Privacy Policy

1. Overview

MAGMA (“MAGMA,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information entrusted to us by website visitors, prospects, clients, users, and individuals who interact with our websites, forms, CRM systems, communication tools, AI systems, automations, phone services, email systems, SMS systems, landing pages, funnels, advertisements, content platforms, and related services.

This Privacy Policy explains how we collect, use, store, disclose, protect, and manage personal information in connection with our website, platform, services, software, communication systems, and business operations.

MAGMA provides growth infrastructure services, including CRM systems, websites, funnels, marketing automation, AI receptionists, AI appointment setters, email and SMS communications, dedicated business phone systems, appointment booking systems, advertising infrastructure, content creation, and strategic growth support.

By visiting our website, submitting information to us, using our services, communicating with us, booking a call, becoming a client, or accessing any MAGMA-related platform or system, you agree to the practices described in this Privacy Policy.

2. Scope Of This Policy

This Privacy Policy applies to information we collect through:

• Our website
• Our contact forms
• Discovery call booking forms
• Landing pages and funnels
• CRM systems
• Client onboarding processes
• Email communications
• SMS communications
• Phone calls
• Voicemails
• AI receptionist interactions
• AI chatbot interactions
• Appointment booking systems
• Advertising and tracking technologies
• Client dashboards
• Customer support channels
• Social media interactions
• Payment and billing processes
• Marketing campaigns
• Any other MAGMA-operated digital property or service

This Privacy Policy applies to MAGMA’s own business activities and, where applicable, to information processed through MAGMA systems on behalf of our clients.

3. Information We Collect

We may collect several categories of information depending on how you interact with MAGMA.

3.1 Personal Information

We may collect personal information such as:

• Name
• Email address
• Phone number
• Business name
• Job title
• Website URL
• Company size
• Business location
• Billing details
• Mailing address
• Payment-related information
• Appointment booking details
• Information submitted through contact forms
• Information provided during discovery calls
• Information provided during onboarding
• Information provided through support requests

3.2 Business Information

We may collect business-related information such as:

• Company name
• Industry
• Business goals
• Marketing objectives
• Revenue range
• Lead volume
• Sales process information
• Advertising account information
• CRM data
• Customer records
• Pipeline data
• Website and funnel data
• Campaign performance data
• Content and branding materials
• Operational workflows
• Business communication preferences

3.3 Communication Information

Because MAGMA provides communication infrastructure, we may collect and process communication-related information, including:

• Emails
• SMS messages
• Phone call logs
• Voicemail recordings
• Call recordings, where enabled
• Appointment confirmations
• Appointment reminders
• Chatbot conversations
• AI receptionist conversations
• AI appointment setter interactions
• Support messages
• Internal notes related to customer interactions
• Conversation history within CRM systems

4. Client Customer Data

MAGMA may process information about our clients’ customers, leads, prospects, or contacts when we provide CRM, automation, communication, advertising, AI, website, funnel, or appointment booking services.

This may include:

• Names
• Email addresses
• Phone numbers
• Appointment details
• Lead source information
• Form submissions
• Customer notes
• Conversation history
• Call logs
• SMS messages
• Email communications
• Pipeline status
• Customer preferences
• Marketing consent status
• Engagement activity

When MAGMA processes this information on behalf of a client, the client is generally responsible for ensuring that it has the proper rights, permissions, and consents to provide such information to MAGMA and to use MAGMA’s systems for communication, marketing, automation, follow-up, AI interactions, and customer management.

5. Technical Information

When you visit our website or use our digital systems, we may automatically collect technical information such as:

• IP address
• Device type
• Browser type
• Operating system
• Pages visited
• Time spent on pages
• Referring URLs
• Click activity
• Approximate location
• Session data
• Cookies
• Tracking pixels
• Analytics data
• Ad interaction data

This information helps us understand how visitors interact with our website, improve user experience, measure advertising performance, and optimize our systems.

6. Cookies And Tracking Technologies

MAGMA may use cookies, pixels, tags, analytics tools, advertising technologies, and similar tracking technologies to:

• Operate our website
• Remember user preferences
• Analyze website performance
• Measure advertising effectiveness
• Understand visitor behaviour
• Improve website functionality
• Retarget visitors with advertising
• Track conversions
• Improve marketing campaigns

You may adjust your browser settings to refuse or limit cookies. However, some parts of our website or services may not function properly without certain cookies.

7. How We Use Information

MAGMA may use collected information to:

• Provide our services
• Operate CRM systems
• Manage customer communications
• Book appointments
• Send appointment reminders
• Operate AI receptionist systems
• Operate AI appointment setter systems
• Run automations and workflows
• Send email communications
• Send SMS communications
• Manage dedicated business phone services
• Build websites and funnels
• Create and manage campaigns
• Deliver customer support
• Process payments
• Provide onboarding
• Improve platform performance
• Analyze campaign results
• Generate reporting
• Improve user experience
• Personalize communications
• Send service updates
• Send marketing communications where permitted
• Comply with legal obligations
• Protect our business, clients, systems, and users

8. AI Systems And Automated Communications

MAGMA may use AI-powered systems, including AI receptionists, AI assistants, AI chatbots, AI appointment setters, automated workflows, and related tools.

