Recording Disclosure

Plain-Language Summary

Copat records calls. If you're calling a business that uses Copat, or if someone using Copat calls you, an audio recording is made for service purposes (AI receptionist features, transcription, summarization). This page explains what is recorded, why, what your rights are, and how to opt out.

1. What Calls Are Recorded?

Copat records the following call types when handled by the Service:

2. Why We Record

Recording supports the following Service features:

• AI receptionist responsiveness: Audio is processed in real-time by AI to generate appropriate responses
• Live transcription: Speech-to-text conversion for transcripts displayed to the owner
• Call summarization: AI-generated post-call summary delivered to the owner
• In-call coaching: AI suggestions to the owner during live calls (Coach feature)
• Multilingual translation: Real-time language translation (Interpreter feature)
• Owner playback: Business owners may review call recordings for quality, training, dispute resolution
• Compliance and dispute resolution: Recordings may be used to address customer complaints, legal disputes, or fraud investigations
• Service improvement: At aggregated/anonymized level, recordings inform AI model performance evaluation (we do not use individual recordings to train external AI models without explicit consent)

3. How You Are Notified

3.1 Inbound Calls

When you call a business that uses Copat, you will hear a recording disclosure announcement at the start of the call, in your preferred language (if known) or English by default. The announcement informs you that the call is being recorded.

By continuing the call after the disclosure, you are providing your consent to be recorded.

3.2 Outbound Calls

When a business using Copat places a call to you, the recording disclosure announcement plays to you before you are connected to the business owner. The announcement includes language similar to:

"This call is being recorded. If you do not consent, please hang up now."

Following the announcement, there is a brief opt-out window (typically 3–5 seconds) during which you can hang up to decline. If you remain on the line after this window, you are providing your consent to be recorded.

3.3 Multilingual Disclosures

Copat supports recording disclosures in:

• English (default)
• Spanish
• Haitian Creole
• French
• Portuguese

The language used for the disclosure is determined by:

1. The caller's prior call history with the account (if a preferred language is on record), OR
2. English by default for new callers

We never use the business owner's preferred language for caller-facing disclosures — disclosures are always caller-centric.

4. Two-Party-Consent Jurisdictions

The following U.S. states require all parties to a call to consent to recording:

California · Connecticut · Delaware · Florida · Illinois · Maryland · Massachusetts · Michigan · Montana · Nevada · New Hampshire · Oregon · Pennsylvania · Vermont · Washington

(Specific statutes vary; for example, Florida is Section 934.03 of the Florida Statutes.)

Copat's recording disclosure announcement is designed to establish notice in these states. By continuing the call after hearing the disclosure, you provide consent to be recorded.

However, the ultimate responsibility for compliance with applicable state and federal call recording laws rests with the account Owner (the business using Copat). Owners are required by Copat's Terms of Service to comply with applicable law in their jurisdiction and in jurisdictions where they communicate with callers and callees.

5. Caller / Callee Rights

If you are a caller or callee whose call has been or may be recorded by Copat:

5.1 Right to Decline Recording

• Inbound calls: After hearing the disclosure, you may hang up. The recording will end at hang-up; portions before hang-up are retained per the business's retention policy.
• Outbound calls: Hang up during the opt-out window before being connected.

5.2 Right to Access Your Recording

If you wish to request a copy of a recording in which you are a participant, contact the business that you called or that called you. They (as the account Owner) control the recording. If they refuse and you have a legal right to the recording, contact [email protected] with relevant details, and we will assist in lawful disclosure.

5.3 Right to Request Deletion

You may request deletion of a specific recording by contacting [email protected] with:

• The date and time of the call
• The phone numbers involved (yours and the business's)
• The reason for deletion

We will review and respond within a reasonable time. Deletion may be limited by ongoing investigations, legal obligations, or the account Owner's retention rights.

5.4 Right to Be Forgotten

If you reside in a jurisdiction with applicable "right to be forgotten" laws (e.g., GDPR for EU residents), you may request comprehensive removal of your data, including recordings, transcripts, and AI-derived data, subject to legal exceptions.

6. Storage and Security

• Recordings are stored on Cloudflare R2 (Cloudflare's S3-compatible object storage)
• Encrypted at rest (server-side encryption)
• Encrypted in transit (TLS)
• Scoped to the specific account that owns the call (no cross-account access)
• Retained per the account's subscription tier (typically 30–90 days)
• Backups retained for a separate, time-limited period

7. Disabling Recording

Account Owners may disable recording in specific circumstances via the Legal Compliance screen in the Copat app:

• Disable recording announcement entirely (for jurisdictions or contexts where lawful basis exists)
• Skip announcement for specific call categories
• Pause recording mid-call (where supported)

Using these options carries legal responsibility — owners must ensure their use complies with applicable law. Copat is not liable for the legal consequences of an Owner's choice to disable or skip notification.

8. What We Don't Do

• We do not record calls without notice (subject to Owner choice as in Section 7)
• We do not share or sell individual recordings to third parties for monetary value
• We do not use individual recordings to train external AI models without explicit consent
• We do not retain recordings beyond the account's retention period (subject to legal hold requirements)

9. For Business Owners

If you are a business or professional using Copat (an account Owner):

• You acknowledge that Copat records calls handled by the Service
• You agree to comply with applicable call recording laws in your jurisdiction and the jurisdictions of your callers/callees
• You acknowledge that disabling recording announcements (Section 7) is at your own risk
• You acknowledge that you remain the controller of the recording data for legal purposes

See the Terms of Service at copat.ai/terms for full owner obligations.

10. Contact

Questions or concerns about recording:

• Privacy email: [email protected]
• General support: [email protected]
• For takedown / deletion requests: [email protected] with "Recording Deletion" in subject

We aim to respond within 7 business days.

11. Related Documents

• Privacy Policy — Full data handling practices
• Terms of Service — Owner obligations and Service terms
• Refund Policy — Billing and refunds
• DMCA Policy — For copyright complaints (placeholder — full policy pending)