Privacy Policy

1. Introduction

ClioIQ ("we", "our", or "us") is a product of CognixAI Hub. This Privacy Policy explains how we collect, use, and safeguard information when you or your organization use ClioIQ — including the calls, transcripts, and CRM data the platform captures.

2. Information We Collect

• Account information: Name, work email, company name, and phone number provided when you request a demo, start a trial, or sign up.
• Call recordings & transcripts: Audio recordings, transcripts, summaries, and derived data (risk scores, sentiment, coaching metrics) from meetings captured through the AI Notetaker or built-in video calling.
• Business phone calls: If your organization uses ClioIQ phone call capture, for each call to or from its ClioIQ business number: the caller's phone number, the time and duration of the call, which of your team members answered or placed it, and for answered calls the voice recording, its transcript, and the AI summary and scores derived from it.
• CRM & deal data: Leads, contacts, accounts, deals, and related fields you enter directly or that ClioIQ extracts from a call and files automatically.
• Integration data: Credentials and configuration details for connected services (Salesforce, HubSpot, Zoho, Zoom, Google Calendar, Outlook & Teams), stored encrypted at rest.
• Usage data: Interactions with the platform, feature usage, and login activity.
• Communications: Messages sent to us via email, the demo request form, or support channels.

3. How We Use Your Information

• To provide the core product: capturing calls, generating transcripts and summaries, scoring deal risk, and filing data to your CRM.
• To match a phone caller to an existing lead or contact in your workspace, and, where your organization has not seen the number before and the conversation lasted long enough, to create a new lead from the caller's number.
• To power Clio AI's answers, always cited back to the specific call they came from.
• To communicate with you about your account, service updates, and support requests.
• To monitor system performance and diagnose technical issues.
• To comply with legal and regulatory obligations, including record-keeping requirements applicable to your industry.

4. Call Recording & Consent

ClioIQ opens every call with a disclosed recording notice before capture starts — consent is never assumed. On business phone calls made to a number ClioIQ provides, every caller first hears “Thank you for calling. This call will be recorded and transcribed to help us serve you better.” That notice is played by ClioIQ before the call reaches anyone, and recording starts only when a team member answers — the notice and the ringing are not recorded. On calls your team places from ClioIQ, “This call is being recorded and transcribed” is read to both sides as soon as the other person answers. Your organization is responsible for ensuring recording is lawful in the jurisdictions where your calls take place and for obtaining any additional consent required by applicable law beyond the in-call disclosure ClioIQ provides. We do not use your call content, transcripts, or calendar data to develop, improve, or train generalised artificial intelligence or machine learning models, and we do not share it with any third party for that purpose.

5. Business Phone Calls

ClioIQ phone call capture is available only to organizations for which ClioIQ has enabled it. Such an organization is given a business phone number by ClioIQ, provided through our telephony provider, Plivo. Calls to that number ring the mobile phones of the organization's team members who have verified them; calls they place from ClioIQ are connected from the same number.

For each call, ClioIQ receives the call details and, for answered calls, the recording. We transcribe and analyse the recording to produce the call's transcript, summary, action items and scores, and file the call against the matching lead or contact in the organization's workspace. If the number is not recognised, ClioIQ may create a new lead from it. Recordings are copied from Plivo to our own storage and then deleted from Plivo's.

Who is responsible for call data. For the content of calls, the business that uses ClioIQ decides why and how it is processed, and ClioIQ acts as that business's data processor, on its instructions and under a written agreement with it. For its own purposes, such as securing and billing the service, preventing abuse, and the account details of the business's team members, ClioIQ is responsible itself. Callers hear a short recording notice; this policy describes what we do with call data, and the business is responsible for its own notice to the people who call it.

If you called a business that uses ClioIQ and want to access, correct or delete information about your call, please contact that business. If you contact us instead, tell us which number you called and we will pass your request on to the business.

Follow-up calls and messages. A lead created from a phone call is the business's own record. Any call or message the business later sends to that person is the business's responsibility, including compliance with the Telecom Commercial Communications Customer Preference Regulations (TCCCPR) and the Do Not Disturb registry.

