Stop listening to
voicemails.
Start acting on them.

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Privacy Policy

Effective date: January 1, 2025

1. Information We Collect

VoiceCare Pro ("we," "us," or "our") collects information you provide when you sign up for our service, including your name, email address, clinic name, and billing details. We also process voicemail audio files and transcriptions forwarded to your unique clinic email address for the sole purpose of providing our AI triage service.

2. How We Use Your Information

We use collected information to operate and improve VoiceCare Pro, send you service notifications, respond to support requests, and process payments. We do not sell your information to third parties.

3. Patient Data

Voicemail content forwarded to VoiceCare Pro may contain protected health information (PHI). We process this data solely to deliver AI summaries to authorized clinic staff. Audio files and transcriptions are retained for a limited period to support dashboard functionality and are deleted in accordance with our data retention schedule.

4. Data Security

We implement industry-standard security measures including encryption in transit (TLS) and at rest. Access to voicemail data is restricted to authorized personnel and automated processing systems only.

5. Data Retention

Voicemail data is retained for 90 days from receipt unless your plan specifies otherwise. Account data is retained for the duration of your subscription plus 30 days after cancellation.

6. Your Rights

You may request access to, correction of, or deletion of your data at any time by contacting support@getvoicecarepro.com. We will respond within 30 days.

7. Contact

For privacy-related questions, email support@getvoicecarepro.com.

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Terms of Service

Effective date: January 1, 2025

1. Acceptance of Terms

By accessing or using VoiceCare Pro, you agree to be bound by these Terms of Service. If you do not agree, do not use our service.

2. Description of Service

VoiceCare Pro provides an AI-powered voicemail triage platform for healthcare clinics. The service receives forwarded voicemails, generates AI summaries, extracts key information, and delivers structured notifications to authorized users.

3. Acceptable Use

You may use VoiceCare Pro only for lawful purposes in connection with your healthcare facility's operations. You may not use the service to process voicemails unrelated to legitimate patient or clinical communications, attempt to reverse-engineer the platform, or share access credentials with unauthorized parties.

4. Subscription and Billing

Subscriptions are billed monthly in advance. Your plan includes a set number of voicemail processings per month. Voicemails processed above your plan limit may result in service interruption until the next billing cycle. We reserve the right to change pricing with 30 days written notice.

5. No Medical Advice

VoiceCare Pro is a communication management tool. AI summaries and recommended actions are informational only and do not constitute medical advice. Clinical staff are responsible for all patient care decisions.

6. Limitation of Liability

To the maximum extent permitted by law, VoiceCare Pro shall not be liable for indirect, incidental, or consequential damages arising from use of the service. Our total liability shall not exceed the fees paid by you in the 3 months preceding the claim.

7. Termination

Either party may terminate the subscription at any time. Upon termination, your access will end at the close of the current billing period. Data deletion requests will be honored within 30 days.

8. Governing Law

These terms are governed by the laws of the United States. Disputes shall be resolved by binding arbitration.

9. Contact

Questions about these terms? Email support@getvoicecarepro.com.

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HIPAA Notice

Effective date: January 1, 2025

Business Associate Agreement (BAA)

VoiceCare Pro operates as a Business Associate under HIPAA where applicable. Covered entities (clinics, hospitals, and medical facilities) using our service to process voicemails containing Protected Health Information (PHI) are encouraged to execute a Business Associate Agreement with us before going live. Please contact mani@getvoicecarepro.com to request a BAA.

How We Handle PHI

• PHI contained in forwarded voicemails is used solely to generate AI summaries and deliver notifications to authorized clinic staff
• PHI is not disclosed to third parties except as required to provide the contracted service
• We employ administrative, physical, and technical safeguards to protect PHI
• PHI is retained for no longer than necessary and deleted per agreed retention schedules

Your Responsibilities

Clinics are responsible for ensuring their use of VoiceCare Pro complies with applicable HIPAA regulations, including obtaining any necessary patient authorizations and ensuring only authorized staff have access to the dashboard and email notifications.

Contact

For HIPAA-related inquiries or to request a BAA, contact mani@getvoicecarepro.com.

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Refund Policy

Effective date: January 1, 2025

Free Trial

All plans include a 14-day free trial. You will not be charged until the trial period ends. You may cancel at any time during the trial at no cost.

Monthly Subscriptions

Monthly subscriptions may be cancelled at any time. Upon cancellation, you retain access through the end of the current billing period. We do not offer prorated refunds for unused days within a billing cycle.

Exceptions

If you experience a material service failure attributable to VoiceCare Pro within the first 30 days of a paid subscription, please contact support@getvoicecarepro.com. We will review your case and may offer a full or partial refund at our discretion.

Contact

Refund requests: support@getvoicecarepro.com.