1. Information We Collect
Account information
When you sign up for VoiceCare Pro, we collect your name, email address, clinic or organization name, phone number, and billing information (processed securely by our payment provider).
Voicemail data
When your clinic forwards voicemails to your unique VoiceCare Pro email address, we receive and process the audio files and any associated metadata (timestamp, sender address). This data may contain protected health information (PHI) depending on the content of patient messages.
Usage data
We collect information about how you interact with the VoiceCare Pro dashboard, including pages visited, features used, and session duration, to improve the product and ensure reliability.
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the VoiceCare Pro service
- Generate AI summaries, transcriptions, and recommended actions from voicemail audio
- Deliver email notifications to authorized clinic staff
- Respond to support inquiries and troubleshoot issues
- Process billing and send transactional communications
- Improve product functionality through aggregated, anonymized usage analysis
- Comply with legal obligations
We do not use voicemail content or patient data for advertising, model training, or any purpose outside of service delivery.
3. Patient Data
Voicemail messages forwarded to VoiceCare Pro may contain protected health information (PHI) under HIPAA. We treat this data with the highest level of care:
- PHI is processed solely to generate AI summaries and deliver notifications to the authorized clinic account
- PHI is not reviewed by VoiceCare Pro staff unless required for technical support with explicit clinic authorization
- Audio files and transcriptions are stored for 90 days and then permanently deleted unless a different retention period is agreed upon in writing
- Clinics remain the data controller for patient information; VoiceCare Pro acts as a processor
Covered entities subject to HIPAA are encouraged to execute a Business Associate Agreement (BAA) with us. Contact mani@getvoicecarepro.com to request one.
4. Data Sharing
We do not sell, rent, or trade your data or patient data to third parties. We may share information only in the following limited circumstances:
- Service providers: Trusted vendors who help operate our infrastructure (cloud hosting, payment processing) under strict data processing agreements
- Legal requirements: When required by law, regulation, or valid legal process
- Business transfers: In the event of a merger or acquisition, with advance notice to affected users
5. Security
We implement industry-standard administrative, physical, and technical safeguards to protect your data, including:
- Encryption in transit using TLS 1.2 or higher
- Encryption at rest for stored voicemail data and account information
- Access controls limiting data access to authorized personnel only
- Regular security reviews and monitoring
No method of transmission over the internet is 100% secure. We encourage clinics to use strong passwords and to promptly notify us of any suspected unauthorized access.
6. Data Retention
Voicemail audio files and transcriptions are retained for 90 days from the date of receipt, after which they are permanently deleted from our systems. AI-generated summaries displayed in the dashboard may be retained for up to 12 months for audit and analytics purposes.
Account data (name, email, billing history) is retained for the duration of your active subscription plus 30 days following cancellation, after which it is deleted or anonymized.
7. Your Rights
Depending on your location, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your account and associated data
- Object to or restrict certain types of processing
- Receive a copy of your data in a portable format
To exercise any of these rights, email support@getvoicecarepro.com. We will respond within 30 days.
8. Cookies
The VoiceCare Pro dashboard uses essential cookies to maintain your session and authentication state. We do not use advertising or tracking cookies. You may disable cookies in your browser settings, though this may affect dashboard functionality.
9. Children's Privacy
VoiceCare Pro is a B2B service intended for use by healthcare professionals. We do not knowingly collect personal information from individuals under 18. If you believe a minor's data has been submitted, contact us immediately at support@getvoicecarepro.com.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of the page and, for material changes, notify account holders by email at least 14 days in advance.
11. Contact Us
For questions, data requests, or concerns about this Privacy Policy:
- Email: support@getvoicecarepro.com
- BAA and HIPAA inquiries: mani@getvoicecarepro.com