Privacy Policy

This policy explains how Cofrey (“we”, “us”) handles personal information. It covers three groups of people: visitors to this website, people who call a business that uses Cofrey, and the staff of those businesses who use our dashboard.

Cofrey is operated from Ontario, Canada. Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) applies to how we handle personal information, and this policy describes what we do with it.

1. This website

This site has no advertising trackers and no analytics cookies. We may receive:

• Information you send us directly — for example when you use our contact form or fill in our free demo request form: your name, phone number, email, when you'd like to talk, and details about your business such as its address, services, hours and common customer questions.
• Basic technical information recorded automatically by our hosting and storage providers, such as IP address and browser type, to deliver and secure the site.

We use it only to answer you, prepare and run your demo, and contact you about our services.Cookies: we use only what is needed to make the site work. We do not use cookies to track you across other websites.

2. If you called a business that uses Cofrey

Some businesses use Cofrey to answer their phone. If you called one of them, you may have spoken with anautomated AI assistant rather than a person. It is there to answer common questions, take appointment and callback requests, and pass you to a member of staff when that is what you need.

What is collected on a call:

• Your phone number, and the time and length of the call.
• A written transcript of what was said, and a short written summary, so the business's team can follow up.
• Details you give for a callback or an appointment — for example your name, the service you want, and a preferred time.

Call audio is not recorded and not stored. Your voice is streamed to our AI provider during the call so it can understand and answer you, and is not kept afterwards.

The AI is set up to collect as little as possible. It is instructed not to ask for health details or symptoms, and never to ask for card numbers, government ID numbers or health card numbers.

Who is responsible for your information. The business you called decides what information is collected and what happens to it. We process it for that business, on its instructions, to provide this service — nothing else. We do not sell it, and we do not use it to train AI models.

If you want your information. Because the business is responsible for it, the quickest route is to ask the business you called. You can also use the form on our Contact page and we will pass your request to that business and act on its instructions. We will tell you what we have done.

3. Business accounts

For businesses that use Cofrey we hold account information — names, work email addresses and phone numbers of the people you give access to, the settings and business information you give us for the AI to answer from, and records of what was changed in the dashboard and by whom.

4. Service providers, and processing outside Canada

To provide Cofrey we use service providers that handle personal information on our behalf. The main ones are:

• Twilio — phone numbers, call routing, staff transfers and text messages.
• OpenAI — the voice AI, transcription and call summaries.
• Supabase — our database, sign-in and file storage.
• Railway — hosting for this website, the dashboard and the phone system.
• Google — only if your business chooses to have call details copied into its own Google Sheet.
• An email provider, for sign-in, invitation and notification emails.

Some of these providers store or process information outside Canada, including in the United States, where it may be accessible to the courts and authorities of that country under its laws. We require our providers to protect the information and to use it only to provide their services to us. A current list of providers is available on request.

5. How long we keep it

• Call audio: not stored at all.
• Transcripts and summaries: kept so the business can follow up and settle any dispute about what was said. For trials, the trial period plus 30 days. For paying customers, the period set in their agreement with us.
• Callbacks, appointment requests and contact details: kept with the calls they came from, for as long as the business needs them to serve its customers.
• Website enquiries and demo requests: up to 24 months after we last spoke.
• Security and audit records: up to 24 months.

Some records are kept longer where the law requires it — for example records of a privacy breach, and financial records. Copies in backups are overwritten as those backups expire.

6. Keeping it safe

Each business's data is kept separate from every other business's, and enforced by the database itself, not only by the application. Access is limited to that business's own users and, for support, to us. Information is encrypted in transit.

No system can be guaranteed secure. If a breach of our safeguards creates a real risk of significant harm, we will notify the affected business without undue delay, help it meet its own obligations, and report and keep records of the breach as PIPEDA requires.

7. Your rights

You can ask to see the personal information we hold about you, have it corrected, have it deleted, or ask us to stop contacting you. Contact us and we will respond within 30 days. If your information was collected on a call to a business that uses Cofrey, see section 2 — we will pass your request to that business.

If you are not satisfied with how we have handled your privacy, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

8. Children

Cofrey is a tool for businesses and is not directed at children. We do not knowingly collect personal information from children.

9. Changes

We may update this policy. The date at the top shows when it last changed. If a change is significant for the businesses that use Cofrey, we will tell them.

10. Contact

For anything about this policy or your information, use the form on our Contact page. We will reply from a working address.