1. Introduction
CohandlerAI ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist platform for any business. Please read this policy carefully. If you disagree with its terms, please discontinue use of our services.
2. Information We Collect
Information You Provide
- Business name, contact person name, and email address
- Phone numbers associated with your business
- Billing information for subscription plans
- Any information submitted through our contact forms
Customer Data (Processed on Behalf of Businesses)
- Customer names and contact details captured during calls
- Appointment requests and scheduling information
- Call recordings and AI-generated transcripts
- Messages from WhatsApp, Facebook, and Instagram channels
Automatically Collected Information
- Usage data and dashboard activity logs
- Browser type, IP address, and device information
- Cookies and similar tracking technologies
3. How We Use Your Information
- To provide and operate the CohandlerAI platform and AI receptionist services
- To process and manage appointment bookings on behalf of your business
- To send call summaries, transcripts, and notifications to your dashboard
- To improve our AI models and service quality (anonymised data only)
- To communicate important updates, billing, and support responses
- To comply with legal obligations under HIPAA, GDPR, and applicable laws
4. Data Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share data only in the following circumstances:
- With trusted service providers who assist in operating our platform (e.g. cloud hosting, telephony providers) under strict data processing agreements
- With your business staff as authorised users of your account
- When required by law, court order, or governmental authority
- In the event of a business merger or acquisition, with appropriate notice
5. Data Security
We implement industry-standard security measures including AES-256 encryption for data at rest, TLS 1.3 for data in transit, role-based access controls, regular security audits, and automated threat monitoring. While no system is 100% secure, we take every reasonable precaution to protect your data.
6. Data Retention
We retain your account data for as long as your subscription is active and for 90 days after cancellation. Call recordings and transcripts are retained for 12 months by default. Customer enquiry data captured through the AI is retained for 24 months unless you request earlier deletion. You may request data deletion at any time by contacting us.
7. Your Rights
Depending on your location, you may have the following rights:
Access
Request a copy of the data we hold about you
Correction
Request correction of inaccurate data
Deletion
Request deletion of your personal data
Portability
Receive your data in a portable format
Objection
Object to processing of your data
Restriction
Request restriction of data processing
8. Contact Us
For any privacy-related questions or to exercise your rights, please contact us at shahzaib111.ms@gmail.com. We aim to respond to all requests within 72 hours.