Legal
Privacy Policy
Effective date: March 7, 2026 · Last updated: September 25, 2026
1. Who We Are
CortexaOS (“we,” “us,” or “our”) operates the CortexaOS platform at cortexaos.ai and any related subdomains. We provide an AI-powered business ecosystem for small and mid-size businesses. Questions about this policy can be directed to privacy@cortexaos.ai.
2. Information We Collect
Account information: When you sign up, we collect your name, email address, and password (hashed — we never store plaintext passwords).
Business context (Company Brain): Information you voluntarily provide about your business — goals, customers, products, challenges — to power AI recommendations. This data is yours and is used solely to improve your experience within the platform.
Usage data: We collect information about how you interact with the platform — pages visited, features used, session duration — to improve the product.
AI conversation data: Content of your conversations with AI specialists is processed to generate responses and is stored to provide conversation history. We do not use your conversation data to train AI models without your explicit consent.
Phone calls: If a business uses our AI receptionist, we process calls made to that business's phone number. For each call we keep the caller's phone number, a written record of what was said, any voicemail the caller left, and a short summary that notes the caller's apparent tone and what they were asking about. Callers are told at the start of every call that they are speaking to an AI assistant and that the call is recorded.
Voiceprints: We do not create or store voiceprints, and we do not identify callers by their voice. Speech is turned into words and nothing measures the voice itself.
Contact details we look up: If a business uses our lead research tools, we find business contact details — work email addresses and phone numbers — from public web pages and from three specialist services (Hunter, Dropcontact and Findymail), plus Google Places and Common Crawl's public index of web pages.
Payment information: Billing is processed by Stripe. We do not store full credit card numbers. We receive a token and last-four-digit reference from Stripe.
3. If You Called a Business That Uses Us
You may be here because you rang a business and spoke to its AI receptionist, or because a business found your work contact details through our tools. You are not our customer and you never agreed to anything with us, so this section is for you.
The business you contacted decides what happens to that information — we process it on their behalf. You can ask us to delete it directly, though, and we will: email privacy@cortexaos.ai with the phone number you called from or the email address you want removed. You do not need an account, and we will not ask you to create one.
We will also tell you what we hold about you, and correct it if it is wrong. These rights apply wherever you live, not only in the states whose laws require them.
4. How We Use Your Information
- To provide, maintain, and improve the CortexaOS platform
- To personalize AI recommendations based on your business context
- To answer calls to a business's phone number on its behalf, take messages, and book appointments
- To process payments and manage your subscription
- To send transactional emails (account confirmations, billing receipts, security notices)
- To send product updates and feature announcements (you may opt out at any time)
- To detect and prevent fraud, abuse, and security incidents
- To comply with legal obligations
5. Data Sharing
We do not sell your personal data. We share data only with:
- Anthropic — to process AI requests via the Claude API. Anthropic's data handling is governed by their API usage policies.
- Stripe — to process payments. Subject to Stripe's Privacy Policy.
- Neon / PostgreSQL — our database provider. Data is encrypted at rest and in transit.
- Upstash Redis — for rate limiting and session caching.
- Vercel — our hosting provider.
- Twilio — carries phone calls and text messages, and stores voicemail recordings.
- Deepgram — turns what a caller says into words, as the call happens.
- Cartesia — produces the AI receptionist's voice.
- Fly.io — runs the service that handles live calls.
- Resend — delivers email we send on a business's behalf.
- Hunter, Dropcontact and Findymail — find business contact details for our lead research tools.
- Law enforcement or regulators — only when required by law or to protect rights and safety.
6. Data Retention
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 by contacting privacy@cortexaos.ai. We will process deletion requests within 30 days.
Phone calls. The word-for-word record of a call, and any voicemail, is deleted after 90 days by default. A business can shorten that to 30 days or extend it up to three years, and whatever it chooses is shown on its own settings page. A short summary — who rang, what they wanted, what was agreed — is kept for as long as the account is open, so the business can still look back at a job months later.
Anyone can ask us to delete a specific call sooner, caller or business, and we will — that request overrides whatever window the business has set.
7. Security
We use industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, HTTP-only secure cookies for session management, and regular security audits. We are working toward SOC 2 Type II certification. No system is completely secure — if you discover a security issue, please report it to security@cortexaos.ai.
8. Your Rights
Depending on your location, you may have rights to access, correct, delete, or export your personal data, and to object to or restrict certain processing. To exercise any of these rights, contact privacy@cortexaos.ai.
10. Changes to This Policy
We may update this policy from time to time. We will notify you of material changes via email or an in-app notice at least 14 days before they take effect. Continued use of the platform after changes constitutes acceptance.
11. Contact
Questions about this privacy policy? Contact us at privacy@cortexaos.ai or write to us at: CortexaOS, Inc., Attention: Privacy, hello@cortexaos.ai.