Octoclerk
Where we start
Octoclerk sets up each assistant in phone, AI and cloud accounts your firm owns, so recordings, transcripts and intake notes stay with your firm. Every call starts with an AI and recording disclosure. Here is what is true today, and what we agree on with each firm before go-live.
How your firm's data is handled
- Your firm owns the accounts. The phone number, cloud server, AI provider accounts, recordings and transcripts are set up in your firm's name and billed to your firm. Octoclerk does not keep a central database of your callers.
- Our access is temporary. We have admin access during setup and tuning. At handoff it is reduced or removed, whichever you choose. We agree on multi-factor sign-in and access logging at kickoff.
- Credentials stay in a vault. Each assistant includes an encrypted vault for sensitive items such as logins and card details. It is built so the assistant sees labels (for example, "Visa ending 4417") and not the real values. You approve each use from your phone.
- No training on your data by us. We do not train any AI models on your firm's calls or documents. Whether each AI provider keeps or uses inputs depends on its business terms. We set up provider accounts on business terms and give you each provider's data-use terms to review.
- Encryption. Calls, texts and data move between providers over encrypted connections. Encryption of stored recordings and transcripts depends on each provider's settings, which we document for you.
- Retention you control. You decide how long recordings and transcripts are kept. Because they sit in your accounts, deleting them is your call, not ours.
What the assistant will not collect
- Social Security numbers
- Driver's license, passport or A-numbers
- Medical record numbers
- Bank, card or other financial account numbers
If a caller starts to share one, the assistant asks them to save it for the attorney.
Ethics and disclosure
AI disclosure. The assistant says it is an AI in its first sentence and whenever asked. California requires certain bots to disclose that they are bots (Bus. & Prof. Code § 17941), and we apply that to every call.
Recording. California generally requires every party's consent to record a confidential call (Penal Code § 632). The greeting announces recording.
Confidentiality. ABA Formal Opinion 512 asks lawyers to understand how an AI tool handles client information. The State Bar of California's practical guidance on generative AI says to review how a tool collects, stores and discloses inputs, limit what agentic systems can access, and keep human review over anything sent outside the firm. The setup is built around those points.
Outbound messages. The assistant texts or calls back only people who contacted your firm and agreed to it. No cold outreach.
What you get during discovery
- The list of every provider in the data path, with links to their security and data-use terms
- A diagram of where call audio, transcripts and notes go
- The list of who at Octoclerk has access, and when it ends
- A data processing agreement, if your firm wants one
What we do not have
Octoclerk is a new company and does not have its own SOC 2 report. If your firm requires one, we will show you which providers in the data path have their own reports, and you can decide whether that is enough.
For healthcare clients, nothing goes live until HIPAA business associate agreements are signed with Octoclerk and with every provider in the data path.
Found a security issue, or have a question? Email hello@octoclerk.com.