MILVO.
Privacy Policy & Website Terms
Plain language wherever the law allows it — because that's how we'd want it explained to us.
Applies to milvo.ca and the chat assistant on it · Last updated July 2026
1. Who we are
Milvo is an AI-automation agency operated as a sole proprietorship in Alberta, Canada. We build and maintain business automations — call handling, lead routing, document processing, customer-service chatbots, and back-office workflows — for small businesses, primarily in Canada.
For anything on this page, the responsible contact is: help@milvo.ca. A human reads that inbox and replies within 24 hours. This person acts as our privacy officer for the purposes of Canadian privacy law.
2. What this policy covers
This page covers the milvo.ca website, the chat assistant embedded on it, and enquiries you send us by email or through our forms. It does not replace the written agreements that govern paid client engagements (see section 13) — where those agreements say something more specific, they win.
Two Canadian laws shape how we handle personal information: the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA). Canada's Anti-Spam Legislation (CASL) governs our commercial email — see section 12.
3. Information we collect
Information you give us
- Contact form: the name, email address, company name, and message you type. That's it — there are no hidden fields profiling you.
- Chat assistant: the messages you type, any 👍/👎 feedback you tap, and — only if you choose to leave it — your email address or phone number so a human can follow up. The full conversation is stored as a transcript, along with basic technical context (the page you chatted from and your browser type) used for spam prevention and debugging.
- Email: if you email us, we keep the correspondence like any business does.
Information collected automatically
- Standard security logs: our infrastructure keeps ordinary security logs (connection and firewall events) that rotate automatically. We do not keep per-visitor browsing logs, and nothing in any log is used for marketing or profiling.
- Live status figures: the automation counts shown on our homepage come from our own monitoring database — they involve no visitor data at all.
What we deliberately do not collect
- No third-party analytics (no Google Analytics or similar).
- No advertising pixels or social-media trackers.
- No fingerprinting, session recording, or heat-mapping of visitors.
- No purchase of contact lists — every contact in our system got there by contacting us or doing business with us.
4. Cookies & local storage
This site uses only functional storage — nothing for advertising:
| Name | What it does | Lifetime |
|---|
| bread_sess | Keeps our own team signed in to the operations dashboard. Set only after a staff login; visitors never receive it. | 30 days |
| bread_biz | Remembers which business unit a signed-in staff member is viewing. Staff only. | 1 year (staff browsers only) |
| Chat session key | Stored in your browser so the chat assistant remembers your conversation if you reload the page. It identifies the conversation, not you. | Browser storage; clear it any time via your browser settings |
Because we set no advertising or analytics cookies, there is no cookie-consent banner to click — there is nothing to consent to.
5. How we use information
- To respond: answer your enquiry, book your discovery call, follow up when you asked us to.
- To deliver services: perform audits, builds, and retainers you engage us for.
- To improve the chat assistant: when the bot can't answer a question, that question (not your identity) feeds a review queue so we can teach it a correct, approved answer.
- To meet legal obligations: we keep records of the legal basis for any commercial email we send (CASL) and business records the tax authorities require.
- To protect the service: rate-limiting, abuse prevention, and security monitoring.
We do not sell personal information. We do not rent it, trade it, or share it with data brokers. We do not use it for advertising.
6. AI, chatbots & your data
- The assistant is a machine and says so. Its first message identifies it as automated, and it hands the conversation to a human when it can't help or when you ask.
- It answers only from approved content. Our assistant retrieves answers from business information we wrote and approved — it does not improvise facts about prices or policies, and when unsure it says so.
- Your conversations are not used to train third-party AI models. Transcripts stay in our own database for follow-up and quality review, nothing else.
- Please don't share sensitive personal information in chat — health details, financial account numbers, government identifiers. The assistant never asks for them, and if you paste them anyway we may delete the transcript for your protection.
7. When we share information
Only in these narrow cases:
- Service providers we build on: our systems run on rented server infrastructure (section 8) and email passes through our mail-forwarding provider. These providers process data on our behalf to store or transmit it — they have no right to use it for their own purposes.
- Professional advisers: our accountant or lawyer, where a specific matter requires it, under their own confidentiality duties.
- Legal requirements: if a Canadian authority lawfully compels disclosure, we comply — and where the law allows, we'll tell you it happened.
- Business transition: if Milvo is ever sold or reorganized, records transfer with it, and this policy continues to apply to them.
8. Where your data lives
Our production systems are hosted on rented dedicated infrastructure in a European Union data centre (currently Helsinki, Finland), operated by an established hosting provider. Backups are encrypted-in-transit and copied nightly to storage under our direct control in Canada.
