Privacy

What this notice covers

This notice explains how VoiceCal Inc. handles personal information when clinics evaluate or use VoiceCal, when clinic staff access the workspace, and when callers interact with a clinic's VoiceCal receptionist.

A clinic controls how it uses VoiceCal with its callers and remains responsible for its own notices, permissions, records, and legal obligations. VoiceCal processes caller information to provide the service to that clinic.

Information we handle

• Account and workspace information, including names, email addresses, organization membership, plan, and configuration.
• Clinic information supplied by staff or gathered from public clinic websites, such as services, hours, locations, policies, and booking links.
• Call information, which may include phone numbers, names, appointment requests, summaries, outcomes, and transcripts when the clinic enables transcript storage. VoiceCal keeps call recording disabled in the launch product.
• Booking and integration activity, including availability requests, appointment actions, provider responses, and audit evidence.
• Billing identifiers and subscription status from Stripe. VoiceCal does not receive complete payment-card numbers.
• Technical and usage information needed to secure, operate, diagnose, and improve the service. Marketing measurement runs only when the applicable integration is configured.

Optional advertising measurement

VoiceCal does not load the Meta Pixel or send advertising conversion events until you choose Allow. If you allow it, Meta may receive your IP address, browser user agent, the VoiceCal page involved, Meta browser identifiers, and bounded events showing that a demo, checkout, or subscription occurred. Workspace identity is hashed before any paid event is sent.

VoiceCal never sends Meta clinic facts, a submitted clinic website, caller or patient information, transcripts, appointment details, or free-form content. You can withdraw your choice at any time through Privacy choices in the site footer. VoiceCal stops new browser measurement and removes its first-party advertising identifiers; Meta handles information already received under its own terms and controls.

How we use information

• Provide, secure, support, and maintain VoiceCal workspaces and voice receptionists.
• Research a clinic's public website and create owner-reviewable setup drafts.
• Answer calls using clinic-approved information and execute clinic-approved booking or staff-handoff workflows.
• Display call activity, transcripts, booking evidence, launch readiness, and billing state to authorized workspace members.
• Detect abuse, investigate failures, enforce service limits, and meet legal obligations.
• Communicate about the service, support requests, security, billing, and material product changes.

Service providers and transfers

VoiceCal uses specialized providers for identity, voice calls, model processing, hosting and databases, billing, website research, optional advertising measurement, and clinic-approved booking connections. Current product integrations include Clerk, Vapi, OpenAI, Stripe, Meta when consented, and supported clinic booking systems. A clinic may enable additional providers.

Providers may process information in Canada, the United States, or other jurisdictions where they operate. Information in another jurisdiction may be subject to that jurisdiction's laws. VoiceCal limits provider access to the purposes needed to deliver the service and uses contractual and technical safeguards appropriate to the information involved.

Retention and controls

VoiceCal keeps information for as long as needed to provide the service, maintain security and audit evidence, resolve disputes, and meet legal or contractual requirements. Retention can vary by record type and clinic configuration.

Paid-call transcripts are retained by VoiceCal for 30 days when transcript storage is enabled. Authorized clinic users can disable future storage or delete a transcript immediately in the product. Some call artifacts may also be retained by configured voice or booking providers under their own terms. Contact VoiceCal for access, correction, or deletion requests that are not available in the product.

Security

VoiceCal uses access controls, authenticated workspaces, scoped server-side actions, webhook verification, validation, audit records, and other administrative and technical safeguards. No service can guarantee absolute security, so clinics should limit the information they ask callers to provide and keep account access restricted to authorized staff.

Your choices and questions

You may ask about the personal information VoiceCal controls, request access or correction, raise a privacy concern, or request deletion where applicable. Clinic callers should normally contact the clinic first because the clinic controls its patient relationship and use of the service.

Contact VoiceCal's Privacy Officer at mail@voicecal.ca. We may need to verify your identity and authority before completing a request.

Changes to this notice

We may update this notice as VoiceCal, its providers, or legal requirements change. We will post the revised date here and provide additional notice when a change materially affects how we handle personal information.