Privacy Policy

1. Introduction

Welcome to AI Front Desk (“we”, “our”, or “us”). We provide an artificial intelligence-driven front desk and appointment coordination platform designed for clinics, medical practices, dentists, therapists, and healthcare providers.

This Privacy Policy explains how we collect, use, disclose, and protect personal and clinic data when you access our software, connect third-party integrations (including Google Calendar and WhatsApp), and interact with our automated reception service.

2. Information We Collect

We collect the following categories of information to provide and maintain our services:

• Clinic & Provider Account Information: Clinic name, healthcare specialty, doctor/clinician names, physical address, business phone number, timezone, operating hours, service catalog, and treatment pricing.
• Patient & Conversation Data: WhatsApp phone numbers, patient names, requested appointment slots, and appointment inquiry messages processed by the AI receptionist.
• Google Account & Calendar Data: When a clinic connects Google Calendar, we receive OAuth tokens, the clinic doctor’s Google email address, calendar identifiers, and event busy/free schedule windows to prevent double-bookings.
• Technical & Usage Data: IP addresses, browser types, session timestamps, and system performance logs to ensure system reliability and security.

3. How We Use Google Calendar Data (Google User Data Policy)

When a clinic administrator authorizes the Google Calendar integration, AI Front Desk requests the following OAuth 2.0 scopes:

We strictly limit our access and use of Google Calendar data to:

• Checking real-time calendar availability and busy intervals to avoid conflicting patient appointments.
• Writing, rescheduling, or removing confirmed patient bookings made through the clinic’s WhatsApp channel.

Specific Protections for Google User Data:

• We NEVER use Google user data for serving advertisements.
• We NEVER sell or transfer Google user data to third-party data brokers or marketing platforms.
• We NEVER use Google user data to train generalized AI or foundation machine learning models.
• Humans do not read your calendar event details, except with your express permission in specific troubleshooting situations or when legally required.

4. Data Storage, Encryption & Security

We implement industry-grade technical and organizational safeguards:

• AES-256-GCM Encryption: Sensitive third-party credentials, including Google OAuth refresh tokens and WhatsApp session keys, are encrypted at rest using AES-256-GCM.
• Encryption in Transit: All communications between patients, clinics, our servers, and third-party APIs are encrypted using TLS 1.3/HTTPS.
• Multi-Tenant Isolation: Patient records and clinic configurations are protected by strict Row-Level Security (RLS) policies preventing cross-organization data access.

5. Data Retention & Revocation of Access

We retain information only as long as necessary to provide the service to your clinic:

• Disconnecting Google Calendar: You can disconnect Google Calendar anytime directly from the Dashboard > Clinic Integrations tab. Upon disconnection, stored tokens are permanently deleted from our database.
• Google Account Permissions: You can also revoke our app’s access anytime by visiting your Google Account Security Settings.
• Account Deletion: Clinic administrators can request complete deletion of their account, appointments, and knowledge bases by contacting our support team.

6. Third-Party Service Providers

We integrate with trusted third-party cloud infrastructure to deliver our product:

• Supabase: Encrypted PostgreSQL database hosting and authentication.
• Google Gemini / OpenAI: Natural language processing for understanding appointment requests and generating receptionist responses.
• Meta / WhatsApp: Message delivery to patient WhatsApp chats.
• Google Calendar API: Doctor schedule synchronization.

7. Contact Us

If you have questions about this Privacy Policy, your clinic’s data, or our compliance with Google API policies, please reach out: