Privacy Policy
Last updated: October 15, 2026
1. About this policy
Kaustubh Ghodke, carrying on business as DigiCatalyst Systems (a sole proprietorship registered in Ontario, Canada) operates https://digicatalystsystems.com (the “Site”). This policy explains what personal information we collect through the Site, why we collect it, who we share it with, and the choices you have.
“Personal information” means information about an identifiable individual. We handle it in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA).
By using the Site you agree to this policy. If you do not agree, please do not use the Site.
Questions, requests and complaints go to Kaustubh Ghodke (Privacy Officer) at hello@digicatalystsystems.com. Section 15 has the full details.
Geographic scope. The Site and our services are directed at individuals and businesses located in the United States. We do not offer our services in the province of Quebec. If you are outside that area and send us personal information anyway, any rights your local privacy law gives you apply to the extent that law applies to us.
2. What we collect
Information you give us
| What | When |
|---|---|
| Name, email address, an optional mobile number for a text reminder on the day of the call, the email address of anyone you add as a guest, your answers to the booking questions, any notes you add, and two attribution fields you do not type: which offer the button you clicked belongs to, and how you arrived at the booking | You book or request an appointment |
| Message content, including anything you choose to tell us about your property, project or circumstances | You write to us through the Site |
| Notes of what we discuss, and a transcript or summary of the call made with a note-taking tool that we tell you about at the start. No audio is recorded or kept. If you ask us not to use the tool, we stop it and keep nothing from it | You join the website call or the agency partner call you booked |
| Your phone number, the text of your reply, and the date and time | You reply to the text reminder for a call you booked |
Information collected automatically
| What | Source |
|---|---|
| IP address, approximate location derived from it, browser type and version, operating system, device type and screen size | Your browser, on every page request |
| Page views, referring page and page load times, counted without cookies and without any identifier that follows you from visit to visit | Cloudflare Web Analytics |
| Date and time of access, and server error logs | Cloudflare |
Information from other sources
If we first wrote to you about your business’s website, we hold the business email address we found published, where we found it, and the date and subject of each email between us.
We do not collect payment card details through the Site. Where payment is taken, it is handled by Stripe on its own systems and under its own privacy policy.
We do not knowingly collect sensitive information such as health, financial or biometric data through the Site. Please do not include it in a form or message.
3. Information we do not want
Do not send us more than we need. If you submit information we did not ask for and do not need, we will delete it rather than keep it on file.
4. Why we collect it
PIPEDA requires us to identify the purposes for which we collect personal information. They are:
| Purpose | What we use |
|---|---|
| Respond to your enquiry, quote the work, and arrange a visit or appointment | Name, contact details, message content |
| Deliver the service you asked for, and keep a record of the work | Contact details, project details |
| Send you the reply, confirmation or document you asked for | Email address, phone number |
| Understand how the Site is used so we can improve it | Usage and device information, in aggregate |
| Keep the Site secure, prevent abuse and diagnose faults | IP address, server logs |
| Meet legal, tax and insurance obligations | Records of work and payment |
| Send you business email about our services, as United States law permits, with a way to unsubscribe in every message | Name, email address |
We do not use your personal information for any new purpose without telling you and, where the law requires it, getting your consent first.
We do not sell your personal information.
5. Consent
You consent to the collection described in section 2 when you submit a form or write to us.
You can withdraw consent to our use of your personal information at any time by writing to hello@digicatalystsystems.com. We will explain what withdrawal means in your case, because some information must be kept to meet a legal obligation or to complete work already underway.
Withdrawing consent does not affect anything we did lawfully before you withdrew it.
Marketing messages. Business email we send about our services goes only to recipients in the United States and follows the CAN-SPAM Act. Every message says who sent it, has a subject line that reflects what it is about, gives our postal address (145 Tyee Dr, PMB 59478, Point Roberts, WA 98281, USA) and offers a way to unsubscribe that works for at least 30 days after it is sent. We act on an unsubscribe without delay, and within 10 business days at the latest, and we do not email that address again.
6. Cookies and similar technologies
A cookie is a small file stored on your device. We also use similar technologies such as local storage and pixels. This is what the Site sets:
| Cookie or technology | Set by | Purpose | Category | Retention |
|---|---|---|---|---|
__cf_bm cookie | Cal.com, inside the booking window, which loads only when you click a booking button | Bot protection for the booking service | Strictly necessary | About 30 minutes |
reserverUid in local storage | Cal.com, inside the booking window | Holds the time slot you picked while you finish booking | Strictly necessary | Until you clear your browser storage; set by Cal.com under its own privacy policy |
Categories:
- Strictly necessary. Needed for the Site to work, for example remembering your cookie choice or protecting a form against abuse. These are set without consent because the Site cannot function without them.
The Site uses no analytics or advertising cookies, so there is no cookie banner.
You can also block or delete cookies in your browser settings. Blocking strictly necessary cookies may stop parts of the Site from working.
8. Who we share it with
We share personal information only as follows.
- Service providers who process information on our behalf and only on our instructions, listed in section 9. They may not use it for their own purposes.
- Professional advisers such as an accountant, insurer or lawyer, where they need it to advise us.
- Where the law requires it, for example in response to a court order, a lawful request from a government authority, or to establish or defend a legal claim.
- A successor, if the business is sold or reorganised, in which case this policy continues to apply to the information transferred.
