# Privacy

> What Cleo keeps about you and your clients, who sees it, and how you leave.

**About you.** Your name, phone number and email, your time zone, the city you work in (guessed from your connection when you sign up, and yours to change in Settings), your working hours, your settings, and every text and email between you and Cleo.

**Your clients.** Everyone you bring in from your CRM, your address book, a sheet or a file, with what that source holds about them: names, email addresses, phone numbers, home addresses, stages, tags and deals. Every fact you tell Cleo about them, and the facts she takes from the sources below. The drafts she writes and the notes she adds to your CRM.

**Your mailbox.** Cleo reads mail between you and the people on your list, going back twelve months when you connect. For a real message she keeps who, when, the subject line and the message itself, not the quoted chain underneath it. For a newsletter, a bounce or an out-of-office reply she keeps who, when and the subject line, and not the words. A bounce matters most: it stops her drafting to an address that no longer works.

**Mail from anyone else.** Cleo doesn’t keep mail from people who aren’t on your list, with five exceptions. An email that names one of your people is read once, so she can file it with the right client or ask you which one; its words are kept until that read, 30 days at most, and its sender and subject line stay. A signing service’s notice that a document was completed, declined or voided: the subject line. An MLS listing alert: each listing’s address, price, rooms, type, MLS number, brokerage and link. And when you ask Cleo to find an email, she reads the five closest matches to answer you and keeps none of them. And an email you forward to Cleo is read once, and up to 25 facts from it are kept.

**Your calendar.** A meeting’s title and time, and which of your people were on it. Not its description or location. For a meeting with nobody from your list on it, the other guests’ email addresses, so Cleo can work out who it was with. On Google, Cleo can add, move, change or cancel an event for you, and she never invites anyone to it. On Outlook she does the same only for an event with nobody else on it, because Outlook emails every guest the moment an event changes.

**Meetings and bookings.** From a meeting recorder (Fireflies or Zoom), the summary of a call with someone on your list, never the transcript. For a call with nobody from your list on it, the summary is read once to work out who it was with, and kept until then, 30 days at most. From a booking app (Calendly), who booked, when, and the answers they typed in.

**Sheets, files and tasks.** A CSV or Excel file you upload, text or email to Cleo is kept whole, every row, so Cleo can read it again. From a Google Sheet, Airtable or Notion, she files what the rows hold (people, deals, listings, to-dos) and keeps no copy of the sheet itself. From Asana, Trello or ClickUp she reads your tasks when she needs them and keeps only a task’s name and due date.

**Documents.** When a PDF comes to you from someone on your list, or you send or forward Cleo one, or ask her about a file in an app you connected, the file goes to the AI company doing the reading each time Cleo looks at it: its first pages for a quick look, the whole file for a full read. We don’t keep the file. We keep its name, where it came from, whose it is, and the facts worth keeping from it.

**Drafting.** When Cleo drafts a reply, she reads the last three messages of that thread at that moment and doesn’t store them.

**Voice notes and photos.** A voice note goes to OpenAI to be turned into text, and Cleo keeps the text, not the recording. A photo goes to the AI company doing the reading, and Cleo keeps what she read off it.

**Your listings.** When you send Cleo a listing or name the page of your website that shows them: the address, price, rooms, type of home, status and link. When she looks at your website, she never opens a listing that may be another brokerage’s, and she opens no listing site at all.

**Passwords and card numbers.** Code cuts a card number, a SIN or SSN, and a password written after a word like “password” out of a text, an email, a voice note’s text and a CRM note before anything is saved or read by an AI. It can’t cut inside a photo, a PDF or a voice recording before the AI reads it, or inside a subject line, so the safest thing is never to send one.

**Who sees it.** You, on your account. Every fact Cleo believes is on your Memory page in plain words, and so is every real email she keeps. You can correct a fact there, or have her forget a fact or an email. Forgotten means she stops using it: it leaves your morning ranking, that client’s file and her search together, and the record itself goes when you leave. Our team sees a message and Cleo’s answer when something breaks, and the last 20 messages of your thread when you send us a bug report. We keep a record of what each AI call was sent and what it answered, so we can check and fix her work. Cleo texts and emails you and nobody else. She never messages your clients on her own: an email goes from your mailbox only when you say so, after you have seen it.

**Who handles it for us.** Anthropic and Google run the AI. OpenAI turns voice notes into text and indexes saved facts and mail for search. Parallel runs web searches. Sendblue carries the texts and Resend the email. Composio connects Cleo to your Google or Microsoft account and most of your apps, so your mail passes through it. Clerk handles sign-in and billing, and holds your card; we never see it. Supabase holds the database in Montreal, Fly runs Cleo’s work in Toronto, and Vercel runs the website in Montreal.

**Where it is stored.** Everything Cleo keeps about you and your clients is stored in Canada, in Montreal. The AI that reads it runs in the United States, at the companies named above.

**Visits and taps.** Google Analytics and Google Ads see which pages of this site and the app you open, where you came from (an ad, a search, a link), and which buttons you tap, like Connect or Save. They set cookies in your browser only after you tap Accept on the cookie notice at the foot of the page; until then, and after Decline, Google gets a visit with no cookie and can’t tell one visit of yours from the next. They get a code made for your account, never your name, phone number or email. Our servers also tell Google Analytics that a text or an email went between you and Cleo, by kind only. Neither ever sees what anyone wrote, or anything about a client.

**Training.** Nothing you or your clients write is used to train an AI model. Anthropic, Google and OpenAI get it under their business terms, which exclude training on what we send.

**The open web.** Cleo can look something up on public pages for you: a school catchment, a builder, what a street is selling for. What goes out is the words she is searching, the city you work in, and how you described your market to her. She looks up places, businesses and projects, never a person on your list. Most searches go to Parallel, which keeps what we send under its own standard terms, not the training exclusion above. A bigger question she answers by email is searched by the AI company running her. When she opens a page, the AI company running her reads it.

**Leaving.** Your data stays until you ask for it to be removed. Ask, and you get an export of everything, then a person deletes it. A voice note or a photo is kept as what was read off it and a link to the file, and that link stops working after about 30 days. Cancelling deletes nothing, and disconnecting an app stops new reads and keeps what was already brought in.

Questions: support@cleo.today. Cleo is made by Silent Plans Ltd., Ottawa, Canada.