Privacy Policy
This policy explains how ClinicVox ("ClinicVox", "we", "us") handles information. ClinicVox is operated by Rakesh Verma (Sole Proprietor), trading as ClinicVox, based in Noida, India. Website: getvoxagent.com. Contact: rakesh@getvoxagent.com.
ClinicVox provides an AI phone receptionist to medical spas and clinics in the United States (our "clinic clients"). When you call a clinic that uses ClinicVox, the AI receptionist answers on the clinic's behalf, answers questions and books appointments.
1. Information we collect
From callers to our clinic clients:
- Your name, phone number and email address
- The treatment you ask about and your appointment date and time
- The number you call from (caller ID)
- A recording and transcript of the call (you are told at the start of the call that it may be recorded)
- Any other details you choose to share during the call
From clinic clients: business name, address, opening hours, treatment list, staff contact details and billing information.
From website visitors: the details you enter when you book a demo (name, email and any notes), and basic technical data such as browser type that our hosting and booking providers record.
2. How we use information
- To book, confirm, remind you of, change or cancel appointments with the clinic
- To send you appointment text messages and emails you agreed to receive (see SMS Terms)
- To let the clinic's staff know about your call so they can follow up or call you back
- To keep a call log for the clinic, and to improve call quality and fix problems
- To run, secure and bill for our service
We do not sell personal information, and we do not use caller information for our own marketing.
3. Text messaging (SMS)
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
We only send texts about appointments you asked for during your call. Reply STOP to any message to opt out, or HELP for help. Full details are in our SMS Terms.
4. Who we share information with
- The clinic you called. Your details and call log go to that clinic, which uses them to provide your appointment.
- Service providers that run our service for us, only as needed to provide it: voice AI and call handling, telephone and SMS delivery, calendar booking, data storage, email delivery and cloud hosting. They may only use the information to provide their service to us.
- Where required by law, or to protect the rights and safety of callers, clinics or us.
5. Health information
Calls may include details about treatments you are interested in. We collect only what is needed to book and manage your appointment. Please do not share medical history or emergency information on the call. In a medical emergency, hang up and call 911.
6. How long we keep information
We keep call records and appointment details for as long as the clinic uses our service and as needed to provide it, resolve disputes or meet legal requirements. A clinic may ask us to delete its data when it stops using ClinicVox.
7. Security
We use encrypted connections, access controls and reputable cloud providers to protect information. No system is perfectly secure, but we work to protect your information and limit who can see it.
8. Your choices and rights
- Ask to see, correct or delete your information by emailing rakesh@getvoxagent.com. We may forward your request to the clinic you called, since your appointment records belong to it.
- Stop text messages at any time by replying STOP.
- Ask the clinic directly for a callback from a person instead of the AI receptionist.
Depending on where you live, you may have extra rights under local law. We will respond to requests within a reasonable time.
9. Children
Our service is not directed at children under 13, and we do not knowingly collect their information.
10. International processing
ClinicVox is operated from India and uses service providers that may process information in the United States and other countries.
11. Changes to this policy
We may update this policy. The effective date above shows when it last changed.
12. Contact
Rakesh Verma (Sole Proprietor), trading as ClinicVox
Noida, Uttar Pradesh, India
Email: rakesh@getvoxagent.com