and Processors

We rely on third-party platforms to operate our business and deliver the Services, including:

• GrowthHub365 (built on GoHighLevel) — checkout, payment processing, automation, booking, and course/product delivery
• Lovable — website hosting and front-end delivery
• Make.com, Voiceflow, Airtable, and Base44 — workflow automation, conversational AI, data storage, and custom AI system infrastructure
• Supabase — Lovable's underlying database provider, used to store certain website and application data
• Stripe and PayPal — payment processing
• Anthropic's Claude API — AI-powered features used in our Services

These providers may process personal information on our behalf, including data that may be stored or processed on servers located outside Canada (including in the United States). By using the Services, you acknowledge that your information may be subject to the laws of the jurisdiction in which it is processed or stored, which may differ from Canadian privacy law.

7. International Clients and Purchasers

If you are located outside Canada and purchase a digital product, book Aurora Answering AI, or otherwise engage HDM's Services, your personal information will still be processed as described in this Policy, including through platforms that may store or process data outside your home jurisdiction. You are responsible for ensuring that your use of our Services complies with the data protection laws applicable to you locally.

8. Disclosure of Information

We do not sell personal information. We may disclose personal information to:

• Third-party service providers and platforms listed in Section 6, solely to operate and deliver the Services
• Professional advisors (e.g., accountants, lawyers), where necessary
• Law enforcement or regulatory authorities, where required by law or to protect the rights, safety, or property of HDM or others
• A successor entity, in the event of a sale, merger, or reorganization of HDM's business

9. Data Security

We take reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, loss, misuse, or alteration. However, no method of transmission or storage is completely secure, and HDM cannot guarantee absolute security.

10. Data Retention

We retain personal information only as long as necessary to fulfill the purposes described in this Policy, or as required by law (including tax and accounting record-keeping obligations). Call data retention is addressed separately in Section 4.3.

11. Your Rights and Choices

Subject to applicable law, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to certain uses of your information (e.g., marketing communications), subject to legal or contractual restrictions
• Request deletion of your personal information, subject to our legal retention obligations

To exercise any of these rights, contact us using the information in Section 14. We will respond within the time frame required by PIPEDA (generally within 30 days).

12. Cookies and Website Analytics

The Site, built and hosted through Lovable, may use cookies and similar tracking technologies to operate correctly and to understand how visitors use the Site. You can control cookies through your browser settings; disabling cookies may affect the functionality of the Site.

13. Children's Privacy

Our Services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected personal information from a minor, we will take reasonable steps to delete it.

14. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or want to file a complaint about how we handle your personal information, contact us at:

info@hdmbusinesssolutions.ca | (867) 332-6935

If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada, which oversees compliance with PIPEDA.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Material changes will be reflected by an updated "Effective Date" at the top of this page. Continued use of the Site or Services after changes are posted constitutes acceptance of the revised Policy.