← borodesk.com

Privacy Policy

Effective July 12, 2026 · Updated September 19, 2026 — added calls to the AI receptionist

This policy covers borodesk.com and the BoroDesk suite of applications operated by Cielo Studios LLC.

What we collect

How it is used

Data is used solely to provide and improve the service for your organization. We do not sell personal information. Data is shared only with the subprocessors that host and operate the service (e.g., cloud hosting, database, email delivery) under their own confidentiality obligations, or where required by law.

Security

Data is encrypted in transit and at rest. Access is scoped per organization. We follow the New York SHIELD Act's reasonable-safeguards standard.

Calls to the BoroDesk AI receptionist

Some buildings use BoroDesk's automated phone assistant to take maintenance and service calls. It is an AI system, not a person. Every call opens by saying so, by saying that the call is recorded, and by offering a human: say “representative” at any point. If you stay on the line, you agree to the recording.

What a call collects: the number you call from and the number you called; a recording of the call; a written transcript; an automatically generated summary; and what you tell the assistant, such as your name, building, unit, the problem, and your preferred language. If your building's management has given us a resident directory (name, unit, phone numbers, email, language), the assistant uses it to recognise your number and confirm your unit. If you call from a number we don't know, we may note it against the unit you give. That note waits for a staff member to confirm it and never replaces existing contact details automatically.

How it is used: to create a work order for your building's management, email it to them, and, if you report an emergency such as a gas leak, fire or smoke, carbon monoxide, flooding, an electrical hazard, or no heat or water, to alert the building's on-call staff straight away and, where possible, transfer your call. If you agree during the call, we also record whether you want building notices (repairs, water shut-offs) by call, text or email. That answer is saved as a record of your consent, and you can withdraw it at any time.

Who processes call data for us: Vapi (telephony, call handling and recording); Google (speech-to-text, Gemini); OpenAI (the assistant's language model, GPT-4o); ElevenLabs (the assistant's voice); Resend (work-order email); Hetzner Online GmbH (our servers, located in Germany); Sentry (error reports, with personal data removed before they are sent). If text-message alerts are enabled for your building, Twilio sends them. None of them may use your call data for their own purposes beyond providing their service to us. We do not sell call data.

Security: recordings are stored encrypted (AES-256-GCM), with a fingerprint that shows whether a file was altered. Each building's data is isolated from every other building's at the database level.

How long we keep it: call recordings, transcripts and call summaries are deleted 18 months after the call, from our systems and from our call provider's. Copies in our backups, which are kept on our own servers and only ever copied between them over encrypted connections, rotate out within 30 days. The work order your call created, and a record that the call happened (the date, time and number), are kept while your building uses the service, as its maintenance record. To ask for a copy of your call records, or to have them deleted sooner, email support@borodesk.com with the number you called from.

Retention & your rights

Organization data is retained while the account is active and deleted on verified request after account closure, except records we are legally required to keep. To request access, export, or deletion, email support@borodesk.com.

Contact

support@borodesk.com — we reply within 1 business day.