Privacy Policy

Corelo AI Ltd is a company registered in England and Wales, company number 17302072. Our registered office is 124-128 City Road, London, EC1V 2NX.

If you have any questions about this policy or how we handle your data, contact us at [email protected].

Corelo is an AI call assistant for small businesses. A business that subscribes diverts the calls it cannot answer to a phone number we provide. Corelo answers in the business's name, tells the caller at the start that it is an AI assistant and that the call is recorded, and takes the details of what the caller needs. Depending on the business's settings, it offers appointment times from the business's calendar and either books the appointment or texts the business a request to approve or decline, or it takes a message and tells the business who to ring back. The business sees its calls, transcripts, messages and bookings in the Corelo app at app.corelo.ai.

The sections below say what we collect from each group of people and what we do with it. The sections on how we use data, who we share it with, how long we keep it, and your rights apply to everyone.

If you visit our website, we collect basic analytics data (such as pages viewed, general location, and device type) using privacy-preserving, cookie-free analytics tools, and anything you send us by email.

If your business subscribes to Corelo, we collect and hold:

• Your account: your name, your email address, and when you last signed in. You sign in with a code we email you, or with your Google account, in which case Google tells us only your email address, whether it is verified, and your name; we keep no Google token. Each attempt to sign in is recorded by IP address for one hour, so that repeated attempts can be limited.
• Your settings: your business name and how Corelo says it aloud, your greeting, your opening hours and days off, your services and prices, the answers Corelo gives callers, the mobile number booking requests and urgent messages are texted to, and the number calls are sent to when Corelo cannot help. Also the network your business phone is on, whether you have paused Corelo, and your own voicemail greeting if you record or upload one, which is a recording of your voice.
• Words Corelo learns: from transcripts of your own calls, Corelo learns words the transcription gets wrong for your business, such as a service name, and only towards words already in your settings. Each word it learns is listed in your record of changes.
• Your trade: the trade you pick at setup, which decides what Corelo asks callers about the job. If you type a trade that is not on our list, its name is sent to Anthropic once, when you save it, to write those questions.
• Your billing: your plan, and references to the card subscription you set up with Stripe. You enter your card details on Stripe's page, never with us, and we do not see or hold them.
• A record of changes: who changed which setting, and when. It is shown to you in the app so your business can see which of its people changed what. It cannot be edited and is kept for the life of your account.
• The texts we send you: booking requests and urgent messages go to the mobile number you give us. We keep a record of each text we sent and any reply you sent to it.

The app sets one cookie when you sign in, corelo_session, which keeps you signed in for up to 12 hours. It is strictly necessary and does not require consent. The app uses no analytics or tracking.

When you ring a business that uses Corelo and your call comes through to us, Corelo tells you at the start that it is an AI assistant and that the call is recorded. During the call we collect:

• the number you are calling from, and the number you called
• a recording of the call, a transcript of it, and a short summary written by the AI
• the name you give and what you ask for, such as the job, the address, or the vehicle
• a booking request or a message, including a number to ring you back on
• any text messages exchanged with you about a booking
• if Corelo cannot answer as an assistant, because the business has paused it or because a service we rely on is unavailable, a voicemail greeting is played and you can leave a message, which is recorded and transcribed

The business you rang is the data controller for this data, and it decides what Corelo does with it. Corelo processes it on the business's behalf, as its data processor, and only to do what the business has asked: answer its calls, take its bookings and messages, and show it what was said. The business's own privacy notice governs how it uses your data. If you have a question about your data or want to exercise your rights over it, contact the business you rang, or contact us at [email protected] and we will help.

How long we keep it: the recording can be played in the app for 30 days. The call record, transcript and summary are deleted after 90 days, and the recording is deleted from our call provider at the same time. A booking is kept until 90 days after the appointment. A message is kept until 90 days after the business has dealt with it; a request to be rung back that the business has not yet dealt with is kept until it has, so that it is not lost. A voicemail left when Corelo could not answer is transcribed and turned into a message for the business, and the recording itself is deleted from the provider that took it once that message has been written. The name and number you gave are kept in the business's contacts, so you are recognised if you ring again, for as long as the business uses Corelo, as are texts exchanged with you.

UK data protection law requires us to have a lawful basis for each way we use your personal data. These are:

• Answering a business's calls, taking its bookings and messages, and showing it what was said: performance of our contract with that business, which processes your data as its controller and has its own lawful basis for doing so.
• Running your account and providing the service to your business: performance of a contract with you, or steps taken at your request before entering one.
• Taking payment for the service: performance of a contract with you. Keeping accounting and tax records: compliance with our legal obligations under UK company, accounting, and tax law.
• Keeping sign-in records and the record of who changed what in the app: our legitimate interests in keeping accounts secure and in being able to show a business who changed its settings.
• Responding to enquiries you send us: our legitimate interests in responding to people who contact us about our services.
• Website analytics: our legitimate interests in understanding how our website is used. Our analytics are cookie-free and collect no more than the basic data described above. You can object to this at any time (see the section on your rights).