- With your consent, for anything else.
We do not sell, rent or trade personal information.
9. Service providers and where information is stored
| Provider | What it does | Where it stores data |
|---|---|---|
| Cloudflare | Hosts and delivers the Site and runs Cloudflare Web Analytics; forwards email sent to hello@digicatalystsystems.com to our mailbox; carries each new booking to the automation that files it; holds our copy of call, text and booking reminder records; stores backups of contact records | United States |
| Cal.com | Takes your booking and runs the booking window on the Site | United States |
| Calendar and Gmail account behind the booking page, which receives each booking and its confirmation | United States | |
| Notion | Contact records, call notes, and call transcripts or summaries | United States |
| n8n, self-hosted on our own computer | Copies each booking, and the date and subject of each outreach email, into the contact record; keeps one only when the copy fails, for 14 days | Ontario, Canada |
| Zoho Mail | Mailbox that receives email sent to hello@digicatalystsystems.com | Canada |
| VoIP.ms | The reminder text for a booked call | Canada |
| Deepgram | Turns the sound of a booked or phone sales call into text as the call happens. Every request is opted out of model improvement, and no audio is kept | United States |
| OpenRouter and TypeSafe | During a sales call, receive the last few things you said, as text with no name or number attached, to pick a prepared answer; label replies to our outreach email. They write nothing and send nothing | United States |
| Anthropic | AI assistant (Claude) that reads contact records and call notes to draft summaries, proposals and follow-ups, which we read before anything is sent. Not used to train its models | United States |
Storage outside Canada. Some of these providers store or process information outside Canada, including in the United States. While information is in another country it is subject to the laws of that country, and may be accessible to that country’s courts, law enforcement and national security authorities under those laws. We use providers that offer contractual protections comparable to what PIPEDA requires, but we cannot rule out lawful access by foreign authorities.
If you would rather not have your information stored outside Canada, contact us at hello@digicatalystsystems.com before submitting a form, and we will tell you what alternatives there are, such as telephone or post.
10. How long we keep it
| Information | Kept for |
|---|---|
| Enquiries that do not become work | Three years after we were last in touch, or sooner on request |
| Client records, including project details and correspondence | As long as Canadian tax and record-keeping law requires |
| Records needed for tax, accounting or insurance | As long as Canadian tax and record-keeping law requires |
| Server and security logs | Cloudflare’s own retention periods; we keep no separate copy |
When information is no longer needed for the purpose it was collected for, and no legal obligation requires us to keep it, we delete it or make it anonymous.
11. How we protect it
We use safeguards appropriate to how sensitive the information is, including encryption of the Site in transit over HTTPS, access limited to the people who need it, multi-factor authentication where the provider offers it on the accounts that hold personal information, and providers chosen for their own security practices.
No method of transmission or storage is completely secure. We cannot guarantee absolute security, and email in particular is not a secure channel. Please do not send sensitive information by email.
If a breach of security creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as PIPEDA requires, and keep a record of the breach.
12. Your rights
12.1 Everyone
- Access. You may ask what personal information we hold about you, how we use it and who we have disclosed it to. We will respond within 30 days, or tell you within 30 days if we need an extension and why. There is no charge for a routine request; if a request would involve significant cost we will tell you the estimate first and let you decide whether to proceed.
- Correction. You may ask us to correct information that is inaccurate or incomplete. If we disagree, we will record your position on the file.
- Withdraw consent. See section 5.
- Deletion. You may ask us to delete information. We will do so unless we are required to keep it, in which case we will tell you which obligation applies.
- Complain. See section 15.
To make a request, write to hello@digicatalystsystems.com. We may ask you to confirm your identity before we act, so that we do not disclose your information to someone else.
12.3 If you are a California resident
The California Consumer Privacy Act applies to businesses above thresholds set in that law, such as annual revenue or the number of California consumers whose personal information they handle. We are below those thresholds, so the Act does not apply to us today, and the same is true of the comparable laws of other US states. You still have the access, correction and deletion rights in 12.1, on the same terms. We do not sell personal information and do not share it for cross-context behavioural advertising. The Site runs no advertising and no tracking cookies, so there is nothing to opt out of, and a Global Privacy Control signal changes nothing on the Site. If we cross a threshold, we will update this section before the law applies to us.
13. Children
The Site is not directed at children under 18 and we do not knowingly collect their personal information. If you believe a child has given us personal information, contact hello@digicatalystsystems.com and we will delete it.
14. Other sites
The Site links to sites we do not control, and advertisements may take you to a third party. This policy does not apply to them. Read the privacy policy of any site you go on to use.
15. Contact and complaints
Questions, access requests, corrections and complaints:
Kaustubh Ghodke (Privacy Officer)
Kaustubh Ghodke, carrying on business as DigiCatalyst Systems
Toronto, Ontario
US mailing address: 145 Tyee Dr, PMB 59478, Point Roberts, WA 98281
hello@digicatalystsystems.com
We will acknowledge a complaint within 10 business days and investigate it. We will tell you what we found and what we did about it.
If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, Quebec, K1A 1H3
1-800-282-1376
priv.gc.ca
16. Changes to this policy
We may update this policy. The date at the top shows when it last changed. Where a change materially affects how we handle information already collected, we will give notice on the Site before it takes effect.