Privacy Policy

Effective Date: September 28, 2026

1. Information We Collect

Personal Information: Name, email address, phone number, and any information submitted through website audit forms, consultation requests, or contact channels.
Meta & WhatsApp API Data: Limited interaction metadata and message logs from connected messaging channels with prior authorization.
Usage Data: Technical logs, browser specifications, IP address, and anonymized interaction analytics.

2. Voice AI Call Recordings & Transcripts

ProProfile deploys autonomous AI voice receptionists for healthcare practices and medical spas. When patients or callers dial a telephone line operated by our infrastructure:

What Is Collected: Audio recordings of the telephone conversation, full-text transcriptions, caller ID information (inbound phone number, timestamp, call duration), and caller-provided intake details (such as name, requested treatment, and scheduling preferences). In compliance with Florida two-party consent laws, calls state that they are recorded at the start of the conversation.
Purpose of Processing: Recordings and transcripts are processed solely for service delivery (answering patient questions, qualifying consultation intent, and booking appointments into the clinic's CRM calendar), call quality auditing, and conversational accuracy optimization. The AI does not provide medical diagnosis or treatment advice.
Data Retention & Separation: Each clinic's call data is kept separate and private. Data is retained only for the duration required to support clinic operations and CRM synchronization.
Deletion Requests: Clinics or individual callers may request deletion or inspection of their call recordings and transcripts at any time by emailing info@proprofile.app.

3. How We Use Information

To deliver and operate autonomous voice receptionist and CRM booking services.
To respond to inquiries and provide customer support.
To transmit automated appointment notifications and confirmation alerts.
To ensure system integrity, security, and legal compliance.

4. Data Sharing & Infrastructure Providers

We do not sell personal information or call data. Data is shared only with verified technical infrastructure providers essential to delivering our services:

Voice AI and conversational intelligence engines (e.g., Vapi).
Telephony and carrier routing networks (e.g., Telnyx).
CRM and automation infrastructure (e.g., GoHighLevel, n8n).
Secure cloud hosting and analytics platforms.

5. Your Rights & Access Controls

You may request to:

Access or export personal information and call records associated with your account.
Request immediate deletion of call audio, transcripts, or contact details.
Opt out of non-essential communications at any time.

To exercise these rights, email us at info@proprofile.app.

6. Security Safeguards

We maintain strict administrative, technical, and physical safeguards designed to protect personal data, voice recordings, and practice information from unauthorized access, loss, or disclosure.

7. Policy Updates

This policy may be updated periodically to reflect service enhancements or statutory updates. The effective date at the top of this document indicates when changes were last implemented.