We do not use your data for any purpose beyond what is needed to run our business and serve our clients.

Automated decision-making: Corelo's assistant decides what to say on a call and whether a message sounds urgent, but we do not make any solely automated decisions about you that have legal or similarly significant effects. A booking taken on a call is a request that the business approves or declines, unless the business has chosen in advance to have bookings made automatically, which it can change at any time.

Corelo does not build its own speech or language models. Calls are answered by Corelo's own call service, which runs on our servers at DigitalOcean; Telnyx connects each call to it and records the call. Depending on the business's settings, the assistant works in one of two ways. In the first, Deepgram turns what the caller says into text, Anthropic's Claude model decides what the assistant says, from the conversation so far and the business's settings, and ElevenLabs turns those words into speech. If Anthropic cannot answer during a call, the same conversation and settings are sent to OpenAI for that reply instead, so that the caller is not left in silence; OpenAI is used only then, and never for anything after the call. In the second, Google's Gemini model hears the caller, decides what to say from the business's settings, and speaks, and Deepgram writes down what the caller said for the transcript. The recording is kept by Telnyx and the transcript by us, until we delete them under the retention period above.

When our own servers cannot be reached, or the assistant cannot answer because a service it relies on has failed, the call is answered instead with a voicemail greeting, given by a small service we run on Cloudflare, and Telnyx records the message and transcribes it using Deepgram. The recording is deleted once the message has been written for the business.

Anthropic's terms do not allow it to train models on what we send it, and it deletes what we send within 30 days. OpenAI's terms for its API do not allow it to train models on what we send it, and it keeps what we send for up to 30 days to monitor for abuse before deleting it. Google does not use what we send its paid Gemini service to improve its products, and keeps it for a limited period only to detect and prevent abuse. Deepgram keeps the audio only while it is turning it into text, and does not use it to train its models. ElevenLabs does not use what we send it to train its models.

Our website sets one item on your device:

• A Cloudflare security cookie (__cf_bm), set on every page to distinguish genuine visitors from automated bots and protect the site. It is strictly necessary, expires after around 30 minutes, and does not track you across other websites.

Our analytics (a self-hosted instance of Umami running on our own infrastructure, and Cloudflare's server-side traffic analytics) are cookie-free and set nothing on your device.

Nothing on our website needs your consent, so it does not ask for it.

We share personal data with a small number of service providers who help us run Corelo, each under data protection terms:

• Anthropic, for the AI that holds the conversation on a call
• OpenAI, for the AI that answers a caller in Anthropic's place, only when Anthropic cannot answer during a call
• Google, for the Gemini AI that hears, answers and speaks to a caller, for businesses whose calls are set to use it
• Deepgram, which turns what a caller says into text, during the call and for the transcript
• ElevenLabs, which turns the assistant's words into speech
• Telnyx, which provides the phone numbers, connects calls to Corelo, records them, sends and receives text messages, and records a voicemail and transcribes it using Deepgram
• Cloudflare, which delivers and protects our website, provides privacy-preserving analytics, answers a call with a voicemail greeting when our servers cannot be reached, and stores a business's own voicemail greeting so that it can be played to callers
• Resend, which sends the email carrying a sign-in code to a business's own people when they sign in to the Corelo app
• Stripe, for taking subscription payments by card. Stripe is also a data controller in its own right for some of the payment data it handles, such as for fraud prevention and its own legal obligations, under its own privacy policy
• Google, for our business email, for signing in with Google where a business chooses to, and for a business's own Google Calendar where the business has connected it
• DigitalOcean, for hosting: our website, our self-hosted analytics, the Corelo app, its database, and our call service
• Sentry, which records errors in the Corelo app so that we can fix them. We remove phone numbers, email addresses and what was sent or typed before an error reaches it

Our self-hosted analytics tool runs on our own infrastructure, so that analytics data is not shared with any analytics vendor.

We do not sell your data, and we do not share it with anyone else except where required by law.

Where a business connects Corelo to a platform it already uses (today, Google Calendar), Corelo accesses data from that platform solely to provide the specific feature the business has asked for.

Where a business connects its Google Calendar, Corelo asks Google for two permissions: to see when the business is busy (calendar.freebusy), and to see and edit the events in the business's calendar (calendar.events). Every two minutes, Corelo copies the events in that calendar, from about three months before today to about three months after it, into its own database, so that it can offer callers times that are free without contacting Google during a call, and so that the business can see its own diary beside its bookings in the Corelo app. The copy holds each event's title, start and end times, location, notes and link, and is replaced each time the calendar is read. When the business approves a booking, or has chosen to have bookings made automatically, Corelo writes that appointment into the calendar.

