Privacy Policy

Effective Date: December 4, 2025

Business Name: Appointment Verification

This Privacy Policy explains how Appointment Verification (“we,” “our,” or “us”) collects, uses, stores, and protects information received through inbound telephone calls, SMS/MMS/RCS messaging, and related communication services. This system is designed to act as an automated answering assistant that confirms appointment details, provides reminders, and sends transactional text messages when requested by callers.

1. Information We Collect

A. Phone and Communication Information

• Caller phone numbers
• Call metadata (timestamps, call duration, call routing)
• SMS/MMS/RCS message delivery data

B. Audio Recordings and Transcripts

Incoming calls may be recorded and transcribed. Recordings and transcripts may include:

• Caller’s voice
• Responses related to appointment confirmation and consent
• Information voluntarily provided during the call

C. Email Address (Optional)

If a caller voluntarily provides an email address, it will be used only for transactional communication.

D. No Website Tracking

• We do not use cookies.
• We do not use advertising or marketing trackers.
• Our Netlify-hosted website does not collect personal information.

2. How We Use the Information

• To provide appointment confirmation, reminders, and updates
• To obtain and document consent for receiving transactional messages
• To improve system accuracy, performance, and user experience
• For internal analytics (call flow success rates, drop-off points)
• For quality assurance and troubleshooting

All communication is strictly transactional. We do not send marketing or promotional messages.

3. What We Do Not Do

• We do not sell personal information.
• We do not share information with advertisers.
• We do not conduct behavioral tracking or profiling.
• We do not use marketing or advertising cookies.

4. Service Providers

We use the following trusted third-party service providers:

• Twilio – call handling, voice recordings, transcripts, and messaging services
• Netlify – static website hosting only
• Zoho Mail – incoming and outgoing email communication

These providers process data solely to deliver the services described and do not have permission to sell or use your data for marketing.

5. Data Retention

• Audio recordings: kept for up to 90 days
• Call transcripts: retained for 4–5 years for compliance verification
• System logs: retained as long as operationally necessary

This system is intended for U.S. use only. GDPR (EU) requirements do not apply.

6. Security

We use commercially reasonable security measures, including encrypted connections (HTTPS), secure cloud infrastructure, and limited access controls. No system is perfectly secure, but we work to safeguard your information.

7. User Rights

You may request:

• A copy of information associated with your phone number
• Correction of inaccurate information
• Deletion of information, except where retention is required for compliance

8. Changes to This Policy

We may update this Privacy Policy as the system evolves. The “Effective Date” will always reflect the most recent version.

9. Contact Us

Email: averify@zohomail.com

Address: Houston, Texas, USA