Legal
Last updated: June 2026
This Privacy Policy describes how Ascend AI ("Ascend AI", "we", "us", or "our"), a software product operated by HEALTHN.E.S.S., collects, uses, and protects information when you use our platform. By using Ascend AI, you agree to the practices described in this policy.
Contact: ascend.ai@thehealthnesscoach.com
HEALTHN.E.S.S. has designated a Privacy Officer responsible for privacy compliance inquiries, access requests, and data deletion requests relating to Ascend AI. Contact the Privacy Officer at ascend.ai@thehealthnesscoach.com. We will acknowledge requests within a reasonable timeframe and respond in accordance with applicable Canadian privacy law.
We collect information you provide when creating an account (name, work email, password), information from third-party integrations you authorize, and operational data generated through your use of the platform.
When you connect your Google account, Ascend AI requests permissions only for the integrations you choose to enable. Each permission is used solely to provide the Ascend functionality you request within your workspace.
Used to read customer communication data so Ascend can organize email activity, support customer timelines, generate drafts, and improve communication workflows.
Used only when a user reviews and approves sending an email from Ascend. Ascend does not automatically send Gmail messages without user action.
Used to read and sync appointment availability and scheduling events for booking workflows within your workspace.
Used to import reviews and related business profile review data (including reviewer display names, star ratings, review text, review dates, and reply status where available) for customer experience and business intelligence.
Ascend requests Google Business Profile access because Google's Business Profile API uses the business.managescope for review access. Ascend uses this access only to retrieve review information and related location/review data for customer experience and business intelligence. Ascend does not use this scope to edit business listings, modify business information, or make automated changes to a user's Google Business Profile.
Google user data accessed through these integrations is used only to provide user-requested Ascend functionality. Google data is not sold, is not used for advertising, and is not used for unrelated profiling. Google data may be processed by disclosed service providers (such as Supabase for storage, OpenAI for AI analysis and draft generation, and Vercel for hosting) only to provide Ascend functionality.
Our use and transfer of information received from Google APIs — including Gmail, Google Calendar, and Google Business Profile — adheres to the Google API Services User Data Policy, including the Limited Use requirements.
These are optional external intelligence connectors. They are used only when you or your workspace administrator chooses to connect them. When enabled by a Platform Administrator and connected by a Workspace Administrator, Ascend AI may access Google external intelligence sources you authorize, including:
External intelligence connectors collect and normalize data only. They do not generate recommendations independently. Ascend AI's existing recommendation engines may consume normalized metrics to improve operational insights. Google external intelligence data is not used for advertising, profiling unrelated to the service, or resale. Access adheres to the Google API Services User Data Policy, including Limited Use requirements.
When enabled by a Platform Administrator and connected by a Workspace Administrator, Ascend AI may access Meta Business Insights for Facebook Pages and related Instagram business assets you authorize. This may include page-level metrics such as impressions, reach, and engagement signals used to normalize social discoverability data for Business Intelligence.
Meta data is used only to provide the connected external intelligence functionality within your workspace. It is not used for advertising, sold to third parties, or used for purposes unrelated to the service you requested. You may disconnect Meta at any time from workspace integration settings.
Ascend AI uses artificial intelligence to generate drafts, summaries, recommendations, forecasts, alerts, and other operational outputs. AI-generated content may be incomplete, outdated, or inaccurate. It is provided for productivity and operational awareness only and does not constitute legal, medical, financial, tax, or other professional advice. You are responsible for reviewing and approving any AI output before relying on it or sending it externally.
Ascend AI uses OpenAI's API to generate suggested email draft responses based on incoming Gmail messages. Draft content is processed through OpenAI's API in accordance with their data handling policies. Drafts are stored within your workspace and are never shared externally. All AI outputs are intended to assist human review and approval before sending.
Ascend AI integrates with Twilio to power AI-assisted voice receptionist and call handling features. Incoming and outgoing calls may be processed, transcribed, summarized, and logged within your workspace to support routing, follow-up, and operational intelligence. Voice processing may involve Twilio and OpenAI in accordance with their respective privacy and data handling policies.
Call audio, transcripts, and summaries are stored within your workspace and used only to provide the voice features you enable. Workspace administrators are responsible for ensuring call handling complies with applicable telemarketing, recording-consent, and privacy laws in their jurisdiction.
