Who we are
Clodia ("Clodia", "we", "us") provides an AI voice receptionist and operations desk for businesses, through the website clodiahq.com and the Clodia service. This policy explains how we handle personal data when you visit our website, contact us, try the live demo, use a Clodia account, or speak to Clodia on behalf of one of our business customers.
We write this policy for both the United Kingdom and the United Arab Emirates. For UK residents it reflects the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For UAE residents it reflects Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL). Where local law gives you stronger rights, those rights apply.
Contact our privacy team at privacy@clodiahq.com.
Our role: controller or processor
- When you visit our website, fill in a form, try the live demo or hold a Clodia account, Clodia decides how and why your data is used. We are the controller.
- When you call a business that uses Clodia, that business decides how your data is used. The business is the controller and Clodia is its processor, acting only on its documented instructions under our data protection terms. Please contact that business first about your call. We will help them respond.
What we collect
Website visitors
- Technical data your browser sends when it loads a page, such as IP address, browser type and the pages requested. Our hosting provider keeps this in server logs to run and protect the site.
- We do not use advertising or analytics cookies on clodiahq.com. See our cookie policy.
Demo requests and the waiting list
- Your name, work email, business name and any message you choose to send.
- A hashed form of your IP address, used only to limit abuse. We do not store the raw address for this purpose.
The live voice demo
- Your voice while the call is live, which is streamed to our AI provider so Clodia can listen and reply.
- A written transcript of the conversation, the time and length of the call, and a summary created from it.
- The demo is a fictional scenario. Please use fictional details and do not share sensitive personal information.
Clodia account holders
- Your name, work email, business name and a securely hashed password.
- The business information you add to your playbook, such as opening hours, services, contacts and rules.
- Records of your activity in the workspace, such as approvals and changes.
Callers to a Clodia business line
On behalf of our business customers, Clodia may process a caller's phone number, name, the content of the call, a transcript and summary, the reason for calling, and details the caller gives to resolve a request, such as a flat number or a booking reference.
Why we use it and our legal bases
| Purpose | Data | UK GDPR basis |
|---|---|---|
| Run and secure the website | Technical data | Legitimate interests in operating a secure website |
| Reply to demo requests and manage the waiting list | Form details | Legitimate interests in responding to business enquiries; consent where required for marketing |
| Provide the live demo | Voice, transcript, call details | Your request to start the call; legitimate interests in improving the demo |
| Provide the Clodia service to customers | Account and workspace data | Performance of our contract |
| Prevent abuse and fraud | Hashed IP, rate-limit counters | Legitimate interests in protecting the service |
| Meet legal and accounting duties | Invoices, records | Legal obligation |
Under the UAE PDPL we process your data with your consent, where it is needed to perform a contract with you, or where another lawful ground under the PDPL applies. You can withdraw consent at any time; this does not affect processing that already took place.
We do not sell personal data. We do not use your call audio, transcripts or workspace data to train third-party AI models. Our AI provider processes demo and customer calls under business terms that exclude training on that data by default.
Automated processing
Clodia uses AI models to understand callers, answer questions and prepare next steps. Decisions with a significant effect, such as spending money or dispatching a contractor, go through the business's own approval rules and are reviewed by people. Clodia does not make legally significant decisions about individuals by automated means alone. Read more in our AI transparency statement.
Who we share it with
- Service providers who host and run Clodia for us, listed on our subprocessors page, including our AI provider, telephony provider, email provider and hosting providers.
- The business you called, if you spoke to Clodia on a customer's line.
- Professional advisers and authorities, where required by law or to protect our rights.
- A buyer or successor, if our business is reorganised or sold, under equivalent protection.
International transfers
Some of our providers are based in, or access data from, the United States and other countries. When personal data leaves the UK we rely on UK adequacy regulations or the International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses. When personal data leaves the UAE we rely on the transfer conditions in the PDPL, including adequate protection in the destination country or contractual safeguards.
How long we keep it
| Data | Retention |
|---|---|
| Demo requests and waiting-list entries | Up to 24 months after our last contact, unless you ask us to delete them sooner |
| Live demo transcripts and call details | Up to 90 days |
| Customer workspace and caller data | For the life of the customer's contract, then deleted within 90 days unless the customer instructs otherwise |
| Account and billing records | For the contract, then up to 6 years to meet legal and tax duties |
| Security logs and rate-limit counters | Up to 30 days, counters expire automatically |
Your rights
Depending on where you live, you can ask to access your data, correct it, delete it, restrict or object to its use, receive it in a portable format, and withdraw consent. To use these rights, email privacy@clodiahq.com. We reply within one month, or within the period local law sets. If your request concerns a call to one of our customers, we will pass it to that business and support its reply.
If you are unhappy with how we handle your data, please contact us first. You can also complain to the UK Information Commissioner's Office (ico.org.uk) or, in the UAE, to the UAE Data Office.
Security
We protect personal data with encryption in transit, strict separation between customer workspaces, access limited to people who need it, secrets kept on the server and never sent to browsers, and abuse limits on public endpoints. See our data protection terms for detail.
Children
Clodia is a business service and our website is not directed at children. We do not knowingly collect data from anyone under 18 through the website or the demo.
Changes
We will update this policy as the service changes and show the date above. If a change materially affects how we use your data, we will tell account holders in advance.