Privacy Policy

Renia Dental AI LLC ("Company", "we", "us", or "our") operates the website reniadental.com and provides artificial intelligence voice receptionist software services for dental practices (the "Services"). We are committed to protecting the privacy of your practice ("Clinic", "Customer", "you") and your patients whose call details, voice recordings, and schedules are processed by our systems.

This Privacy Policy explains how we collect, use, share, and protect information when you subscribe to and integrate our Services with your clinic systems.

1. Information We Collect

We collect several categories of information depending on how you interact with the Services:

• **Account Registration Data:** Clinic owner name, business email, business phone number, clinic name, physical clinic address, and account credentials.
• **Patient Call Data (Protected Health Information - PHI):** Names, birthdates, phone numbers, insurance carrier names, member IDs, reasons for scheduling (e.g., routine cleaning, severe swelling, trauma), and voice call recordings or transcriptions.
• **PMS Synchronization Logs:** Synced calendar details, chair availability status, and booking metadata transmitted via our outbound-only local Windows Sync Agent.
• **Usage Details:** Billing history, subscription tier details, call duration statistics, and browser telemetry details.

2. HIPAA Compliance & Patient Data Protection

We are a **HIPAA Compliant** service provider. Because patient names, phone numbers, and emergency triage logs constitute Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA), we enforce strict technical and organizational safeguards:

• **Data Isolation & Encryption:** All PHI is encrypted in transit via TLS 1.3 and at rest using field-level AES-256 symmetric encryption.
• **Strict BAA:** We execute a formal Business Associate Agreement (BAA) with all covered dental practices prior to active PMS database write-backs.
• **Audit Logging:** Every administrative lookup, login attempt, or database update is permanently recorded in a write-once read-many (WORM) audit trail.

3. How We Use the Information

We use the collected information to:

• Establish, operate, and maintain the AI voice receptionist call answering service.
• Check patient eligibility status against dental PPO portals in real-time.
• Verify calendar availability and write appointment bookings directly into your clinic database.
• Securely process subscription fees via our authorized reseller partner, Paddle.
• Address support inquiries, troubleshoot synchronization lag, and optimize speech recognition latency.

4. Data Sharing and Third-Party Subprocessors

We do not sell practice or patient information. To provide the Services, we share encrypted data under strict confidentiality terms with the following subprocessors:

• **Paddle.com:** Our online reseller partner and Merchant of Record. Paddle processes all payment details, subscription renewals, billing address inputs, and transaction records. We do not store or process cardholder credit card numbers.
• **Twilio Inc.:** Provides programmable voice infrastructure, speech-to-text translation, and notification routing (SMS/alerts).
• **xAI (Grok API):** Powers the natural language understanding and dialogue response engine for the voice assistant. All data sent to xAI is encrypted, processed as a transient state, and is **not** used to train global AI models.

5. Two-Party Consent and Wiretapping Laws

Under Florida Wiretapping Statute § 934.03, recording oral communications requires the consent of all parties. To ensure compliance, we configure the AI receptionist to declare a legal consent notice immediately upon answering: *"Hi, thanks for calling... this call is recorded to help me coordinate your booking."* You are responsible for ensuring this consent warning remains enabled.

6. Data Retention and Security

We retain patient call records, transcript logs, and demographic data only for as long as necessary to fulfill the services requested by your clinic, or as required under HIPAA medical record retention rules. Upon account cancellation or practice request, we will purge or return all patient files, audit logs, and synced databases in accordance with our BAA.

7. Your Rights and Choices

Clinic administrators may request access to, correction of, or deletion of their account profile details by logging in to the admin portal or contacting support. For patient record deletions or data export requests, we will cooperate with your clinic to facilitate compliance with patients' request rights.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page with a revised "Last Updated" date.

9. Contact Us

For questions or concerns regarding our privacy policies or data protection methods, please reach out to us at:
Email: **[email protected]**
Address: **Renia Dental AI LLC, 100 SE 2nd St, Suite 2000, Miami, FL 33131**