Privacy Policy

Last updated: March 29, 2026

EletvaAi ("we", "us", "our") operates the Aria AI receptionist platform for dental clinics. This policy explains how we collect, use, and protect data.

1. What We Collect

• Clinic data: Clinic name, address, hours, staff names, insurance accepted — provided during onboarding.
• Call scheduling data: Appointment dates, times, and patient names collected by Aria during calls — used solely to book/cancel/reschedule appointments.
• Contact information: Patient phone numbers collected during calls — used only to send appointment confirmations.
• Usage logs: Call logs stored in Airtable, filtered per clinic — inaccessible to other clinics.

2. What We Do NOT Collect

• We do not collect, store, or process Protected Health Information (PHI) as defined by HIPAA.
• We do not store full patient medical records, diagnoses, or treatment history.
• We do not record audio of calls (transcripts only, used for call logging).
• We do not sell any data to third parties.

3. Data Storage

Scheduling data is stored in Airtable (US-based servers). Each clinic's data is logically isolated — no clinic can access another clinic's records. Google Calendar events are stored in the clinic's own Google account, which EletvaAi accesses only to create/read/delete appointment events.

4. Third-Party Services

• Vapi: Processes voice calls and transcriptions.
• Make.com: Orchestrates booking workflows.
• Twilio: Sends SMS appointment confirmations.
• Google Calendar API: Reads/writes appointment events.
• Airtable: Stores clinic and call log data.
• Stripe: Processes subscription payments (card data never touches our servers).

5. Data Retention

Call logs are retained for 12 months by default. Clinics may request deletion at any time by contacting milind@eletvaai.com. Upon subscription cancellation, data is retained for 30 days then deleted.

6. Security

All data is transmitted over HTTPS/TLS. API credentials are stored server-side and never exposed in client-facing code. Access to clinic data requires authentication via the clinic's login credentials.

7. Contact

Questions about this policy: milind@eletvaai.com