Privacy Policy
This privacy policy applies to the CoPhrase platform and service (hereby referred to as "Service") created by CoVariant Labs Pvt Ltd (hereby referred to as "Service Provider"). CoPhrase is a hosted service that runs AI agents which handle sales and support conversations on messaging channels and email on behalf of businesses.
Whose Information This Covers
CoPhrase handles two different kinds of personal information, and the Service Provider's role differs for each:
- Your information — information about you, our customer, and the people on your team who use the Service. The Service Provider is the controller of this information.
- Your customers' information — information about the people who message your business and are handled by your agent. You are the controller of this information; the Service Provider processes it on your behalf and under your instructions.
Information Collection and Use
The Service collects information when you use it. This information may include:
- Your email address and name (for authentication)
- Your organization, team members, roles, and billing details
- Conversation content — the messages exchanged between your customers and your agent across connected channels (such as Instagram, WhatsApp, Messenger, Telegram, Discord, SMS, email, and web chat)
- Contact records — identifiers your customers provide or that a channel exposes, such as names, handles, phone numbers, and email addresses
- Knowledge content — the websites, documents, help centers, and catalogs you connect so your agent can answer from your data
- Channel credentials — access tokens for the accounts you connect, held encrypted so the agent can send and receive on your behalf
- Your Internet Protocol address (e.g. IP address)
- Usage analytics (pages viewed, features used)
- Diagnostic and crash data (to detect, diagnose, and fix errors)
AI Processing
To generate replies, conversation content and relevant knowledge content are sent to AI model providers, which process it to produce a response and return it to the Service. Where you bring your own API key, that content goes to the provider you chose, under your agreement with them. Conversation content is not used to train the Service Provider's own models.
Channel Platforms
Messages travel over the platforms you connect (for example Meta for Instagram, WhatsApp, and Messenger, or Telegram, Discord, and email providers). Their handling of that data is governed by their own terms and privacy policies, not this one.
Analytics
The Service Provider uses Plausible for website analytics, which collects aggregate usage data without cookies and without tracking individuals across sites. The website also loads Google Tag Manager, which manages third-party tags; depending on the tags configured, those may set cookies and share data with Google. The Service Provider also uses error-reporting tools that collect diagnostic and crash reports. Together these help the Service Provider understand how the Service is used, diagnose and fix problems, and improve functionality.
Authentication
When you create an account, the Service collects your email address for authentication purposes. Your email and user ID are stored securely and used solely to identify your account.
Third Party Access
The Service Provider shares information with service providers only as needed to run the Service. These include AI model providers (to generate agent replies), cloud hosting and storage providers, the messaging and email platforms you connect, analytics and error-reporting providers, and payment processors. The Service Provider does not sell your information, and shares it with third parties only in the ways described in this privacy statement or where required by law.
Your Customers' Data
Where the Service processes personal information about your customers, it does so on your behalf and under your instructions, for the purpose of operating your agent. You are responsible for having a lawful basis to collect and process that information and for telling your customers that an AI agent may handle their conversation. On termination, your customers' data is deleted or returned in line with the Data Retention Policy below.
Opt-Out Rights
You can stop all collection of information by the Service by disconnecting your channels, deleting your account, and ceasing use of the Service.
Data Retention Policy
The Service Provider will retain data for as long as you use the Service and for a reasonable time thereafter. If you'd like them to delete data that you have provided via the Service, please contact them at contact@cophrase.ai and they will respond in a reasonable time.
Account and Data Deletion
You can request deletion of your account and associated data at any time by emailing the Service Provider from your registered email address at help@cophrase.ai. For full instructions, see our Data Deletion page.
Children
The Service Provider does not use the Service to knowingly solicit data from or market to children under the age of 13. The Service does not address anyone under the age of 13.
Security
The Service Provider is concerned about safeguarding the confidentiality of your information. The Service Provider provides physical, electronic, and procedural safeguards to protect information the Service Provider processes and maintains. All data is encrypted at rest and in transit, and channel credentials are held in an encrypted vault.
Changes
This Privacy Policy may be updated from time to time for any reason. The Service Provider will notify you of any changes to the Privacy Policy by updating this page with the new Privacy Policy. You are advised to consult this Privacy Policy regularly for any changes, as continued use is deemed approval of all changes.
This privacy policy is effective as of 2026-07-12
Your Consent
By using the Service, you are consenting to the processing of your information as set forth in this Privacy Policy now and as amended by us.
Contact Us
If you have any questions regarding privacy while using the Service, or have questions about the practices, please contact the Service Provider via email at contact@cophrase.ai.