Legal

Privacy policy

Last updated: [DATE]

Draft for review. Items in [brackets] must be completed before this page is published.

Who we are

Vocal Node ("we", "us") provides an AI receptionist for clinics. It answers patients' WhatsApp messages and books appointments for the clinic. Our legal name and address: [LEGAL NAME, ADDRESS]. Contact: hello@example.com.

Our role

The clinic decides why its patients' information is used: to answer patients and manage appointments. We process that information on the clinic's behalf, to provide the service.

What information we handle

Patient details shared with the clinic: name and phone number.
WhatsApp messages between patients and the clinic's number.
Appointment details: date, time, reason for visit, status.
Clinic staff details: name, role, and the sign-in details needed to open the dashboard.

This website: the demo and the "Get started" form

Live demo. You enter a business name, an agent name, a business type and, if you choose, an email address. Your demo messages are sent to our server and to the Gemini AI model so the agent can reply. The demo is limited to a small number of messages, books nothing and saves no appointments. Please do not enter personal or medical details. If you give an email address we use it only to follow up about your demo. [STATE how long demo messages and demo emails are kept.]

Get started form. You send us your name, role, email, phone or WhatsApp number, and details about your clinic (city, number of doctors, working days and hours, whether patients use WhatsApp, and any notes). We store these details to contact you about setting up the service, and we keep them only as long as needed for that. [STATE the retention period.]

Bot check. Both pages use Cloudflare Turnstile to tell people from automated programs. Cloudflare may process technical information from your browser for this purpose.

How we use it

To reply to patients and book, move or cancel appointments.
To send appointment reminders and alert the clinic's doctors.
To show the clinic its appointments, patients and conversations in the dashboard.
To keep the service secure and working.

We do not sell patient information and we do not use it for advertising.

Services we rely on

To run the service, information is processed by these providers: Meta (WhatsApp Business messaging), Google (Google Calendar for appointments, and the Gemini AI model, which reads the message text to write a reply), Supabase (database hosting, in Japan), Railway (application hosting, in the United States) and Cloudflare (hosting and delivery of the dashboard). Each handles information only to provide its service to us. This means information is processed outside Pakistan.

Our use of Gemini

We use Gemini through Google's paid service. Under Google's terms for paid services, Google does not use the content we send, or the replies, to improve its products. Google may keep logs for a limited time to detect abuse and to meet legal requirements.

Google user data

If a clinic connects its Google Calendar, we use that access only to read free and busy times and to create, change and delete appointment events for that clinic. We do not use Google data for advertising or sell it, and we do not transfer it except as needed to provide these features. [CONFIRM wording against the Google API Services User Data Policy before verification.]

Who can see it

The clinic's own doctors and staff, through a protected dashboard login, and the Vocal Node team where needed to operate and support the service.

How long we keep it

[RETENTION PERIOD: decide and state how long conversations and appointment records are kept, and what happens when a clinic ends its service.]

Your choices

Patients and clinics can ask us to access, correct or delete information by writing to hello@example.com. Because we act for the clinic, we may need to pass a patient's request to the clinic.

Changes

If we change this policy we will update the date above.