Privacy Policy

1. Introduction

Heilo.io ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

Personal Information

Name and email address (for account creation)
Phone numbers (your business number and customer numbers)
Payment information (processed by Stripe)
Business address and company name

Call Data

Audio recordings of voicemail messages
Transcriptions of voice messages
AI-generated summaries and lead scores
Call metadata (duration, timestamps)

Usage Data

Browser type and version
Pages visited and time spent
Clicks and interactions
Session recordings (for support and UX improvement)

3. How We Use Your Information

To provide and maintain the Service
To process call recordings and generate transcriptions
To use AI for lead scoring and analysis
To process payments and manage subscriptions
To send service-related communications
To improve and personalize the Service
To provide customer support

4. Third-Party Services

We use the following third-party services:

Twilio - For phone call handling and recording
Google Gemini - For AI transcription and analysis
Supabase - For data storage and authentication
Stripe - For payment processing
Sentry - For error tracking and monitoring
PostHog - For analytics and session replay
Crisp - For customer support chat
Vercel - For hosting
Resend - For sending our email, and for recording whether it was delivered or bounced
OpenAI (ChatGPT Ads) - For measuring whether our ads in ChatGPT lead to sign-ups and paid subscriptions, only with your consent (see Cookies below)
Google Ads and Google Analytics - For measuring visits to our website and how our Google ads perform; until you accept cookies, Google's tags run with storage and ad personalisation denied

Links in our invitation emails carry a short identifier so that we can tell whether the invitation was opened at all. It identifies the message, not you, we record only the first time a link is followed, and we do not use tracking pixels: nothing we send tries to detect that you have merely read it.

5. Data Retention

We retain your personal data only for as long as necessary to provide the Service and fulfill the purposes described in this policy. We keep a call recording for 365 days from the call date; after that we delete the audio, and the transcript, summary and tasks remain. You can delete a call earlier: 30 days after you move a call to the trash we erase it together with its recording, transcript and summary, and an entry with the number, the date and your notes remains.

6. Data Security

We implement appropriate security measures to protect your data, including:

Encryption of data in transit (HTTPS/TLS)
Secure authentication mechanisms
Regular security audits
Access controls and monitoring

7. Your Rights (GDPR/RODO)

Under applicable data protection laws, you have the right to:

Access - Request copies of your personal data
Rectification - Request correction of inaccurate data
Erasure - Request deletion of your personal data
Restrict processing - Request limitation on how we use your data
Data portability - Request transfer of your data to another service
Object - Object to processing of your personal data

To exercise these rights, contact us at privacy@heilo.io

8. Cookies

We use essential cookies for authentication and session management. Analytics cookies (PostHog, Google Analytics) help us understand how you use the Service, and advertising cookies and similar browser storage (Google Ads, OpenAI Ads) show us whether our ads work. The cookie banner asks for your consent to both; you can also control cookies through your browser settings.

Advertising measurement (OpenAI). If you accept cookies and an ad in ChatGPT brought you here, we keep that ad's click identifier in your browser for 30 days; after that it is deleted the next time you open our website. When you create an account or start your first paid subscription, our server tells OpenAI that this happened, together with that click identifier while it is no older than 30 days and, for a subscription, the plan and the amount of that first payment before VAT. We do not load OpenAI's measurement pixel on our pages. We never send OpenAI your name, email address, phone number, or anything from your calls, contacts or documents. Without your consent none of this happens.

You can change your answer at any time with the "Cookie settings" button in the footer of our website and of the app, or right here: . Withdrawing consent removes the advertising identifiers from your browser at once, and from our records together with any measurement not yet sent: immediately when you are signed in, otherwise the next time you sign in to the app.

9. Children's Privacy

Our Service is not intended for use by children under the age of 16. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:

Email: privacy@heilo.io