Ordo / Legal / Privacy Policy

Privacy Policy

Effective 2026-07-14Last updated 2026-07-14

#1. Who we are

Ordo is an AI phone receptionist service operated by Gregory Uku, an individual carrying on business under the trade name "Ordo" in the Province of Ontario, Canada.

You can reach the person responsible for privacy at Ordo by emailing privacy@useordo.org. Mail can be sent to Gregory Uku, 303-328 Aylmer St N, Peterborough, ON K9H 3W3, Canada.

This Policy explains what personal information Ordo collects, why we collect it, how we use it, who we share it with, how long we keep it, and what rights you have. It applies to three groups of people:

Callers · people who call, or are called by, a phone line answered by the Ordo AI assistant.
Customers · the businesses that subscribe to Ordo, and the people at those businesses who use the Ordo dashboard.
Website visitors · people who visit useordo.org.

#2. The framework we work under

Ordo is a Canadian business and complies with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5 (PIPEDA) and its Fair Information Principles. For Callers in Quebec, Ordo also complies with Quebec's Act respecting the protection of personal information in the private sector (Law 25), including its notice and human-review provisions for automated processing (see Section 7 below). Where Callers are in British Columbia or Alberta, provincial PIPA obligations apply to those Callers as well. Where Callers are in the European Union, United Kingdom, California, or another jurisdiction with a general privacy law, we treat that law as the effective floor for those Callers.

Consent is central to how PIPEDA works. Ordo obtains consent from Callers at the start of the call, through an audible greeting that identifies the AI, states the purpose of the recording, and gives an easy way to refuse. If a Caller continues on the line after that greeting, PIPEDA treats that as implied consent for the described purpose. If a Caller asks to speak to a human or otherwise objects, Ordo escalates the call to the Customer's staff.

The Office of the Privacy Commissioner of Canada has said that lengthy legalistic privacy policies do not, on their own, satisfy PIPEDA's meaningful-consent standard for AI services. That is why the consent moment for Callers is the greeting, not this policy. This policy explains what happens; the greeting is how consent is asked.

#3. What we collect

Caller information

Call audio. Audio of the call between the Caller and the AI assistant, from the moment the AI answers until the call ends or is transferred.
Transcripts. A text transcript of the call, generated automatically.
Phone number and caller ID. Where telephony carriers pass it through.
Information provided in the call. Names, dates, addresses, party sizes, dietary notes, appointment preferences, and similar information that a Caller volunteers to complete a booking, order, or message.
Payment information from Callers · Ordo does not collect it. The AI assistant never asks a Caller for a credit card number, CVV, billing address, or other payment details. Ordo takes the booking, order, or message, and any subsequent payment is handled between the Customer's business and the Caller through the Customer's own channels (in-person, existing card on file, or Customer's own payment link sent separately).

Ordo does not knowingly collect information about a Caller's health, symptoms, medications, diagnoses, or treatment. If a Caller mentions any of these, Ordo is configured to escalate the call to human staff. Ordo does not currently answer calls on behalf of HIPAA Covered Entities and will not do so until a separate Business Associate Agreement is signed. See Section 10 below.

Customer information

Account information. Business name, contact name, email address, phone number, address, and tax IDs where applicable.
Billing information. Payment method reference (tokenized · we do not store the full card number), billing history, tax information.
Dashboard activity. Actions taken in the dashboard, IP address, browser and device information, and standard server logs.
Communications with support. Emails or messages Customer sends to Ordo.

Website visitor information

Standard access logs. IP address, browser, referrer, page requested, timestamp. Retained short-term for security and abuse investigation.
Contact form submissions. Whatever Customer chooses to include (name, email, business, message).
Cookies and tracking. As of the last-updated date on this Policy, useordo.org sets no third-party analytics or advertising cookies, and no third-party trackers. Full detail in the Cookie Policy.

#4. Why we collect it (purposes)

Ordo uses personal information only for these purposes:

Deliver the Service. Answer calls, generate transcripts, complete bookings and orders, transfer to human staff, send confirmations, and post results into the Customer's dashboard.
Improve accuracy for a specific Customer's account. Refine the AI's behaviour on that Customer's line (menu items, business hours, tone) based on how the line is actually used.
Quality and safety review. A small sample of calls may be reviewed by Ordo staff to check accuracy, catch bugs, and prevent abuse.
Security and fraud prevention. Detect and stop unauthorized access, suspicious usage patterns, and misuse.
Billing and accounting. Charge for the Service, produce invoices, and meet tax and record-keeping obligations.
Support and communication. Respond to Customer support requests. Send service announcements and important legal notices.
Legal obligations. Comply with subpoenas, court orders, and other legally binding requests.

Ordo does not use Customer Content or Caller information to train general-purpose AI models. Aggregated, de-identified data (data that cannot reasonably be traced back to any specific person or Customer) may be used to improve Ordo's own analytics and model performance.

#5. Sensitive information · enhanced care

Following the Office of the Privacy Commissioner of Canada's guidance on AI services, Ordo treats the following categories as sensitive and applies enhanced protection:

Health information. Ordo does not currently answer calls for healthcare providers. If a Caller mentions health information incidentally, the AI stops handling the call and escalates it to the Customer's staff.
Financial information. Payment details are tokenized. Card numbers are not stored.
Opinions on sensitive topics. Where a Caller volunteers sensitive personal opinions, Ordo does not use them for any purpose other than completing the specific Caller request.

#6. Voice, voiceprints, and AI-generated speech

Ordo uses a pre-trained, licensed AI voice for the assistant. Ordo does not clone the voice of Customers, Customer staff, or Callers. No voiceprint or biometric voice model is created from Caller audio. The AI's voice is a general-purpose voice available under license from Ordo's speech provider, not a copy of anyone's real voice.

If Ordo introduces voice cloning as an optional feature in the future, we will require explicit, opt-in consent from the person whose voice is being cloned, and the fact will be disclosed on this page before the feature launches.

#7. Automated processing and decision-making

The Ordo AI assistant handles calls autonomously in most cases. Certain actions the AI takes, such as booking an appointment or accepting an order, can be considered automated processing.

For Callers whose personal information is protected by Quebec Law 25, an EU/UK GDPR provision, or another law that grants a right to review of an automated decision, Ordo will provide, on request:

an explanation of the factors that led to the specific outcome (for example, why an appointment slot was declined),
the ability to have the decision reviewed by a human, and
the ability to have the decision corrected if it was based on inaccurate information.

Requests can be sent to privacy@useordo.org. Ordo responds within thirty (30) days.

Ordo does not sell personal information. We share it only in the specific circumstances below.

With the Customer. Callers who reach a phone line answered by Ordo are, in substance, contacting the Customer's business. Records of the call (transcript, booking, message) are delivered to that Customer through the dashboard and by email. The Customer is a separate controller of the resulting information under PIPEDA and equivalent laws.

With service providers Ordo uses to deliver the Service. Ordo uses a small number of technology providers to run the Service:

a telephony carrier (to receive and place phone calls, and to send SMS),
a speech-to-text and text-to-speech provider (to hear and speak on calls),
a language model provider (to understand what Callers say and respond),
a cloud infrastructure provider (to run Ordo's software and store data),
a payment processor (to charge Customer subscriptions).

Each of these providers is contractually required to protect Caller and Customer information and to use it only to perform the specific service Ordo has engaged them for. Categories, roles, and international-transfer posture are set out at useordo.org/legal/subprocessors/; a current list of specific vendors is available on request to privacy@useordo.org.

With advisors and successors. Ordo may share information with legal, accounting, or professional advisors under obligations of confidentiality. If Ordo is acquired or its business is transferred to a successor entity (including the future Ordo Inc.), personal information may be transferred as part of that transaction, subject to the terms of the Terms of Service and this Policy.

With law enforcement, when required. Ordo will disclose personal information if compelled by a subpoena, court order, or other legally binding process. Where lawful, Ordo will notify affected Customers before disclosure.

#9. Where information is processed

Ordo's infrastructure is currently located in Canada and the United States. Personal information may be transferred to, and processed in, either country. The Office of the Privacy Commissioner of Canada has confirmed that PIPEDA does not prohibit cross-border transfers of personal information, provided the transferring organization uses contractual and technical measures to protect the information. Ordo uses standard contractual terms with its service providers to do so.

While personal information is stored or processed in the United States, it is subject to the laws of that country and may be accessed by US courts, law enforcement, and national-security or regulatory authorities under lawful process, without notice to you or to Ordo. This is true of any organization that uses US-based service providers. Ordo limits this exposure by minimizing what is collected, encrypting information in transit and at rest, and contractually restricting each provider to processing the information only to deliver the Service.

#10. Retention

Ordo keeps personal information only as long as necessary for the purposes described in this Policy, or for a period required by law.

Caller records (call transcripts and information derived from them · Ordo does not store call audio): retained by default for up to twenty-four (24) months of Customer inactivity on the account, then automatically deleted. Customers may configure a shorter retention window on request.
Customer account data: retained while the account is active, plus ninety (90) days after termination for wind-down and export.
Billing records: retained for at least seven (7) years to meet Canadian tax and accounting requirements.
Support communications: retained for up to three (3) years for future reference.
Standard server access logs: retained for up to twelve (12) months for security and abuse investigation.

When information is deleted, it is removed from active systems within thirty (30) days and from backup systems as backup rotations pass.

#11. Security

Ordo maintains administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, loss, or destruction. These include encryption in transit and at rest, access controls limited to personnel with a need to know, logging of privileged access, and periodic reviews.

No system is perfectly secure. In the event of a breach that creates a real risk of significant harm to affected individuals, Ordo will notify the Office of the Privacy Commissioner of Canada and affected individuals as required by PIPEDA, and report to any other regulator where a mandatory reporting duty applies.

#12. Your rights

Under PIPEDA and equivalent laws, individuals have rights over the personal information Ordo holds about them, including:

Access. You may request a copy of the personal information Ordo holds about you.
Correction. You may request that inaccurate information be corrected.
Withdrawal of consent. You may withdraw consent for future collection or use, subject to legal or contractual limits.
Deletion. You may request deletion of personal information Ordo no longer needs. Some information (billing records, legal notices) must be retained by law.
Complaint. You may complain to Ordo directly, or to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376, or to your provincial or country privacy regulator.

Send requests to privacy@useordo.org. Ordo responds within thirty (30) days at no charge for reasonable requests. For a Caller reaching out about a specific call, please include the phone number of the line called and the approximate date and time.

#13. Callers under the age of 18

Ordo's Customers are businesses and Ordo's service is not aimed at children. Ordo does not knowingly build profiles of individual Callers under 18. If a parent or guardian believes a minor's personal information has been collected in a way that shouldn't have happened, they can contact privacy@useordo.org and Ordo will investigate and delete as appropriate.

#14. Changes to this Policy

Ordo may update this Policy from time to time. If a change is material, Ordo will post the updated Policy at useordo.org/legal/privacy/ and, where practical, notify Customers by email at least thirty (30) days before the change takes effect.

The version and last-updated date at the top of this Policy will always reflect the version currently in force.

#15. Contact

Privacy questions, access requests, complaints, and correction requests: privacy@useordo.org.

Mail: Gregory Uku (Ordo), 303-328 Aylmer St N, Peterborough, ON K9H 3W3, Canada.

Office of the Privacy Commissioner of Canada: www.priv.gc.ca · 1-800-282-1376.