Privacy Policy

Last Updated: December 2, 2025

1. Who We Are

Health Reception (“we,” “our,” “us,” or “the Service”) provides AI-assisted communication tools that help clinics handle calls, collect basic caller information, and manage appointment scheduling.

2. Our Role vs. the Clinic’s Role

We act as a service provider, processing information on behalf of the clinic (the “Client”). The Client controls how caller and patient-related information is used. We do not provide legal, medical, or compliance advice.

Clinics are responsible for their own privacy, data protection, and regulatory compliance, and for deciding how they use the Service as part of their operations.

3. Information We Process

The information we process depends on how the Client configures and uses the Service. It may include:

• Caller name and phone number
• Reason for call or requested service
• Requested appointment date and time
• Call recordings and transcripts
• SMS or email confirmations and reminders
• Technical information such as timestamps, call identifiers, and routing logs

We use this information solely to operate, maintain, and improve the Service for the Client.

4. No HIPAA Representation

We do not sign Business Associate Agreements (“BAAs”) and do not represent that the Service is HIPAA-compliant. Any references to health or dental clinics are for operational context only.

Each Client is responsible for determining whether and how the Service may fit into their own compliance or privacy frameworks.

5. How We Use Information

We use the information we process to:

• Handle and route calls according to the Client’s configuration
• Book appointments into a calendar designated by the Client
• Send SMS and email notifications on behalf of the Client
• Provide call summaries and basic reports to the Client
• Maintain, secure, and improve the Service

We do not sell caller or patient information and do not use it for independent marketing.

6. Data Retention

We retain information for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

As a general guideline:

• Call recordings are typically retained for approximately 90 days by default
• Transcripts and logs may be retained longer for operational and troubleshooting needs

Clients may request that certain data be deleted earlier, subject to technical and legal limitations.

7. Third-Party Service Providers

To operate the Service, we rely on third-party providers, such as:

• Telephony and SMS providers
• Email service providers
• Calendar platforms (such as Google Calendar, if used by the Client)
• Hosting and cloud infrastructure providers

These providers process data on our behalf solely to deliver functionality requested by the Client. We do not permit them to use the data for their own marketing.

8. Security

We implement reasonable administrative, technical, and physical safeguards designed to protect information we process, including:

• Encryption in transit where supported by our providers
• Access controls and authentication for internal tools
• Restricted access to call recordings and logs

However, no system can be guaranteed to be completely secure. Clients should also maintain the security of their own devices, networks, calendars, and email systems.

9. Caller Rights & Requests

Because we process information on behalf of Clinics, callers who wish to access, correct, or delete their information should contact the clinic directly.

If we receive a request directly from an individual, we may:

• Refer the person to the relevant Clinic, or
• Work with the Clinic to help them respond, where appropriate

10. Children’s Privacy

The Service is not designed for or directed to children under the age of 13. We do not knowingly collect information directly from children under 13 through our own website or interfaces.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the “Last Updated” date at the top of this page. Continued use of the Service after changes are posted indicates acceptance of the updated Policy.

12. Contact

For questions about this Privacy Policy or how we handle information, please contact:
Email: support@healthreception.com

This Privacy Policy is provided for general informational purposes and does not constitute legal advice. Clinics should consult their own legal counsel regarding privacy and data protection obligations.