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Privacy Policy

Effective Date: October 5, 2026 (previous version: August 3, 2026)

Company: IT Hands Free Inc. (a registered Ontario Corporation)

1. Introduction

IT Hands Free Inc., a registered Ontario Corporation ("we," "us," or "our"), is committed to protecting the privacy and security of your personal and corporate data. This Privacy Policy outlines how we collect, use, and safeguard your information when you visit our website, use our Managed IT Services (MSP), Microsoft Infrastructure solutions, our Cloud PBX business phone service and the IHF Phone app, or engage with our AI-infused management platforms. We strictly comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and all applicable privacy regulations within the Province of Ontario and Canada.

2. Information We Collect

Our website, our managed IT services and the IHF Phone app collect information separately, and each is held in a different place: website information on our systems, managed IT data in the client's environment and ours, and IHF Phone data on the phone and on the customer's Cloud PBX.

  • Voluntarily Provided Information (our website): When you fill out our lead capture forms, book a consultation, or subscribe to our newsletter, we collect your name, corporate email, company name, and specific areas of IT interest.
  • Operational & Infrastructure Data (managed IT clients): For clients utilizing our MSP, break-fix, or Microsoft 365 services, we collect telemetry, network, and system data necessary to monitor, secure, and troubleshoot your IT environment.
  • Automated Website Data: We may collect standard internet log information, including your IP address, browser type, and interactions with our website to improve user experience.
  • Cloud PBX and the IHF Phone app: described below.

Cloud PBX and the IHF Phone app

IHF Phone is the Android app for our Cloud PBX. A person at a customer business installs it, opens a setup link from their work email, and uses their phone for business calls and text messages on their extension. The setup link connects the app to that business's Cloud PBX. The app handles the following information, and nothing else:

  • Work email, extension and business number are held on the customer's Cloud PBX and used to set the app up. The person asks for a setup link by email; the link contains a one-time code, and the email does not contain a password.
  • Sign-in details (the app's sign-in token and the extension's passwords) are kept in encrypted storage on the phone. They are sent only to that customer's Cloud PBX, over an encrypted (HTTPS) connection, when the app signs in or sends a message. They are not sent to our website or to any advertising service.
  • Calls: call audio travels between the phone and the customer's Cloud PBX. The app does not record calls. It keeps a call log on the phone (number, direction and time), encrypted. If a customer turns on call recording in their Cloud PBX, the recording is made by the Cloud PBX under that customer's settings, not by the app.
  • Text and picture messages: message text and attached pictures are stored on the customer's Cloud PBX, and the phone downloads those conversations. Pictures are chosen with the phone's own photo picker; the app does not browse the photo library.
  • Contacts: if the person allows it, the app reads the contacts on the phone so that names can appear next to numbers. The address book is not uploaded. A number the person dials or texts is sent as part of that call or message.
  • Microphone: used only during a call, and only if the person allows it.
  • Notifications: shown on the phone for new messages and incoming calls. The app does not use a Google or Apple push-notification service.

IHF Phone has no advertising, no analytics or crash-reporting service, and does not collect location. We do not sell personal information.

3. The Role of Artificial Intelligence (AI)

We utilize advanced, proprietary, and vendor-integrated AI technologies across our management platforms to automate remediation, enhance cybersecurity protocols, and optimize IT operations.

  • Data Processing: Telemetry and system performance data from the IT environments we manage may be processed by AI algorithms to detect anomalies and predict hardware/software failures.
  • Privacy: AI processing is restricted to operational and security data. We do not feed your confidential business documents, emails, or intellectual property into public AI training models.
  • Calls and messages: the language above concerns IT telemetry only. Call audio, voicemail, message content and the address book on a person's phone are not sent to a public AI model and are not used to train any AI model. The IHF Phone app does not use AI. Separately, some businesses subscribe to our optional AI Receptionist, a front-desk service that answers calls to the business's main number before they reach anyone's extension. Where a business has it, the conversation it holds with a caller is processed by a specialist voice-AI provider, as described in that service's terms. Calls it transfers to an extension, and calls a person makes from IHF Phone, do not involve the AI Receptionist.

4. How We Use Your Information

  • To route inquiries securely via our Microsoft Entra ID authenticated backend.
  • To deliver managed IT services, break-fix support, and cloud architecture consulting.
  • To provide a business's phone service on a mobile phone through IHF Phone: setting the app up, carrying calls and messages, and showing contact names.
  • To send requested marketing communications and IT insights (you may opt-out at any time). The content of a customer's calls and messages is never used for marketing.
  • To enhance our AI models for better threat detection and system automation, using IT telemetry only (see section 3).

5. Data Security and Retention

For our website and managed IT services, we employ enterprise-grade security measures, including Microsoft Azure encryption, multi-factor authentication (MFA), and zero-trust architecture, to protect your data. That data is stored securely within Microsoft 365 and Azure environments. We retain data only as long as necessary to fulfill the purposes outlined in this policy or as required by Ontario and federal Canadian law.

Cloud PBX and IHF Phone data is handled differently. On the phone, the app's sign-in details and call log are encrypted. Messages and call audio are handled on the customer's Cloud PBX, which is hosted in Canada, under our Cloud PBX Terms of Service, including their Canadian residency commitment; they are not stored in Microsoft 365 or Azure. We do not listen to, access or disclose the content of your calls, voicemail or messages except where necessary to provide support at your request, to maintain the security or proper operation of the Platform, or where required by law.

6. Third-Party Disclosures & Security Tools

We do not sell, trade, or rent your personal information. We may share necessary operational data with trusted strategic partners (e.g., Microsoft, ITCloud.ca, Acronis, HP) exclusively for the purpose of licensing, provisioning, and securing your infrastructure. These partners do not receive call audio or message content.

The IHF Phone app's traffic goes to the customer's own IT Hands Free Cloud PBX. Calls and text messages to and from outside numbers are delivered by telephone carriers, as on any phone line; carriers handle them only to deliver them and are not marketing partners.

Bot Protection & Security: To ensure the security of our website, protect our APIs, and prevent spam, we utilize Cloudflare Turnstile in an invisible mode. Turnstile analyzes network traffic and browser behavior to distinguish legitimate human users from automated bots. By using our website and submitting forms, you acknowledge and agree to the Cloudflare Privacy Policy and Terms of Use as they pertain to this security verification process. Turnstile is used on our website only; it is not part of the IHF Phone app.

7. Your Rights

You have the right to request access to, correction of, or deletion of your personal information held by us. To exercise these rights, please contact our support team at [email protected] or +1 (647) 812-1190.

For IHF Phone: deleting the app removes its encrypted sign-in details and call log from that phone. Messages already stored for the business line remain on the customer's Cloud PBX until the customer asks us to remove them, or until the Cloud PBX service ends. A person's access to their phone line through the app is controlled by their employer's account with us.

8. Contact Us

For any privacy-related inquiries, please contact us at:

Email: [email protected]
Phone: +1 (647) 812-1190
Jurisdiction: Ontario, Canada