Legal

Privacy Policy

Last updated: January 2025

1. Introduction

CohandlerAI ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist platform for dental clinics. Please read this policy carefully. If you disagree with its terms, please discontinue use of our services.

2. Information We Collect

Information You Provide

Clinic name, contact person name, and email address
Phone numbers associated with your practice
Billing information for subscription plans
Any information submitted through our contact forms

Patient Data (Processed on Behalf of Clinics)

Patient names and contact details captured during calls
Appointment requests and scheduling information
Call recordings and AI-generated transcripts
Messages from WhatsApp, Facebook, and Instagram channels

Automatically Collected Information

Usage data and dashboard activity logs
Browser type, IP address, and device information
Cookies and similar tracking technologies

3. How We Use Your Information

To provide and operate the CohandlerAI platform and AI receptionist services
To process and manage appointment bookings on behalf of your clinic
To send call summaries, transcripts, and notifications to your dashboard
To improve our AI models and service quality (anonymised data only)
To communicate important updates, billing, and support responses
To comply with legal obligations under HIPAA, GDPR, and applicable laws

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share data only in the following circumstances:

With trusted service providers who assist in operating our platform (e.g. cloud hosting, telephony providers) under strict data processing agreements
With your dental practice staff as authorised users of your clinic account
When required by law, court order, or governmental authority
In the event of a business merger or acquisition, with appropriate notice

5. Data Security

We implement industry-standard security measures including AES-256 encryption for data at rest, TLS 1.3 for data in transit, role-based access controls, regular security audits, and automated threat monitoring. While no system is 100% secure, we take every reasonable precaution to protect your data.

6. Data Retention

We retain your clinic account data for as long as your subscription is active and for 90 days after cancellation. Call recordings and transcripts are retained for 12 months by default. Patient enquiry data captured through the AI is retained for 24 months unless you request earlier deletion. You may request data deletion at any time by contacting us.

7. Your Rights

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

Access

Request a copy of the data we hold about you

Correction

Request correction of inaccurate data

Deletion

Request deletion of your personal data

Portability

Receive your data in a portable format

Objection

Object to processing of your data

Restriction

Request restriction of data processing

8. Contact Us

For any privacy-related questions or to exercise your rights, please contact us at Shahzaib111.ms@gmail.com. We aim to respond to all requests within 72 hours.