1. Introduction
VoxyDent ("we", "our", or "us") operates an AI-powered voice receptionist platform for dental clinics. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.
By using VoxyDent, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use our service.
2. Information We Collect
We collect the following types of information:
- Account Information: Name, email address, and authentication credentials when you register for an account.
- Clinic Information: Practice name, address, phone number, operating hours, and dentist details that you provide during setup.
- Call Data: Telephone call recordings, AI-generated transcriptions, and extracted appointment details from patient interactions handled by our voice assistant.
- Usage Data: Information about how you interact with our platform, including pages visited, features used, and session duration.
- Payment Information: Billing details processed securely through our payment provider. We do not store full credit card numbers on our servers.
- Technical Data: IP address, browser type, device information, and cookies used to maintain your session and improve our service.
3. How We Use Your Information
We use the collected information for the following purposes:
- Providing and operating our AI voice receptionist service, including answering patient calls, booking appointments, and managing schedules.
- Processing and transcribing phone calls to extract appointment details and provide call summaries.
- Improving our voice AI models and service quality through analysis of anonymized interaction patterns.
- Processing payments and managing your subscription.
- Communicating with you about service updates, maintenance, and support.
- Ensuring the security and integrity of our platform.
- Complying with legal obligations.
4. Data Sharing and Third-Party Services
We share your information with the following categories of third-party service providers who assist us in operating our platform:
- Voice AI Processing (ElevenLabs): Call audio is processed by ElevenLabs to power our conversational AI agent. ElevenLabs processes voice data in accordance with their privacy policy.
- Telephony (Twilio): Phone calls are routed through Twilio's infrastructure. Twilio processes call metadata and audio as required to provide telephony services.
- Payments (Stripe): Payment processing is handled by Stripe. Your payment details are transmitted directly to Stripe and are subject to their privacy policy.
- Authentication (Clerk): User authentication and session management is provided by Clerk. Your login credentials and session data are processed by Clerk.
We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may disclose your information if required by law or in response to valid legal process.
5. Data Storage and Security
Your data is stored on servers located in Frankfurt, Germany (EU). We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit (TLS) and at rest.
- Access controls and authentication for all system components.
- Regular security assessments and monitoring.
- Strict access policies limiting data access to authorized personnel only.
6. Data Retention
We retain your personal data for as long as your account is active or as needed to provide you with our services. Call recordings and transcriptions are retained for a period necessary to deliver service features and comply with applicable regulations.
When you delete your account, we will delete or anonymize your personal data within 30 days, except where we are required to retain certain data for legal or regulatory purposes.
7. Your Rights (GDPR)
As our services are hosted in the European Union, you have the following rights under the General Data Protection Regulation (GDPR):
- Right of Access: You may request a copy of the personal data we hold about you.
- Right to Rectification: You may request correction of inaccurate or incomplete personal data.
- Right to Erasure: You may request deletion of your personal data, subject to legal retention requirements.
- Right to Data Portability: You may request your data in a structured, commonly used, machine-readable format.
- Right to Restrict Processing: You may request that we limit how we use your data.
- Right to Object: You may object to processing of your personal data for certain purposes.
To exercise any of these rights, please contact us using the details provided below.
8. Cookies
We use cookies and similar technologies to maintain your session, remember your preferences, and understand how you use our platform. These include:
- Essential Cookies: Required for authentication and core functionality. These cannot be disabled.
- Analytics Cookies: Help us understand usage patterns to improve our service. These can be disabled in your browser settings.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.
10. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:
Email: privacy@voxydent.com