Privacy Policy

1. Introduction

Welcome to Client Contact AI ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Account Information: Name, email address, phone number, company name, and password when you create an account.
• Business Information: Practice details, specialty, location, and business size.
• Payment Information: Billing address and payment method details (processed securely through our payment processors).
• Communication Data: Information you provide when contacting our support team or participating in surveys.

2.2 Automatically Collected Information

When you use our services, we automatically collect certain information, including:

• Usage Data: Pages visited, features used, time spent on pages, and interaction patterns.
• Device Information: IP address, browser type, operating system, device identifiers, and mobile network information.
• Location Data: Approximate location based on IP address.
• Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies.

2.3 Patient Communication Data

As part of our AI chat services, we process:

• Chat transcripts between patients and our AI agents
• Appointment scheduling information
• Patient inquiries and responses
• Communication metadata (timestamps, duration, etc.)

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Delivery

• Providing, operating, and maintaining our AI chat services
• Processing and managing your account
• Facilitating client communications
• Managing appointments and scheduling

3.2 Service Improvement

• Analyzing usage patterns to improve our services
• Training and improving our AI models
• Developing new features and functionality
• Conducting research and analysis

3.3 Communication

• Sending service updates and notifications
• Responding to your inquiries and support requests
• Providing customer service
• Sending marketing communications (with your consent)

3.4 Security and Compliance

• Detecting and preventing fraud
• Ensuring platform security
• Complying with legal obligations
• Enforcing our terms and policies

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors who perform services on our behalf, including:

• Cloud hosting providers (AWS, Google Cloud)
• Payment processors (Stripe, PayPal)
• Analytics services (Google Analytics)
• Customer support platforms
• Email service providers

4.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Data Security

We implement industry-standard security measures to protect your information:

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention Periods:

• Account Information: Retained for the duration of your account plus 90 days after closure
• Patient Communication Data: Retained for 7 years in compliance with healthcare regulations
• Usage Data: Retained for 24 months
• Financial Records: Retained for 7 years as required by law

7. Your Rights and Choices

Depending on your location, you may have the following rights:

7.1 Access and Portability

You have the right to request access to your personal information and receive a copy in a portable format.

7.2 Correction

You can request correction of inaccurate or incomplete personal information.

7.3 Deletion

You can request deletion of your personal information, subject to certain exceptions (e.g., legal obligations).

7.4 Opt-Out

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us.

7.5 Do Not Sell

We do not sell your personal information. California residents can learn more about their rights under the CCPA.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our services.

Types of Cookies We Use:

• Essential Cookies: Required for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used to deliver relevant advertisements

You can control cookies through your browser settings. However, disabling certain cookies may limit your ability to use some features of our services.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country.

We ensure that appropriate safeguards are in place to protect your information, including:

• Standard Contractual Clauses approved by the European Commission
• Privacy Shield certification (where applicable)
• Other legally recognized transfer mechanisms

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending you an email notification (for significant changes)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: