Privacy Policy

What Rillo collects, and why

• What you put in. The contacts, companies, notes, follow-ups, quotes, documents and photographs you and your team put into your workspace. This is the product: Rillo holds it so it can show it back to you and do the next thing with it.
• What Rillo writes down for you. When you talk after a call, Rillo writes the record, the follow-up and the draft from what you said. That is the same kind of data as anything you typed.
• Your account. Your email, your name, your workspace and your role in it, so Rillo can sign you in and show each person what their role allows. Billing details go to Stripe, not to Rillo.
• Enough to keep it working. Errors and the fact that a request happened, so a fault can be found. Rillo runs no advertising or tracking product, sells nothing to anyone, and there is no analytics vendor watching you use it.
• A few counts, for the person they belong to. Rillo counts how often a Connect card is opened, and the visits and taps on a shop's own Rillo website. Booking emails carry a small image and links that can count opens and clicks; that counting is switched off.

Your CRM and your shop are private books

• Nothing sold. What is in your CRM or your shop is never sold, to anyone.
• Never used to train outside AI. No AI provider Rillo uses trains on your records. The companies Rillo uses are listed below.

Rillo Connect is published

• What you publish is meant to be seen. Your Connect card, and what you publish through Connect, such as a careers role, is there for people to find. You let Rillo show it, search it and suggest it to people on Connect.
• Being found is your choice. Nobody is shown in Discover who did not choose to be found, and search engines find your card only if you turn that on.
• You choose what your card shows. Your phone and email, one of them, or neither.
• No lists, no outside trackers. Nobody can export a list of the people on Connect, and Connect has no outside ad networks or trackers. Your own Rillodex, the people you met, is yours to download.
• No profiles for people who never joined. Rillo makes no card or profile for anyone who has not joined. Someone you met who is not on Rillo stays an entry in your own Rillodex.

Gmail and Outlook

• A beta, by invitation. Connecting Gmail or Outlook is open to the people Rillo invites while it is in beta. Nothing is read until you connect.
• What Rillo reads. From the moment you connect, Rillo looks at each new email's sender, recipients, subject and date to see whether it is with someone in your book: across your Gmail, or your Outlook inbox and sent mail. An email with nobody in your book is dropped and never kept. Older mail is not brought in, except recent mail with one person when you ask for it on their record.
• What Rillo keeps. For an email with someone in your book: who it was from and to, the subject, the date and a short preview with sensitive numbers taken out. Never the body and never an attachment. The body is fetched from your mailbox when you open the email, and is not stored.
• AI drafting, only when you tap. When you tap Summarize thread or Draft reply, that email's text, with sensitive numbers taken out, goes to Anthropic, the AI model, to write the summary or the draft. Gmail and Outlook text goes to Anthropic only, never to another AI provider, and is never used to train AI.
• Drafts only. You send. Rillo never sends on its own. A reply goes from your own mailbox only after you tap Send.
• Kept under your sign-in. The mail Rillo keeps for you is filed under your own sign-in.
• Disconnect any time. In Settings, under Connections, tap Disconnect. Rillo removes its access (for Gmail it also tells Google to revoke it) and deletes every email it kept. Your mailbox itself is untouched. The workspace's audit trail keeps a line for each email you sent (who, when and to whom, never the words). For Outlook you can also remove Rillo from the apps on your Microsoft account.
• Google's rules. Rillo's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
• One way out for outreach. Email to your customers goes from your own mailbox: from Gmail or Outlook connected here after you tap Send, or from your own mail app when you open a draft there. Mail from Rillo's own notifications address is system mail only: sign-in codes, invites, account notices and booking confirmations.

Recording, and training

• Recording. Recording is off unless you turn it on, and you are responsible for getting consent.
• Your records are not training data. Rillo does not sell your records, does not share them with other customers, and does not use them to train a model.

Who else sees it

The companies we use to run Rillo. We keep this list current. These see data today:

These are built in and not switched on yet. Nothing reaches them until the feature they serve is on:

Rillo's AI runs on Anthropic, and can also use OpenAI, Groq and xAI where they test as well, or as a backup. None of them train on your records. OpenAI is in the list above. The other two:

How long it is kept

• While you use Rillo. Your records stay until you delete them.
• When a plan ends. When a plan ends you can export your data, then we delete it. Ask us and we delete it sooner: email Rillo support from the address that owns the workspace.

Taking your data with you

• Export your CRM workspace. Managers, admins and owners can download it from Settings as one file: the records, notes, follow-ups and settings the app holds for it. Each export is recorded in the workspace's audit trail.
• No one has to ask Rillo for it. There is no request form and no waiting. You do not need a reason and you do not need to be leaving.

Sending, demos, and age

• What sends on its own. Rillo asks before it sends anything it writes for you; messages you switch on, like booking confirmations, send on their own.
• The demos on this site. The walkthrough and the interactive demo use invented people and companies, make no network calls, and reflect no real customer.
• 18 and over. Rillo is for people 18 and over.

Your mobile number and texting

• Never sold, never shared for marketing. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. Your mobile number and your texting consent are never sold, and never shared with third parties or affiliates for their marketing or promotional purposes.
• Used only for the texts you agreed to. A number given with a yes to texts is used only to send the texts that yes covers, from Rillo or from the business you gave it to. Saying no, or leaving the box empty, means no texts.
• The texting terms. Who texts you, what they send, how often, and how to stop are on the SMS terms. Texts start once you agree.

Last updated 15 October 2026. Rillo LLC, Phoenix, Arizona. Legal notices to Rillo legal notices; questions, or a deletion or data request, to Rillo support. See also trust and security and the terms.