6. Data Security

Call recordings, transcripts, and CRM data are encrypted at rest and in transit. Access is restricted to authorized personnel. We do not sell your data or share it with third parties for marketing purposes.

7. Third-Party Integrations

When you connect Salesforce, HubSpot, Zoho, Zoom, Google Calendar, or Outlook & Teams, data flows between those services and ClioIQ solely to run the features you've enabled — syncing CRM records, joining calls, or reading calendar events. We do not retain this data beyond what's needed for that purpose.

8. Google User Data

ClioIQ offers two optional Google integrations — calendar and mailbox. Each is connected separately, by you, and each can be disconnected independently. Scheduling meetings and sending email are additional permissions, requested separately again and only at the point you first use those features. If you only use ClioIQ to capture meetings and email, you are never asked for them.

Google Calendar — reading. When you connect Google Calendar, ClioIQ reads your events using the calendar.events.readonly scope. We use this data only to display your upcoming meetings inside ClioIQ, prepare briefing material from records already stored in your own workspace, and detect video-conference links so you can choose to have the AI Notetaker join and transcribe a meeting.

Attendee email addresses from calendar events are never stored — at sync time they are reduced to a single indicator of whether a meeting has an external participant. Event descriptions and locations are scanned for a conference link and then discarded.

Google Calendar — scheduling. If you schedule a meeting from within ClioIQ, we ask separately for the calendar.events scope. We use it to create that meeting on your primary calendar with a video conference attached, and to remove it again if the meeting is cancelled. We only create or delete events that ClioIQ itself scheduled — we never modify events you created elsewhere. Provider-side invitation emails are suppressed so that attendees receive one invitation from ClioIQ, carrying the join link and a calendar attachment, rather than two competing invitations for the same meeting.

Gmail — capture. When you connect a Gmail mailbox, ClioIQ reads messages using the gmail.readonly scope in order to capture your customer conversations. We do not ingest your mailbox. The sync fetches message metadata for a bounded window — 30 days of history by default — matches every sender and recipient address against the contacts and leads in your own organization, and only then fetches and stores the message body and any attachments. A message that does not involve a known contact or lead is dropped: no record, no snippet, no search index entry. Your personal mail is never stored.

Captured threads are indexed so Clio AI can answer questions about a customer's history, and the date of the most recent reply feeds deal-risk scoring.

Gmail — sending. If you choose to reply to a customer from within ClioIQ, we ask separately for the gmail.send scope, so the message goes out from your own address and the customer's reply comes back to you. We only send messages you have reviewed and clicked Send on. No automated or background process sends mail on your behalf. This scope permits sending only — it grants no ability to read, modify, label, or delete mail.

ClioIQ's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We do not use Google user data to develop, improve, or train generalised artificial intelligence or machine learning models. We do not sell Google user data, transfer it for advertising, or use it for any purpose other than providing the features described above.

You can disconnect either integration at any time from Settings, and you can withdraw the scheduling and sending permissions without disconnecting. Disconnecting your calendar immediately and permanently deletes all synced calendar events and the stored authorization credentials for that connection; where you chose to record a meeting, the event title remains part of that meeting's record in your workspace and is deleted when you delete the meeting. Disconnecting a mailbox immediately and permanently deletes the captured threads, messages and attachments for that connection, along with its stored authorization credentials. Meetings ClioIQ created on your calendar are not deleted when you disconnect — they remain yours, on your calendar, and you can remove them there.

9. AI Processing & Service Providers

For meetings you choose to record, ClioIQ sends the meeting transcript, together with the calendar event title and start time, to Google's Gemini API to generate your meeting summary, action items, and coaching feedback. This is per-user processing carried out to deliver the product to you. Under Google's paid-tier terms, data submitted through the Gemini API is not used to train or improve Google's models.

Recordings of business phone calls are transcribed by Deepgram, and the transcript is sent to Google's Gemini API to produce the call's summary and scores, in the same way as for meetings. Our requests to Deepgram opt out of its model-improvement programme.

Transcripts of meetings and phone calls are converted into numerical embeddings by Jina AI so that Clio AI can search them. Transcript text is sent to that provider for this purpose only, and is not used to train its models.

