Privacy Policy

1. Information We Collect

We collect information necessary to operate and improve our services for dental clinic operations and patient communication workflows.

2. How We Use Information

We use collected information to:

• Deliver and manage our AI receptionist services
• Configure clinic-specific communication workflows
• Improve patient communication experiences
• Support appointment scheduling operations
• Provide onboarding and customer support
• Monitor system performance and reliability
• Maintain service security
• Analyze platform usage trends
• Communicate updates and service notices
• Comply with legal obligations

3. AI & Third-Party Infrastructure

Controx utilizes third-party infrastructure providers to power portions of our services.

These providers may include:

• OpenAI
• Anthropic
• Retell AI

These technologies help facilitate:

• AI-generated call handling
• Natural language processing
• Voice interactions
• Automated communication workflows

We work with providers that support secure and privacy-focused operations. However, Controx does not guarantee uninterrupted availability or performance of third-party systems.

4. Call Recordings & Transcripts

Depending on clinic configuration and local laws, calls handled through Controx may be recorded or transcribed for operational, training, quality assurance, and workflow optimization purposes.

Clients are responsible for:

• Ensuring appropriate patient disclosures where required by law
• Obtaining any legally necessary consents
• Using recordings in compliance with applicable healthcare and privacy regulations

5. Data Security

Controx is designed with secure patient communication workflows in mind.

We implement commercially reasonable safeguards intended to protect information from unauthorized access, misuse, alteration, or disclosure. These measures may include:

• Access controls
• Secure infrastructure providers
• Encrypted communications where supported
• Internal operational safeguards

No system can guarantee absolute security, and users acknowledge that internet-based services carry inherent risks.

6. Healthcare & Compliance Positioning

Controx supports dental clinic communication workflows but does not provide medical advice, emergency services, or healthcare treatment.

While our services are built with privacy-focused operations and secure communication practices in mind, Controx does not represent that its services are certified under any specific healthcare compliance framework unless explicitly stated in a separate written agreement.

Clients remain responsible for:

• Their own regulatory obligations
• Patient disclosures
• Consent management
• Record retention practices
• Compliance with applicable healthcare and privacy laws

7. Cookies & Analytics

We may use cookies, analytics tools, and similar technologies to:

• Understand website traffic
• Improve user experience
• Measure marketing effectiveness
• Optimize website performance

Users may manage cookies through browser settings, though certain website functionality may be affected.

8. Information Sharing

We do not sell personal information.

We may share information with:

• Infrastructure and technology providers
• Hosting and analytics providers
• Communication service providers
• Professional advisors
• Legal authorities where required by law

Information is shared only as reasonably necessary to operate and support our services.

9. Data Retention

We retain information for as long as reasonably necessary to:

• Provide services
• Maintain operational records
• Resolve disputes
• Enforce agreements
• Meet legal obligations

Retention periods may vary depending on the nature of the data and client relationship.

10. User Rights

Depending on applicable laws, users may have rights to:

• Access certain information
• Request correction of inaccurate data
• Request deletion of certain data
• Object to certain processing activities
• Request data portability where applicable

Requests may be submitted using the contact information below.

11. International Data Processing

Our infrastructure providers and systems may process information in multiple jurisdictions. By using our services, users acknowledge that information may be transferred and processed outside their local jurisdiction.

12. Children’s Privacy

Controx services are intended for dental clinics and business use. Our services are not directed toward children under the age of 13.

13. Policy Updates

We may update this Privacy Policy periodically to reflect operational, legal, or service-related changes.

Updated versions will be posted on our website with a revised effective date.