These systems may interact with users, prospects, leads, customers, or clients by phone, SMS, email, chat, or other communication channels.

AI systems may be used to:

• Answer questions
• Collect information
• Qualify leads
• Assist with appointment booking
• Send follow-up messages
• Route inquiries
• Support customer communication
• Summarize interactions
• Trigger workflows
• Improve response times

AI-generated outputs may not always be perfect, complete, or accurate. MAGMA may review, update, monitor, or adjust AI systems to improve performance and reduce errors.

9. Email, SMS, Phone, And Marketing Communications

MAGMA and/or its clients may use MAGMA systems to send:

• Emails
• SMS messages
• Appointment reminders
• Appointment confirmations
• Missed-call text backs
• Follow-up messages
• Marketing messages
• Service notifications
• Customer support messages
• Reactivation campaigns
• Lead nurturing messages

Where required, we seek appropriate consent before sending commercial electronic messages. Marketing communications may include an unsubscribe option or opt-out mechanism where required.

Transactional or service-related messages, such as appointment confirmations, account notices, billing notices, or service updates, may still be sent where permitted by law.

10. How We Share Information

MAGMA does not sell personal information.

We may share information only as necessary to operate our business, deliver services, support clients, comply with legal obligations, or protect our rights.

We may share information with:

• CRM providers
• Hosting providers
• Email service providers
• SMS providers
• Phone and telecommunications providers
• AI technology providers
• Payment processors
• Analytics providers
• Advertising platforms
• Cloud storage providers
• Automation tools
• Website and funnel platforms
• Contractors and service providers
• Professional advisors
• Legal or regulatory authorities where required

These third parties may process information on our behalf or as independent service providers depending on the circumstances.

11. Third-Party Platforms And Integrations

MAGMA may integrate with or rely on third-party platforms, including but not limited to:

• CRM platforms
• Google
• Meta
• Stripe or other payment processors
• Email service providers
• SMS providers
• Phone providers
• AI technology providers
• Analytics platforms
• Advertising networks
• Social media platforms
• Hosting providers
• Calendar systems
• Automation platforms

Use of third-party services may be subject to their own privacy policies, terms, data practices, and platform rules. MAGMA is not responsible for the privacy practices of third-party platforms.

12. Data Storage And Location

Information may be stored and processed in Canada, the United States, or other jurisdictions where MAGMA, our service providers, or platform partners operate.

By using MAGMA services, you understand that information may be transferred, stored, or processed outside your province, territory, state, or country of residence, and may be subject to the laws of those jurisdictions.

13. Data Security

MAGMA uses commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, disclosure, alteration, or destruction.

These safeguards may include:

• Password protection
• Access controls
• Encrypted connections where available
• Secure platform providers
• Limited access permissions
• Operational controls
• Vendor security measures
• Monitoring and review processes

However, no system, website, software platform, internet transmission, or electronic storage method is completely secure. MAGMA cannot guarantee absolute security.

14. Data Retention

MAGMA retains information for as long as reasonably necessary to:

• Provide services
• Operate client accounts
• Maintain business records
• Comply with legal obligations
• Resolve disputes
• Enforce agreements
• Support security and fraud prevention
• Maintain backups
• Provide reporting
• Support ongoing client relationships

When information is no longer required, we may delete, anonymize, archive, or securely retain it where permitted or required.

15. Client Responsibility For Consent

Clients using MAGMA systems are responsible for ensuring that they have appropriate consent, authority, and legal basis to collect, upload, communicate with, market to, or process information relating to their own customers, leads, prospects, and contacts.

Clients are responsible for ensuring their own use of MAGMA systems complies with applicable privacy, marketing, telecommunications, advertising, and consumer protection laws.

16. Access, Correction, And Deletion Requests

Depending on applicable law, individuals may have the right to:

• Request access to personal information
• Request correction of inaccurate information
• Withdraw consent where applicable
• Request deletion of certain information
• Ask questions about how information is used
• Challenge our privacy practices

Requests may be sent to: privacy@magmasociety.ca

We may need to verify your identity before responding. Some requests may be limited by legal, contractual, security, technical, or business record requirements.

17. Opting Out Of Communications

You may opt out of promotional emails or SMS messages by using the unsubscribe mechanism provided in the message or by contacting us.

For SMS messages, you may be able to reply STOP or use another provided opt-out method where available.

Please note that you may continue to receive transactional, service-related, billing, appointment, security, or account-related communications where permitted.

18. Children’s Privacy

MAGMA services are intended for businesses, professionals, and adults. We do not knowingly collect personal information from children.

If we learn that we have collected information from a child without appropriate consent, we will take reasonable steps to delete it.

19. Links To Other Websites

Our website may contain links to third-party websites, platforms, or resources. We are not responsible for the privacy practices, content, security, or policies of third-party websites.

20. Changes To This Privacy Policy

MAGMA may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised “Last Updated” date.

Your continued use of our website or services after changes are posted means you accept the updated Privacy Policy.

21. Contact

If you have questions about this Privacy Policy or how MAGMA handles personal information, contact us at:

MAGMA
Email: privacy@magmasociety.ca
Website: magmasociety.ca