1. About ClientSync Systems
ClientSync Systems is a sole proprietorship registered in British Columbia, Canada, operated by Gary Baath. We provide AI-powered business automation services including SMS messaging, appointment reminders, missed call text-back, and customer reactivation campaigns to small businesses in BC. Our website is clientsyncsystems.ca.
2. Information we collect
We collect the following types of information:
- Business client data: Name, business name, email, phone number, and business details provided during onboarding or via our contact form.
- End customer data (on behalf of clients): Phone numbers and names of customers who have interacted with our clients' businesses, provided to us by our clients.
- Communication data: Records of SMS messages sent, delivery status, and opt-out requests.
- Website data: Standard server logs including IP addresses and page visit data collected automatically when you visit our site.
3. How we use your information
We use information solely to deliver the services our business clients have contracted us to provide. This includes sending appointment reminders, review requests, missed call text-backs, and reactivation messages on behalf of our clients to their customers.
We do not sell, rent, or share personal information with third parties for marketing purposes under any circumstances.
4. CASL compliance
All commercial electronic messages (CEMs) sent through ClientSync Systems comply with Canada's Anti-Spam Legislation (CASL). Specifically:
- We only message customers within the implied consent window of 6–24 months from their last business transaction.
- Every message includes the sender's business name and a clear opt-out instruction (reply STOP).
- Opt-out requests are processed immediately and permanently.
- We do not send more than 2 reactivation messages to any dormant customer.
- Express consent is documented and stored where required.
To opt out of any messages sent on behalf of a ClientSync Systems client, reply STOP to any message. Your number will be removed immediately and permanently.
5. SMS messaging terms
ClientSync Systems sends SMS messages on behalf of its business clients to their customers. By providing your phone number and consenting via our contact form or client onboarding process, you agree to receive SMS messages from us.
- Message frequency: Varies by service. Appointment reminders are sent per scheduled appointment. Reactivation messages are limited to a maximum of 2 per dormant customer. Missed call text-backs are sent once per missed call.
- Message and data rates: Standard message and data rates may apply depending on your mobile carrier and plan.
- Opt-out: Reply STOP to any message to unsubscribe immediately and permanently.
- Help: Reply HELP to any message for assistance, or contact us at clientsyncsystems@gmail.com.
- Carriers: Carriers are not liable for delayed or undelivered messages.
6. Data storage and security
Client and customer data is stored on secured servers in Canada and the United States via third-party platforms including Airtable, Google Sheets, and Twilio. Data is isolated per client — no cross-client data access is possible under any circumstances.
We use industry-standard security practices including encrypted connections (HTTPS/TLS), firewall-protected servers, SSH key authentication, and API key rotation every 90 days.
7. Data retention
We retain customer contact records for the duration of the client's service agreement plus 30 days. Upon client offboarding, all customer data is permanently deleted within 30 days. Opt-out records are retained indefinitely to ensure ongoing compliance.
8. Your rights
Individuals whose data we process may request access to, correction of, or deletion of their personal information at any time. To exercise these rights, contact us at the email address below. SMS opt-out requests (reply STOP) are processed immediately and require no further action.
9. Third-party services
We use the following third-party services to deliver our product:
- Twilio — SMS delivery and phone number management
- Anthropic — AI conversation processing
- Airtable / Google Sheets — CRM data storage
- Stripe — Payment processing
- Formspree — Contact form submissions
10. Terms of service
- Clients are responsible for ensuring they have legitimate implied or express consent to contact their customers under CASL before providing customer data to ClientSync Systems.
- ClientSync Systems is not liable for losses resulting from missed calls, undelivered messages, or third-party platform outages beyond our reasonable control.
- Either party may terminate the service agreement with 30 days written notice sent to the email address on file.
- Monthly subscription fees are billed in advance and are non-refundable for the current billing period.
- ClientSync Systems reserves the right to update these terms with 30 days notice to the client.
- These terms are governed by the laws of British Columbia, Canada.
11. Contact
For privacy inquiries, data requests, or general questions contact us at:
ClientSync Systems, British Columbia, Canada.