Privacy Policy
Copat Tech LLC ("Copat", "we", "us", "our") operates the Copat AI virtual receptionist service and the copat.ai website (collectively, the "Service"). This policy explains what information we collect, how we use it, and the choices you have. By using the Service, you agree to the practices described here.
1. Information we collect
Account information
When you create a Copat account, we collect your name, business name, email address, phone number, business address, and payment information. Payment data is processed by our payment provider; we don't store full card numbers on our servers.
Call, message, and meeting content
To provide the Service, we process the content of communications routed through Copat — including phone calls (audio recordings and transcripts), SMS and WhatsApp messages, emails, and AI-generated summaries. Recording happens only with applicable legal consent, including the recording announcement Copat plays at the start of inbound calls in two-party-consent jurisdictions.
Contact information from your communications
Information about people who contact your business through Copat — names, phone numbers, email addresses, and the content of their messages — is processed and stored as part of your account's history so you can review and act on it.
Usage and technical data
We collect operational data needed to run the Service, including device identifiers, IP addresses, app usage logs, error reports, and performance metrics.
2. How we use information
We use the information we collect to:
- Provide the AI receptionist service — answering calls, screening messages, generating summaries, scheduling appointments, and creating tasks.
- Improve Copat's quality, reliability, and language understanding — including reviewing aggregated patterns and, with consent where required, specific samples.
- Process payments and manage your account.
- Communicate with you about your account, service updates, and product changes.
- Detect and prevent fraud, abuse, and security incidents.
- Comply with legal obligations.
3. How we share information
Copat does not sell your personal data. We share information only with:
Service providers ("sub-processors")
To deliver the Service, Copat uses specialized AI and infrastructure providers, including:
- OpenAI and Anthropic — for AI conversation and summarization.
- Deepgram — for speech-to-text transcription.
- ElevenLabs — for text-to-speech voice generation.
- VoIP.ms — for telephony delivery.
- Stripe — for payment processing.
- Google Firebase — for push notifications.
- Linode — for cloud hosting.
Each provider only receives the data needed to perform its function and is contractually required to handle it securely.
Legal compliance
We may disclose information if required by law, valid legal process, or to protect the rights, safety, or property of Copat, our users, or the public.
Business transfers
If Copat is involved in a merger, acquisition, or asset sale, your information may be transferred. We'll notify you before your information becomes subject to a different privacy policy.
4. Data retention
We retain call recordings, transcripts, messages, and account history for as long as your account is active. After account closure, we delete or de-identify personal data within a reasonable timeframe, except where retention is required by law (e.g., billing records, tax compliance).
5. Your rights and choices
You can access, update, or delete most account information directly in the Copat app. For additional requests — including data export, deletion of specific recordings, or other rights granted by applicable law (such as California's CCPA or the EU's GDPR if applicable to your use) — email hello@copat.ai and we'll respond within a reasonable timeframe.
6. Security
Copat uses industry-standard security practices to protect your data, including encryption in transit (TLS), access controls, and regular security review. No system is perfectly secure; we work continuously to improve protections.
7. Children's privacy
Copat is intended for use by businesses and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact hello@copat.ai and we will delete it.
8. International users
Copat is operated from the United States. By using the Service, you understand that your information will be processed in the U.S., which may have different data protection laws than your country.
9. Changes to this policy
We may update this policy as the Service evolves. Material changes will be notified to you by email or in-app notice before they take effect. The "Last updated" date at the top reflects the current version.
10. Contact us
Questions, concerns, or requests related to this policy or your data:
Copat Tech LLC
Port St. Lucie, Florida, USA
Email: hello@copat.ai
Phone: +1 (772) 242-7577