Privacy policy

Who we are

Prometrifi is a business name registered in Ontario, Canada. We run a missed-call text-back service for local service businesses: when a business misses a call, our system texts the caller back and sends the business the lead. Questions about this policy go to hello@prometrifi.co. The owner of Prometrifi is responsible for how personal information is handled.

Information we collect

When you visit this website

• Visit statistics. We count page views and button clicks (for example "Book a call" and calculator use) with Umami, an analytics tool we host ourselves. It sets no cookies and does not identify you or follow you to other sites.
• PostHog. We use PostHog to see which pages and buttons help visitors find what they need, and to test different versions of a page. It sets a cookie with a random ID, and records the pages you view, the links and buttons you click, your browser and device type, and your approximate location from your IP address. It also makes session recordings: a replay of how you moved, scrolled and clicked on our pages, which we watch to find parts of the site that are confusing or broken. Anything you type into a form is hidden in these recordings. PostHog stores this in the United States.
• Google Analytics and Google Ads. We use Google Analytics to see how visitors use the site, and Google Ads to measure whether our ads lead to enquiries and to show our ads to people who visited. Google sets cookies and receives your IP address, browser details and the pages you visit. You can opt out with Google's ad settings or the Google Analytics opt-out add-on.
• Meta Pixel. We use the Meta (Facebook and Instagram) Pixel to measure our ads and show them to people who visited. Meta sets cookies and receives your IP address, browser details and the pages you visit, and may link this to your Meta account. You can control this in your Meta ad preferences.
• Booking calendar. The calendar on our booking page, and the page that opens when you click "Book a call", are provided by GoHighLevel (LeadConnector). Their servers receive your browser details and anything you enter to book.
• Server logs. Our host, Vercel, records standard request data such as IP address, browser type and the page requested, to keep the site running and secure.
• The calculator and chat. Numbers you type into the calculator stay in your browser. Chat questions are answered in your browser from a built-in list of answers and are not sent to us.

When you send our trial form or book a call, we tell Google and Meta that an enquiry or booking happened so we can measure our ads. We do not send them your name, email, phone number or message. You can block these cookies in your browser settings and the site still works. We do not sell personal information.

When you contact us or become a client

If you email us, book a call, fill in the trial form or the free profile audit form on this website, or start a trial, we collect what you give us: your name, business name, website, city, trade, email, phone number, business phone setup and billing details. We use it to reply, run your audit, set up and run the service, and invoice you. We also note which page or link brought you to us. If you tick a box agreeing to marketing messages, we send you occasional marketing emails or texts about the service; you can unsubscribe at any time.

When you book a call or subscribe to our newsletter, we ask a few questions about your business: what type of business it is, and when booking, your team size, your biggest marketing challenge and roughly what you spend on marketing each month. Only the business type is required, and only when booking. We use the answers, with your email, to understand who our customers are and to plan our services and newsletter content.

When you call one of our clients

If you call a business that uses Prometrifi and the call goes unanswered, we process the following for that business: your phone number, the time of the call, and the text messages you exchange with the business. We handle this on the business's behalf and only to provide the service to them. The business decides how it follows up with you. For questions about how a business uses your information, contact that business. You can also reach us at the address above.

Text messages and mobile information

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties, except the service providers that deliver the messages. Where this policy mentions sharing information with third parties, that sharing excludes text messaging opt-in data and consent.

You can reply STOP to any text sent through our service to stop receiving messages from that business, or HELP for contact details. Message and data rates may apply.

Who we share information with

We share personal information only with service providers that help us run Prometrifi, and only as much as they need:

• GoHighLevel (LeadConnector), which holds our customer records and booking calendar, and the phone carriers that place and deliver calls and texts
• Hetzner, which hosts the server that receives our website form and passes it to our customer records, and hosts our newsletter
• Supabase, which stores the answers to our booking and newsletter questions
• Slack, which sends us an alert with your details when you fill in a form on this website
• Vercel, which hosts this website
• PostHog, Google (Analytics and Ads) and Meta (Pixel), which measure visits and our advertising, as described above
• Our email provider, for messages you send us

We may also disclose information if the law requires it.

Where information is stored

Some of our service providers store data in the United States, and the server that receives our website form is in Finland. Information stored in the United States is subject to US law and may be accessed by US courts or authorities.

How long we keep it

We keep client and caller information while the service is active. When a client leaves, we delete their caller data within 90 days unless they ask for an export first or the law requires us to keep it longer. We keep records of opt-outs (STOP replies) for as long as we need them to make sure no further texts are sent.

How we protect it

Access to client and caller data is limited to the accounts that need it, protected by passwords and two-factor sign-in where the provider supports it. No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify the people affected and the Privacy Commissioner of Canada as the law requires.

Your choices and rights

You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it. You can also withdraw consent, though we may then be unable to provide some services. Email hello@prometrifi.co and we will respond within 30 days. If your request is about a business's caller records, we will pass it to that business or handle it for them.

If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Changes to this policy

If we change this policy, we will update the date at the top of this page. If a change affects how we use information we already hold, we will tell clients by email first.