This Privacy Policy explains how Copy Roger (“Copy Roger,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with Roger, our AI-powered virtual front desk service, and related websites and applications (collectively, the “Service”).
This Policy covers two different groups of people, because Roger sits between them:
- Customers — the businesses (and their owners, employees, and authorized users) that sign up for and configure the Service; and
- Callers — the people who call, text, or otherwise interact with Roger because they are customers, prospective customers, or contacts of one of our business Customers.
If you are a Caller and have questions about how your information was handled during a call or text, the business you contacted is the right first point of contact — see Section 6 below for more on our respective roles.
1. Information We Collect
1.1 Information About Customers
When a business signs up for the Service, we collect:
- Account information: name, business name, email address, phone number, billing address, and login credentials.
- Payment information: we use a third-party payment processor to process payments; we do not store full payment card numbers on our own systems.
- Business configuration data: services offered, hours, pricing ranges, call scripts, escalation and do-not-answer rules, and similar information Customer provides to configure Roger.
- Connected Google Workspace data: if Customer connects Gmail, Google Drive, or Google Sheets, the email content, documents, or spreadsheet data reasonably necessary to provide the specific connected features Customer enables (see Section 5.2).
- Communications: correspondence between Customer and Copy Roger, including support requests.
- Usage data: how Customer and its Authorized Users interact with our dashboard and product, including log data, device and browser information, and analytics.
1.2 Information About Callers
When someone calls or texts a phone number connected to the Service, we may process, on behalf of our Customer:
- Call and message content: audio recordings (where enabled and disclosed, per Section 3), transcripts, and the content of text message exchanges.
- Caller identifying information: phone number, name, and any other information the Caller provides during the interaction (for example, an address for a service appointment).
- Appointment and interaction records: bookings, reschedules, cancellations, and the resulting customer record built from these interactions.
- Metadata: call time, duration, and outcome (for example, booked, message taken, or escalated).
We collect this Caller information as a service provider/processor for our Customer, not for our own independent marketing purposes. See Section 6.
1.3 Information from Cookies and Similar Technologies
Our marketing website uses cookies and similar technologies for functionality, analytics, and, where applicable, advertising. See Section 10 (Cookies) for details and your choices.
2. How We Use Information
We use the information described above to:
- Provide, operate, and maintain the Service, including answering calls, sending texts, booking appointments, generating customer records, and producing briefs and reports for Customer;
- Where Customer connects Google Workspace (Gmail, Drive, or Sheets) or other Third-Party Systems, power only the specific connected features Customer enables, accessing the minimum data necessary for those features;
- Process payments and manage subscriptions;
- Provide customer support and respond to inquiries;
- Maintain and improve the reliability, quality, and safety of the Service, including monitoring for misuse and debugging;
- Communicate with Customers about their accounts, updates, and, where permitted, product news; and
- Comply with legal obligations and enforce our Terms of Service.
We do not use Customer Data or Caller information to train general-purpose or cross-customer AI models, and we do not sell Customer Data or Caller information to third parties. “Sell” here has the broad meaning given to it under applicable state privacy laws (see Section 9).
3. Call Recording and AI Disclosure
- Roger identifies itself as an automated assistant at the start of every call. It does not claim to be a human being.
- Calls may be recorded, and Callers are notified before the substantive conversation begins where recording is enabled.
- Call recording, transcript retention, and related settings are configurable per Customer account, because consent requirements for recording calls differ by state and country (for example, some jurisdictions require the consent of all parties to a call). Our Customers are responsible for configuring these settings appropriately for the jurisdictions in which they and their Callers are located, and for complying with applicable recording-consent and telemarketing laws.
- A Caller can ask to speak with a live person at any point in the conversation.
4. Text Messages
When you phone a business that uses Roger, you may be asked whether you would like text messages from that business, such as a confirmation, change or cancellation of your appointment. We send these texts only if you say yes. The number of texts depends on your bookings, usually one per booking plus one more if it is moved or cancelled.