Workspace administrators may add public web page URLs (such as your business website or publicly accessible service pages) as Business Audit Sources for analysis. When a source URL is added, Ascend AI fetches the publicly accessible content of that page and uses it to generate intelligence about how your public-facing messaging compares to customer feedback. Workspace administrators are responsible for ensuring they have the right to add and analyze any URLs they configure as sources. Only publicly accessible, non-restricted pages should be added.
Ascend AI collects and analyzes operational data to provide Business Intelligence insights and dashboards within your workspace. This includes the following features:
All Business Intelligence data is used exclusively to power analytics features available to authorized workspace users. This data is never sold or shared externally.
The platform maintains a memory of customer interactions within your workspace to improve the quality and continuity of AI responses over time. This data is stored securely and is accessible only to authorized workspace users.
Ascend AI uses cookies and similar technologies to operate the platform:
We do not use advertising cookies or sell browsing data. You may update your cookie preference by clearing site data and revisiting the banner, or by contacting us.
Ascend AI is operated by HEALTHN.E.S.S. from Canada. We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable, and we are preparing our practices for compliance with Quebec's Act respecting the protection of personal information in the private sector (Law 25).
Subject to applicable law, individuals in Canada may have the right to:
For Quebec users, we are implementing privacy governance practices aligned with Law 25, including designated accountability, transparency about data uses, and processes for access, correction, and deletion requests. Contact our Privacy Officer to exercise your rights.
We do not sell, rent, or trade your personal information or Google user data to any third party. We do not use your data for advertising purposes.
All data is stored using industry-standard security practices. Workspace data is logically isolated per workspace. We use encryption in transit (TLS) and at rest where applicable. We retain your data for as long as your account is active or as needed to provide services.
Authorized Ascend AI support personnel may temporarily access customer workspaces when required to provide technical support, maintenance, diagnostics, billing assistance, or customer-requested troubleshooting. Support access is restricted to authorized platform personnel and is not available to the general public or to other Ascend AI customers.
All platform support access is logged. Logs capture the identity of the support personnel, the target workspace, the action performed, and the timestamp of access. Support mode entry is blocked if audit logging cannot be recorded.
Support personnel do not access customer information for advertising, profiling, resale, or any purpose unrelated to providing the requested support service. Support access is limited to what is necessary to address the specific support, maintenance, or diagnostic purpose.
Platform support personnel cannot directly retrieve raw Google OAuth access tokens or refresh tokens through the customer-facing interface. Stored OAuth tokens are encrypted at rest and accessible only to server-side infrastructure processes used to operate the platform's Google integrations.
Customers acknowledge this support access capability through the Platform Support Access Consent accepted during workspace onboarding. Support access is consistent with the Google API Services User Data Policy requirements regarding personnel access to Google user data.
Google-sourced data is retained only as long as needed for the disclosed Ascend functionality, legal or security obligations, or user-requested records within your workspace.
You may disconnect your Google (Gmail, Calendar, Google Business Profile, or external intelligence), Meta Business Insights, or Twilio integration at any time from your workspace settings. Disconnecting an integration stops Ascend AI from accessing new data from that source and removes stored OAuth tokens for that integration as described above. Previously collected workspace data may be retained until account or workspace deletion or a verified deletion request is processed.
You may request deletion of your account, workspace data, or connected integration data by emailing our Privacy Officer at ascend.ai@thehealthnesscoach.com. Please include the email address associated with your account and a description of the data you want deleted.
We will verify your identity, acknowledge the request, and process eligible deletion requests within 30 days, subject to legal, billing, security, or backup retention obligations. Disconnecting an integration stops new collection but may not automatically delete historical workspace records until a deletion request is processed.
Ascend AI relies on third-party services including Supabase (database/auth), Stripe (billing), OpenAI (AI processing), Twilio (voice/SMS), Google (Gmail, Calendar, Business Profile, and external intelligence integrations), Meta (Business Insights), and Vercel (hosting). Each provider maintains its own privacy practices and data handling policies. We are not responsible for the privacy practices of these third parties.
We may update this Privacy Policy from time to time. We will notify workspace administrators of material changes by email or in-product notice. Continued use of the platform following notice of changes constitutes acceptance.
For privacy questions or concerns, contact us at ascend.ai@thehealthnesscoach.com.