Privacy Policy

We collect information you provide directly to us, including when you create an account, configure AI personas, upload knowledge base documents, or contact us for support.

Account data: name, email address, company name, job title, and password.

Usage data: how you interact with the CommOS platform, including features used, sequences created, messages sent, and pipeline activity.

AI training content: documents, URLs, FAQs, and other content you upload to train your AI personas. This content is stored securely, isolated per account, and is never used to train third-party models.

Communications data: emails, WhatsApp messages, LinkedIn messages, and call recordings generated through the platform on your behalf.

Technical data: IP address, browser type, device identifiers, and cookies used for session management and analytics.

We use your information to provide, maintain, and improve CommOS:

• Delivering the CommOS platform and AI services you have subscribed to
• Processing transactions and sending related billing information
• Sending operational notifications (security alerts, product updates, service changes)
• Responding to support requests and providing customer success services
• Analysing usage patterns to improve product features and reliability
• Complying with legal obligations

We do not sell your personal data to third parties. We do not use your AI training content or prospect data to train generalised AI models.

We may share your information in the following limited circumstances:

Service providers: We work with trusted third-party infrastructure providers (hosting, email delivery, telephony) who process data only on our behalf and under strict data processing agreements.

Integrations: If you connect CommOS to a CRM, LinkedIn, WhatsApp Business, or email provider, data flows to those services in accordance with your configuration and their own privacy policies.

Legal requirements: We may disclose information if required by law, regulation, court order, or governmental authority.

Business transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, customer data may be transferred as part of that transaction.

We never share your prospect data or AI training content for advertising purposes.

We retain your data for as long as your account is active or as needed to provide services. You may request deletion of your account and associated data at any time.

Upon account termination:

• Account and configuration data is deleted within 30 days
• AI persona training content and conversation logs are deleted within 30 days
• Billing records are retained for 7 years as required by financial regulations
• Anonymised, aggregated analytics data may be retained indefinitely

Depending on your location, you may have the following rights regarding your personal data:

• Access: request a copy of personal data we hold about you
• Correction: request correction of inaccurate or incomplete data
• Deletion: request deletion of your personal data (right to erasure)
• Portability: receive your data in a machine-readable format
• Restriction: request restriction of processing in certain circumstances
• Objection: object to processing based on legitimate interests

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

We use industry-standard security measures to protect your data, including AES-256 encryption at rest, TLS 1.3 in transit, role-based access control, and SOC-2 Type II compliance.

While we implement strong safeguards, no system is completely impenetrable. We encourage you to use a strong password, enable multi-factor authentication, and notify us immediately if you suspect any unauthorised access to your account.

CommOS uses cookies and similar tracking technologies for authentication, session management, and product analytics. These are first-party cookies; we do not use third-party advertising cookies.

You can control cookies through your browser settings. Disabling cookies may affect certain platform functionality, including the ability to remain logged in.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notice at least 30 days before the changes take effect. Your continued use of CommOS after the effective date constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or our data practices, please contact us at:

CommOS Privacy Team
Email: [email protected]

We aim to respond to all privacy-related inquiries within 5 business days.