Message and data rates may apply. Reply STOP at any time to stop, and HELP for help.
We do not share, sell or rent your mobile phone number or your text-message consent to third parties or affiliates for marketing or promotional purposes. The companies that carry text messages for us handle them only to deliver them on our behalf. Questions: help@copyroger.com.
6. Our Role: Service Provider vs. Business
With respect to Caller information processed to provide the Service, Copy Roger acts as a service provider/processor on behalf of our Customer, who acts as the business/controller. This means:
- Our Customer determines what information Roger collects from Callers, how long it is retained (within the options we offer), and how it is used in their business.
- If you are a Caller and want to know more about how a specific business uses your information, or want to exercise a privacy right regarding a call or text with that business, please contact that business directly. We will assist our Customers in responding to such requests as required by applicable law.
- With respect to information we collect directly from our Customers and their Authorized Users to operate our own business (account, billing, and usage data as described in Section 1.1), Copy Roger acts as the business/controller.
7. Data Retention and Deletion
- Call recordings and transcripts are retained according to the retention window Customer selects for its account, and are deleted automatically on that schedule.
- Customer may also request deletion of Customer Data (including Caller information processed on its behalf) at any time, and Customer Data is deleted upon account cancellation, subject to (a) a brief backup-retention period, and (b) any information we are required to retain for legal, tax, accounting, dispute-resolution, or security purposes.
- Account and billing information is retained for as long as needed to provide the Service and to comply with legal and accounting obligations.
8. Data Security
We use administrative, technical, and physical safeguards designed to protect information, including encryption of data in transit and at rest, access controls, and logging of access to sensitive data (such as recordings and customer contact details) by our support staff. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your Privacy Rights
9.1 U.S. State Privacy Rights
Depending on your state of residence, you may have rights such as the right to know or access the personal information we hold about you, the right to request correction or deletion, the right to data portability, and the right to opt out of “sale” or “sharing” (as those terms are defined under applicable law) or targeted advertising. We do not sell personal information in the conventional sense; to the extent any data-sharing activity (for example, certain advertising cookies) is considered a “sale” or “sharing” under applicable law, you can opt out as described in Section 10. To exercise these rights, contact us at help@copyroger.com. We will verify your request before responding and will not discriminate against you for exercising these rights.
9.2 EU / UK / EEA Privacy Rights
If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have rights under the GDPR/UK GDPR, including the right to access, rectify, or erase your personal data; restrict or object to processing; data portability; and the right to withdraw consent where processing is based on consent. You also have the right to lodge a complaint with your local data protection supervisory authority. Our legal bases for processing include performance of a contract (providing the Service to our Customers), our legitimate interests (such as securing and improving the Service), compliance with legal obligations, and, where applicable, consent.
Where we transfer personal data internationally (for example, from the EEA/UK to the United States), we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses or other lawful transfer mechanisms.
9.3 How to Exercise Rights
Customers and Authorized Users can exercise most rights directly within their account settings or by contacting help@copyroger.com. Callers should generally contact the business they interacted with, as described in Section 6; if you contact us directly, we will forward your request to the relevant Customer and/or assist as required by law.
11. Children's Privacy
The Service is intended for business use and is not directed to children. We do not knowingly collect personal information from children under 16 (or the applicable age of digital consent in your jurisdiction). If you believe a child has provided us with personal information, please contact us at help@copyroger.com so we can delete it.
12. Third-Party Links and Integrations
The Service may link to or integrate with third-party websites, calendars, or systems that Customer chooses to connect. This Policy does not apply to those third-party services, and we encourage you to review their privacy policies.
13. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will provide notice (for example, via email to Customers or a notice on our website) before the changes take effect. The “Last Updated” date at the top of this Policy reflects the most recent revision.
14. Contact Us
If you have questions about this Privacy Policy or our privacy practices, email us at help@copyroger.com.
Copy Roger
help@copyroger.com