Storing data outside Canada means it can be subject to the laws of the country where it sits. The EU's privacy regime (GDPR) provides protections comparable to — and in several respects stronger than — Canadian law. If you'd like more detail about where specific data resides, ask: help@milvo.ca.
9. How we protect it
- All traffic to milvo.ca is encrypted (HTTPS/TLS) — unencrypted requests are never served content — they are redirected straight to HTTPS.
- Servers sit behind a firewall with only the necessary ports open; administrative access is by cryptographic key only (no passwords), with automated blocking of brute-force attempts.
- Application-level protections include login rate-limiting, session signing, and separation between the public site and the operations dashboard.
- Every automation we run is monitored 24/7 with automatic error alerts — the same monitoring we sell is watching the systems that hold your data.
- Nightly database backups with off-site copies, restore-tested — so an outage doesn't become a data loss.
No system is unbreakable. If a breach ever creates a real risk of significant harm to you, we will notify you and the appropriate privacy authorities as PIPEDA/PIPA require.
10. How long we keep it
| Record | Kept for | Why |
|---|
| Enquiries & chat transcripts | While useful for serving you, then deleted in periodic cleanups | Follow-up and assistant quality review |
| CASL consent/basis records | At least 3 years after last use | Legal proof of the basis for any commercial email sent |
| Client engagement records & invoices | 7 years | Canadian tax record-keeping requirements |
| Server security logs | Short automatic rotation | Abuse prevention and diagnostics |
| Backups | Rolling window (roughly 2–4 weeks on-server, 30 days off-site) | Disaster recovery; deleted data leaves backups as they rotate out |
11. Your rights & choices
- Access: ask what personal information we hold about you and we'll show you.
- Correction: if it's wrong, we'll fix it.
- Deletion: ask and we'll delete your enquiry and chat records, unless a law requires us to keep them (we'll tell you which, if so).
- Withdrawal: withdraw consent to commercial email at any time — every message we send has an unsubscribe link, and it works.
Email help@milvo.ca for any of these — we confirm within 10 days, usually much faster. If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner of Alberta. We'd appreciate the chance to fix it first.
12. Email & CASL
Canada's Anti-Spam Legislation is not a formality to us — compliance is enforced by our own software:
- We send commercial email only where we have a recorded legal basis — your express consent, or an implied basis such as an enquiry you made or an existing business relationship, each with its legal expiry tracked.
- Our sending system refuses — mechanically, with an error — to send a commercial message to anyone without a valid recorded basis.
- Every commercial message identifies who we are, includes a mailing address, and carries a working unsubscribe that takes effect promptly (the law allows 10 days; our system applies it immediately).
- We keep a dated snapshot of the legal basis alongside every send, so "why did I get this?" always has a checkable answer.
13. Client engagements
Paid work is governed by a written services agreement, statement of work, and data-processing terms provided before any engagement starts. Three principles from those documents worth stating publicly:
- Client data belongs to the client. Data we touch while building or running your automations is yours — we process it to deliver the service, full stop.
- You own what we build. Workflows, configurations, and accounts are set up in your name and stay with you if we part ways.
- Per-client isolation. Each client's chatbot answers only from that client's approved knowledge — there is no cross-client data mixing.
14. Website terms of use
- Information, not advice. Content on milvo.ca is general information about our services. It is not legal, financial, accounting, or professional advice, and industry examples are illustrative scenarios, labeled as such.
- Pricing shown is indicative. Ranges and calculator outputs help you estimate; the number that binds is the one on a written quote, which we honour as written.
- Live figures. Counts fed from our monitoring are accurate at page load and can change as our systems change.
- Intellectual property. The content, design, and code of this site are © 2026 Milvo. All rights reserved. You may not scrape, republish, or reuse them commercially without written permission.
- Acceptable use. Don't probe, overload, or attack this site or its chat assistant, submit malicious content, or use the assistant to harass. We rate-limit and block abusive traffic.
- No warranty; limited liability. The website and chat assistant are provided "as is." To the extent Alberta law permits, Milvo is not liable for losses arising from reliance on website content — engagement deliverables are covered by their own agreements instead.
- Governing law. These terms are governed by the laws of Alberta and the federal laws of Canada applicable in it; disputes belong to the courts of Alberta.
15. Changes & contact
When this page changes materially, we update the date at the top; the current version always lives at milvo.ca/privacy. Significant changes affecting how we handle existing data will be flagged prominently rather than slipped in quietly.
Questions, requests, or complaints: help@milvo.ca — a human replies within 24 hours.
Last updated: July 2026 · Back to Milvo.ca · System status