Privacy Policy

Castle Communication Systems Inc. (CastleCS) ("we," "us," or "our") operates the website at https://castlecs.com and provides AI-powered growth services including business strategy, employee performance optimization, AI system implementation, and marketing that ensures your business is found 24/7 on every AI, search, and social platform. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you interact with our website, services, and communications.

By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use our website or services.

We are committed to compliance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Information Protection Act (PIPA) of British Columbia, and, where applicable, the European Union General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

We use the information we collect for the following purposes:

• Service delivery: To provide, manage, and improve the services you have engaged us for.
• Communications: To respond to inquiries, send appointment reminders, follow-up messages, service notifications, and informational updates via email, phone, or SMS (where you have consented).
• Marketing: To send relevant marketing communications about our services. You may opt out at any time.
• Analytics: To understand how our website is used and improve our content, user experience, and services.
• Legal compliance: To comply with applicable laws, regulations, and legal obligations.
• AI-powered services: To power AI tools (including AI receptionists, AI sales agents, and AI search optimization) that we deploy on behalf of clients or use internally to improve service quality.

This section governs how CastleCS collects consent for, sends, and manages SMS (text message) communications. By opting in to SMS communications, you agree to the terms described below.

CastleCS is an AI-powered growth agency. We use artificial intelligence tools in the delivery of our services and in the operation of our business. This section explains how AI is used and how it may interact with your data.

We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

• Service providers: Third-party vendors who assist us in operating our website and delivering services (e.g., CRM platforms, email service providers, analytics tools, AI infrastructure providers). These parties are contractually obligated to protect your data and use it only as directed.
• Legal requirements: When required by law, court order, or governmental authority.
• Business transfers: In connection with a merger, acquisition, or sale of assets, where your data may be transferred as part of the business.
• With your consent: In any other circumstances where you have provided explicit consent.

SMS-specific: Phone numbers and SMS consent data collected through our contact forms are never shared with third parties for marketing purposes.

We retain personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law. Specifically:

• Contact form submissions: Retained for up to 3 years after last contact
• Client engagement records: Retained for 7 years for accounting and legal compliance
• SMS opt-in/opt-out records: Retained for 4 years to demonstrate compliance
• Website analytics data: Retained per Google Analytics default retention settings (up to 26 months)

You may request deletion of your personal data at any time (see Your Rights below).

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Opt-out of marketing: Unsubscribe from marketing emails at any time using the unsubscribe link in any email, or by contacting us directly.
• Opt-out of SMS: Reply STOP to any SMS message or contact us directly.
• Data portability: Request your data in a structured, machine-readable format (where technically feasible).
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission (HTTPS/TLS), access controls, and regular security reviews.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

Our website and services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at [email protected] and we will take steps to delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page with a revised "Last Updated" date. For material changes, we will provide additional notice (such as an email notification or a prominent notice on our website).

Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: