Start with the information flow
A name, phone number and request can identify a person. A call may also include sensitive information that the business does not need for a callback. Map what is captured, where it is stored and who receives it.
Treat the audio recording, transcript, structured request and notification as separate parts of that flow. A text summary does not by itself tell you whether the underlying audio was recorded or retained.
Give callers a clear introduction
The greeting should explain that the caller is speaking to an AI assistant and identify the business. Recording and processing information should reflect the actual setup rather than a generic promise.
Your detailed privacy information should explain the relevant process and contact options. An AI disclosure alone does not settle every privacy or recording requirement. Review the wording and the configuration together.
Review contracts and providers
Review the processing agreement, the providers involved and their roles. Ask where each part of the service is processed, what is retained and how deletion works. A server location alone is not a complete account of the data flow.
rylivo publishes its privacy information, processing agreement and AI transparency information. These are the documents to review for the service, alongside your own business’s requirements.
Agree a practical handling process
- Collect only what your team needs for the request.
- Decide who can access call records and receive notifications.
- Agree retention and deletion arrangements for each kind of record.
- Decide how to handle objections, correction requests and sensitive enquiries.
- Check that the greeting, published information and deployed settings agree.
Match the review to your business
A workshop enquiry and a medical-practice call can have different information needs and risks. Have the relevant adviser review the intended use, especially where sensitive information is likely.