Privacy Policy

Crowdhail is operated by OKGN AI INC., 759 Sutherland Ave, Kelowna, BC V1Y 5X4, Canada. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. It covers three groups of people: Operators (account holders who run campaigns), Guests (people invited to events who receive messages or visit event pages), and visitors to our website.

We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act.

From Operators:

• account details — name, email address, and authentication information;
• campaign content — event details, page copy, knowledge-base answers, uploaded files, and survey questions;
• guest lists you import or add — typically names and phone numbers, and optionally email addresses.

From Guests:

• contact details the event host holds about you (typically your first name and phone number), and any details you submit yourself, such as an email address on a sign-up form;
• your interactions with an event page — RSVP responses, party size, survey answers, subscription preferences, and messages you send to the page’s assistant or receive from the host;
• text messages you send to our phone number, including STOP and HELP requests;
• if you use voice input, the audio is transcribed to text and the text is kept — the audio recording itself is never stored.

From everyone, automatically: IP addresses and basic request logs, used for security, rate limiting, and abuse prevention; and the technical information described in our Cookie Policy.

• to operate the Service — hosting event pages, recording RSVPs and survey responses, and delivering messages that Operators instruct us to send;
• to answer Guest questions through an assistant grounded in the event’s information, and to route questions it cannot answer to the event host;
• to generate draft page content and campaign copy for Operators;
• to enforce messaging compliance — recording consent, honouring opt-outs, and restricting sending hours;
• to secure the Service — detecting abuse, enforcing rate limits, and investigating incidents;
• to communicate with Operators about their account and the Service.

We do not sell personal information, and we do not use guest lists for our own marketing.

Some features are powered by third-party AI providers. Campaign content and guest chat messages are processed by Anthropic (for page generation and the question-answering assistant), and voice recordings are transcribed by OpenAI. Under these providers’ API terms, content submitted through their APIs is not used to train their models.

Assistant answers are generated from information the event host supplied. Questions the assistant cannot answer from that information are flagged to the host rather than guessed at.

Messages are delivered through Twilio, a telecommunications provider, which processes recipient phone numbers and message content to route messages. Replying STOP to any message stops all further messages from our number to your phone; replying HELP returns support information. A single Crowdhail phone number is shared across events, so an opt-out applies to all messaging from that number.

We share personal information only with service providers who process it on our behalf:

• Supabase — database and authentication hosting (data stored in Canada, AWS ca-central-1);
• Vercel — application hosting and content delivery;
• Twilio — SMS delivery;
• Anthropic and OpenAI — AI processing as described above;
• Google — map imagery and address lookup for event venues;
• Stripe — payment processing when an event page offers items for sale. Checkout happens on Stripe’s hosted page under the event Operator’s own Stripe account; Crowdhail never receives card details, only order status (paid, refunded) and a buyer name and phone number for order handling.

Some of these providers process data in the United States. We may also disclose information where required by law, to enforce our terms, or to protect the rights and safety of users and the public.

Information Guests submit through an event page is shared with that event’s Operator — that is the purpose of the page.

To meet anti-spam obligations, we keep an append-only ledger of consent events: when a contact was imported and on what attested basis, when someone signed up through a form, and when someone opted out. These records are retained even if the related contact, campaign, or account is deleted, because they are our (and the Operator’s) evidence of lawful messaging.

Operator accounts and campaign data are kept for as long as the account is active. When an account or campaign is deleted, associated personal information is deleted or anonymized within a reasonable period, except the compliance records described above and logs kept for security.

Guests can ask the event host to remove their information from a campaign, or contact us directly at the address below.

Subject to applicable law, you may request access to the personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw consent to messaging (the fastest way: reply STOP). To exercise any of these rights, contact us at clayton@okgn.ai. We will respond within the timelines required by law, and you may also complain to the Office of the Privacy Commissioner of Canada or your provincial privacy regulator.

We protect personal information with technical and organizational measures, including encryption in transit, tenant isolation enforced at the database layer, scoped and revocable guest links, rate limiting on all public endpoints, and least-privilege access to production systems. No system is perfectly secure; if a breach creates a real risk of significant harm, we will notify affected individuals and regulators as required by law.

The Service is not directed to children under 13, and Operators may not knowingly build guest lists of children. If you believe a child’s information has been submitted to the Service, contact us and we will delete it.

We may update this policy from time to time. Material changes will be announced to Operators by email or in the app before they take effect, and the "Last updated" date above always reflects the current version.

Privacy questions and requests: clayton@okgn.ai, or by mail to OKGN AI INC., 759 Sutherland Ave, Kelowna, BC V1Y 5X4, Canada.