Captured email threads that matched a contact or lead are converted into numerical embeddings by Jina AI for the same purpose. Message content is sent to that provider for this purpose only, and is not used to train its models. Calendar data is not embedded.

The AI Notetaker runs on ClioIQ's own infrastructure. Meeting audio it captures is not sent to a third-party meeting-bot service.

We use the following service providers to operate the platform. Each processes data only on our instructions, and only for the purpose listed:

• Google (Gemini API) — AI meeting intelligence
• Google Cloud Platform — hosting and file storage, including recordings
• Neon — database hosting
• Jina AI — text embeddings for semantic search
• Deepgram — speech-to-text transcription
• LiveKit — real-time calls and recording
• Plivo — business phone numbers, call routing and call recording, only for organizations using phone call capture
• Brevo — transactional email, including meeting invitations and follow-ups
• Razorpay — payment processing
• Sentry — error monitoring

Where your data is stored. ClioIQ's application, file storage (including recordings and transcripts) and database are hosted in the United States, in Google Cloud's us-central1 region and on Neon. Our service providers that transcribe, analyse and index content, such as Deepgram, Google (Gemini) and Jina AI, also process data outside India. This means data about calls made in India, including recordings, is transferred to, stored in and processed in the United States and other countries. We do not currently offer storage in India or any other region.

Indian law currently allows this transfer. Organizations in regulated sectors, such as banking, insurance and securities, may be bound by their regulator's rules on where customer data may be kept. Such an organization is responsible for checking that it may use ClioIQ's phone call capture before it does.

10. Data Retention & Deletion

Call recordings and transcripts are retained for as long as your account is active. Your organization's administrator can set a retention period for recordings, and a separate one for the log of business phone calls; once it passes, those are deleted automatically. Archived CRM records are permanently purged 15 days after archival.

What happens when you disconnect depends on the integration. Disconnecting your calendar or mailbox immediately deletes the data synced through it, as described in section 8. Disconnecting a CRM stops syncing and deletes its stored credentials; the records already in your ClioIQ workspace stay there. Business phone calls are different: calls already captured are kept after phone call capture is switched off, until your organization deletes them, its retention period for them ends, or your account is closed. Your team can delete individual calls, and your organization's administrator can delete every captured call, at any time from within ClioIQ; deleting a call removes its recording, transcript and AI notes. The raw call details we receive from Plivo are deleted after 30 days.

You may request deletion of your organization's data at any time, and we will action the request within 30 days. When a contact is permanently deleted, the phone calls filed against them are deleted with them, and their number is removed from any other calls in your workspace. Some records are kept where the law requires it — for example, invoices, which Indian tax law requires us to keep.

11. Your Rights

You have the right to access, correct, or request deletion of your personal data. To exercise these rights or for privacy-related questions, contact us at support@clioiq.com. If your information reached ClioIQ through a business that uses it — for example, because you called that business — see section 5.

12. Grievance Officer

If you have a complaint about how ClioIQ handles your personal data, you can contact our Grievance Officer:

Name: Nishant Ranjan
Email: nishant@cognixaihub.com
Address: CognixAI Hub, 2303, Tower 5, MHT, Tellapur, Hyderabad 502032

We will acknowledge your complaint within 7 days and resolve it within 30 days of receiving it. If your complaint is about how a business that uses ClioIQ handles your call, we will pass it to that business, which handles it under its own process. Once the Data Protection Board of India begins accepting complaints, you may approach it after you have used this process.

13. Children

ClioIQ is built for business calls and is not directed at children. The business that uses ClioIQ decides who may call its line, and is responsible for the law on children's data, which in India covers anyone under 18. Phone call capture is not intended for lines directed at children. If a call from a child was recorded, tell the business or us and we will help delete the recording, transcript and notes.

14. Security Incidents

If we become aware of a personal data breach affecting your organization's data, we will notify your organization without undue delay, with the information it needs to meet its own obligations, and we will report the incident to the authorities where the law requires us to.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated date. Continued use of ClioIQ after changes take effect constitutes acceptance of the revised policy.