Privacy Policy

Last updated: April 27, 2025

1. Introduction

At Novoflow, we take the privacy and security of your information seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist service. We are committed to protecting your information in compliance with HIPAA and other applicable privacy laws.

2. Information We Collect

2.1 Protected Health Information (PHI)

As a HIPAA-compliant service provider, we may collect and process PHI including:

  • Patient names and contact information
  • Appointment details and scheduling information
  • Basic health information provided during calls
  • Insurance and billing information

2.2 Clinic Information

We collect information about your medical practice including:

  • Clinic name and contact details
  • Staff information and credentials
  • Practice management system details
  • Service configuration preferences

2.3 Technical Data

We automatically collect certain technical information including:

  • Call logs and recordings
  • Usage statistics and analytics
  • Device and browser information
  • IP addresses and access timestamps

3. How We Use Your Information

We use the collected information for the following purposes:

  • Providing and improving our AI receptionist service
  • Processing and scheduling patient appointments
  • Training and optimizing our AI systems
  • Ensuring compliance with healthcare regulations
  • Generating analytics and performance reports
  • Responding to support requests
  • Sending service updates and notifications

4. HIPAA Compliance & Data Security

As a Business Associate under HIPAA, we implement comprehensive security measures:

  • End-to-end encryption for all data transmission
  • Secure, HIPAA-compliant data storage
  • Regular security audits and assessments
  • Access controls and authentication measures
  • Employee training on privacy and security
  • Incident response and reporting procedures

5. Data Sharing and Disclosure

We may share your information with:

  • Your authorized practice management system
  • HIPAA-compliant service providers
  • Legal and regulatory authorities when required
  • Business partners with your explicit consent

6. Data Retention

We retain information in accordance with HIPAA requirements and applicable laws:

  • PHI is retained for the legally required period
  • Call recordings are stored for quality assurance
  • Technical logs are maintained for security purposes
  • You may request data deletion subject to legal requirements

7. Your Rights

You have the right to:

  • Access your personal information
  • Request corrections to your data
  • Obtain a copy of your data
  • Request data deletion (subject to legal requirements)
  • Opt-out of certain data processing
  • File a complaint with regulatory authorities

8. Updates to Privacy Policy

We may update this Privacy Policy periodically. We will notify you of any material changes through our service or via email. Continued use of our service after such modifications constitutes acceptance of the updated Privacy Policy.

9. Contact Us

For privacy-related inquiries or to exercise your rights, please contact our Privacy Officer at:

Email: founders@novoflow.io

Address: Under Construction

Phone: Under Construction