Privacy Policy

Effective date: 10 September 2026

This Privacy Policy explains how Clinic Voice Agent accesses, uses, stores, shares, retains and deletes information when clinics use our AI-assisted receptionist and appointment-management service.

1. Information we process

Depending on the clinic's configuration and the features used, we may process clinic configuration information, patient appointment details provided during a call, and Google Calendar information authorized by the clinic owner.

Patient appointment details may include information such as patient name, mobile number, appointment date and time, and the stated reason for the appointment. Clinics control the information they configure and the calendar they connect.

2. Google user data we access

When a clinic owner connects Google Calendar through Google OAuth, the application may access only the Google Calendar information needed to provide the requested scheduling features, including:

Calendar free/busy availability for appointment-slot checking.
Calendar event information needed to create, locate, update, reschedule or cancel clinic appointment events.
OAuth authorization tokens required to maintain the authorized Calendar connection.

We do not request or store the clinic owner's Google account password.

3. How we use Google user data

Google Calendar data is used only to provide and improve user-facing appointment-management functionality, including checking availability and creating, finding, rescheduling and cancelling appointments at the clinic owner's request.

Google Workspace data is not used for targeted advertising, interest-based advertising, credit decisions, sale to data brokers or information resellers, or training generalized AI or machine-learning models.

4. Sharing and service providers

We do not sell Google user data. We may use service providers that process limited information only as necessary to operate the requested service, such as cloud infrastructure and voice-agent technology providers. Such processing is limited to delivering the clinic's appointment and receptionist functionality, security, legal compliance, or other purposes permitted by applicable Google policies.

5. Storage and security

We use reasonable technical and organizational safeguards designed to protect information. OAuth credentials and tokens used for continued Calendar access are stored in protected backend storage and are not exposed in voice-agent prompts or public webpages.

6. Data retention and deletion

We retain data only for as long as reasonably necessary to provide the service, meet contractual or legal obligations, resolve disputes, and protect the service. When data is no longer required, we delete or anonymize it where appropriate.

A clinic may request deletion of stored service data or disconnection of its Google Calendar by contacting us. A clinic owner may also revoke Google access at any time from the security and connected-app settings in their Google Account.

7. Limited Use

Clinic Voice Agent's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

8. Patient and clinic responsibilities

Clinics are responsible for configuring accurate clinic information and for ensuring that their use of the service complies with applicable privacy, healthcare and communications laws. Clinic Voice Agent is an administrative tool and does not provide medical diagnosis or treatment.

9. Changes to this policy

We may update this Privacy Policy when our service or data practices change. The effective date above will be updated when material changes are published.

10. Contact

For privacy questions, data deletion requests or Google Calendar connection issues, contact: support@clinicvoiceagent.online