When Corelo speaks to a caller, the only thing it uses from the calendar is which times are free. The title, location and notes of an event are shown only to the business, in the Corelo app: they are never read out to a caller, sent to the Anthropic Claude API, or shared with anyone else. The permission Google grants is stored encrypted. When the calendar is disconnected, Corelo asks Google to revoke that permission and deletes its copy of the calendar within minutes. A business can also remove Corelo's access at any time from its Google Account.

Corelo accesses this data on its client's behalf and on its client's instructions, acting as the client's data processor. The client remains the controller of this data, and the client's own privacy policy governs how it is used. Corelo is not the controller of the data described in this section.

Calendar data is never used to create, train, or improve any machine learning or artificial intelligence model.

Where Google Workspace data is involved, Corelo's use of information received from Google Workspace scopes adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Corelo does not use data accessed through any connected platform for advertising, for building databases beyond what is required to run the client's service, or for any purpose other than delivering the feature the client has asked for.

Some of our service providers are based in the United States. Where we transfer personal data there, we use approved UK data protection safeguards, and we minimise the personal data involved wherever possible. Specifically:

• Cloudflare, DigitalOcean, Telnyx, ElevenLabs, Resend, and Stripe are certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US Data Bridge).
• Our transfers to Anthropic are made under its Data Processing Addendum, which incorporates the International Data Transfer Addendum approved by the UK Information Commissioner.
• Our transfers to OpenAI are made under its Data Processing Addendum, which incorporates approved UK transfer safeguards.
• Our transfers to Deepgram are made under its data processing agreement, which incorporates standard contractual clauses with the UK Addendum approved by the UK Information Commissioner.
• Our transfers to Google, including to its Gemini service, are made under Google's data processing terms, which incorporate approved UK transfer safeguards.
• Sentry stores the errors it records in its EU region, in Germany, under its Data Processing Addendum, which incorporates approved UK transfer safeguards for any access from the United States.

• Website enquiries: only as long as needed to respond, unless they become part of an ongoing client relationship.
• Sign-in attempts: one hour.
• Calls: the recording can be played for 30 days; the call record, transcript and summary are deleted after 90 days, and the recording is deleted from our call provider with them. Bookings are kept until 90 days after the appointment, and messages until 90 days after the business has dealt with them. This runs on a schedule and applies whether or not the business is still a client.
• Callers' names and numbers, and texts exchanged with them: for as long as the business uses Corelo, and deleted with its account.
• Voicemails left when Corelo could not answer: the recording is deleted from the provider that took it once the message has been written, and the message is then kept as any other message.
• A business's own voicemail greeting: until the business removes it or its account is deleted, when it is deleted from us and from Cloudflare.
• A business's account, settings, and record of changes: while it uses Corelo, and for 90 days after we stop answering its calls because a cancellation has taken effect or a payment has failed and not been put right. Then the account and everything in it is deleted. A business can also delete its own account in the app, under Settings, Profile: we stop answering its calls straight away, and the account and everything in it is deleted 30 days later, unless the business signs in and keeps it before then. We keep a record that it was deleted, by whom and when.
• Billing and accounting records: up to 6 years, in line with UK record-keeping requirements.

When a business stops using Corelo, its account is kept for 90 days so it can come back with everything as it was, and is then deleted, with its callers' details, calls, bookings and messages. It can delete its own account sooner in the app, under Settings, Profile, when everything is deleted 30 days later unless it signs in and keeps the account, or ask us to delete it, which we will do where we are not required to keep it. Billing records are kept for as long as the law requires, as above.

Passwords are stored only as hashes. The permissions a business grants us to its connected platforms are stored encrypted. Signing in to the app lasts 12 hours and then expires. A call recording is never handed to a browser as a link that could be forwarded: it is played only to a person signed in to the business's own account. All connections to our website, our app and our providers are encrypted in transit, and access to client data within Corelo is limited to the people who need it to run the service.

Under UK data protection law, you have the right to:

• ask us to confirm what data we hold about you and receive a copy of it
• correct it if it is inaccurate
• delete it where we are not required to keep it
• restrict or object to certain uses, including any processing we carry out on the basis of our legitimate interests, such as website analytics
• receive a copy in a portable format

To exercise any of these rights, contact [email protected]. If your data was collected because you rang a business that uses Corelo, that business is the controller: you can contact it directly, or contact us and we will pass your request on and help it respond.

If you are unhappy with how we have handled your personal data, please contact us first at [email protected] so we can try to resolve it. We will acknowledge your complaint within 30 days, keep you updated, and explain the outcome.

If you remain unhappy, you can also complain to the Information Commissioner's Office (ICO), the UK's independent regulator, at ico.org.uk or by calling 0303 123 1113.

We may update this policy from time to time. The effective date above shows when it was last revised. If a change affects how we handle a business's data or its callers' data, we will tell the business by email before it takes effect.