Privacy Policy
Effective date: May 1, 2026 · Last updated: May 1, 2026
This Privacy Policy explains how teleAI Receptionist, operated by Orblogic, Inc., collects, uses, stores, and protects information about you, your business, your employees, and your callers when you use our AI voice receptionist platform.
1. Information We Collect
Account & Business Information
When you register, we collect your name, email address, business name, business type, location, phone number, and billing information. You may also provide employee names, roles, contact numbers, and availability schedules.
Call & Communication Data
teleAI Receptionist processes live voice calls on your behalf. This includes call audio, transcripts, caller intent, message content, and call metadata (timestamps, duration, originating number). SMS messages sent for appointment confirmations and message routing are also stored.
Appointment & Calendar Data
We collect appointment details such as date, time, service type, employee assignment, caller contact information, and confirmation status to enable scheduling and SMS confirmation workflows.
Knowledge Base Content
Documents, FAQs, policies, and other files you upload to the AI knowledge base are stored and processed to generate accurate responses during calls.
Usage & Analytics Data
We automatically collect data about how you use the platform, including dashboard interactions, feature usage, call volume metrics, resolution rates, and routing outcomes.
Device & Technical Data
We collect IP addresses, browser type, operating system, and session data for security, fraud prevention, and service reliability purposes.
2. How We Use Your Information
- Operate the AI voice receptionist and process calls on your behalf
- Book, confirm, and manage appointments through your connected calendar
- Send SMS appointment confirmations and cancellations to callers
- Route calls and messages to the correct employees or departments
- Provide your AI receptionist with accurate knowledge base responses
- Generate analytics dashboards and call performance insights
- Send product updates, billing notifications, and support communications
- Detect, investigate, and prevent fraud or abuse of the platform
- Comply with legal obligations including HIPAA where applicable
- Improve platform reliability, performance, and infrastructure
3. What We Never Do With Your Data
- Your call data, patient information, and business data are never used to train any AI models
- We never sell, rent, or license your data to third parties
- Caller or patient information is never shared across customer accounts
- We do not use your knowledge base content for any purpose beyond powering your own AI receptionist
4. HIPAA Compliance
Healthcare Data Protection
teleAI Receptionist is built for healthcare providers and is fully HIPAA compliant. All call data, patient messages, and appointment information are encrypted in transit (TLS 1.2+) and at rest (AES-256). We implement administrative, physical, and technical safeguards as required by the HIPAA Security Rule.
Business Associate Agreement
Healthcare providers who handle Protected Health Information (PHI) may request a Business Associate Agreement (BAA) from us. The BAA governs how we process PHI on your behalf. Contact our team at orblogic.com/contact-us to obtain a BAA before using the platform with PHI.
5. Data Sharing & Third Parties
Service Providers
We share data only with vetted third-party service providers necessary to operate the platform, including cloud hosting providers, telephony infrastructure (Twilio), payment processors, and analytics services. All service providers are contractually bound to confidentiality and data protection obligations.
EHR & Calendar Integrations
If you connect third-party integrations such as athenahealth, Tebra, or Cerner Health, data is exchanged with those systems solely to fulfil the integration's intended function (e.g., syncing appointments). You control which integrations are enabled.
Legal Requirements
We may disclose information if required by law, court order, or to protect the rights, property, or safety of teleAI Receptionist, our users, or the public.
6. Data Retention
- Account and business data is retained for the duration of your subscription and for 90 days after account closure
- Call recordings and transcripts are retained per your plan settings and can be deleted on request
- Appointment data is retained for 12 months after the appointment date by default
- Uploaded knowledge base files are retained until you delete them
- Billing records are retained for 7 years as required by financial regulations
- You may request deletion of your data at any time by contacting us
7. Security
We use enterprise-grade security including TLS encryption for all data in transit, AES-256 encryption at rest, role-based access controls, multi-factor authentication options, regular security audits, and infrastructure hosted on SOC 2-compliant cloud providers. Despite these measures, no system is completely secure. We encourage you to use strong passwords and notify us immediately of any suspected unauthorized access.
8. Your Rights
Access & Portability
You may request a copy of the personal data we hold about you and your business at any time.
Correction
You may update inaccurate information directly in your dashboard or by contacting us.
Deletion
You may request deletion of your account and associated data. Certain data may be retained where required by law.
Opt-Out
You may opt out of non-essential marketing communications at any time via the unsubscribe link in emails or dashboard notification settings.
CCPA / GDPR
If you are a California resident or in the European Economic Area, you have additional rights including the right to know, right to delete, right to opt-out of sale (we do not sell data), and the right to non-discrimination. Contact us to exercise these rights.
10. Children's Privacy
teleAI Receptionist is a business-to-business platform and is not directed at individuals under 18. We do not knowingly collect personal information from minors.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice in the dashboard. Your continued use of the platform after the effective date constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us through our website at orblogic.com/contact-us. We will respond within 30 business days.
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