Privacy Policy

1. Our Role

Most of the information we process belongs to the dental practices we serve (our "Practice Customers") and their patients. When we handle patient information, we act as a service provider and, where applicable, a business associate of the Practice Customer under a Business Associate Agreement (BAA) and HIPAA. The Practice Customer decides why and how patient information is used. We process it only to provide the Service and as our agreements require.

If you are a patient and want to access, correct, or delete your information, please contact your dental practice first. We will support them in responding to your request.

2. Information We Collect

On behalf of Practice Customers:

• Patient name and phone number
• Appointment details (date, time, appointment type) held in the practice's practice management system
• Call recordings, transcripts, and call outcomes from calls handled by our AI receptionist
• Text message content, delivery status, and consent/opt-out records

From visitors to our website and our business customers:

• Name, business name, email, phone number, and any message you submit through a contact form or demo request
• Basic usage and device data (such as IP address, browser type, and pages viewed) collected through cookies and analytics tools

We do not knowingly collect information from children under 13 through our website.

3. How We Use Information

• To answer and route calls, book and manage appointments, and send appointment confirmations, reminders, recall notices, and missed-call follow-ups for Practice Customers
• To record and store call outcomes so practices can review them
• To maintain consent records and honor opt-out requests
• To provide support, maintain security, prevent fraud and abuse, and comply with law
• To operate and improve our website and Service

We do not sell personal information. We do not use patient information for our own marketing.

4. Text Messaging (SMS)

Text messages sent through our Service are transactional and appointment-related, sent on behalf of your dental practice. We do not send marketing or promotional messages.

Mobile opt-in data and consent will not be shared with any third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. The only exception is service providers that deliver messages on our behalf (for example, our messaging carrier), which may use that information solely to deliver the messages.

You can opt out at any time by replying STOP to any message. Reply HELP for help. See our Terms and Conditions for full messaging terms.

5. How We Share Information

We share information only as follows:

• With the Practice Customer whose patient or caller the information relates to.
• With service providers (subprocessors) that help us run the Service, under written agreements that limit their use of the information. Current providers include:
  • Telnyx, telephony and SMS delivery
  • Amazon Web Services, cloud hosting, storage, and AI model hosting
  • AssemblyAI, speech-to-text
  • Cartesia, text-to-speech
• For legal reasons, when required by law, subpoena, or to protect rights, safety, or security.
• In a business transfer, such as a merger or acquisition, subject to this Policy's protections continuing to apply.

We do not share information with third parties for their own marketing.

6. Protected Health Information

Where we handle protected health information (PHI) for a Practice Customer, we do so under a BAA and use administrative, technical, and physical safeguards consistent with HIPAA. Text messages we send do not include treatment details, diagnoses, or other clinical information.

7. Security

We use measures designed to protect information, including encryption in transit and at rest, logical separation of each practice's data, and access controls limiting who can view it. No system is perfectly secure, and we cannot guarantee absolute security.

8. Data Retention and Deletion

We keep call recordings, transcripts, and related records for [retention period, e.g., 12 months] unless the Practice Customer's agreement or applicable law requires a different period. Consent and opt-out records are kept as long as needed to demonstrate compliance. After the retention period, or when a Practice Customer ends service, information is deleted or de-identified within [X days], except where we must keep it by law.

To request deletion, contact your dental practice or email us at hello@autominds.now.

9. Your Rights and Choices

• Opt out of texts: reply STOP to any message.
• Access, correct, or delete information: contact your dental practice or us at hello@autominds.now. Depending on where you live (including under Texas law), you may have additional rights to know, access, correct, delete, or opt out of the sale or sharing of personal information. We do not sell or share personal information for advertising.
• Cookies: you can control cookies through your browser settings.

We will respond to verified requests within the time required by law.

10. Changes to This Policy

We may update this Policy from time to time. We will post the updated version here and change the "Last updated" date. If changes are material, we will provide additional notice where required.

11. Contact Us

AutoMinds LLC

2024 Ruger Pass, Leander, TX 78641

hello@autominds.now | +1-217-390-9208