Privacy Policy

1Who we are

VoxAiCare is developed and operated by Suruche ("Suruche", "we", "us"), registered in India. For most clinics, VoxAiCare acts as a data processor — we process patient data on behalf of the clinic (the "data controller"), following the clinic's instructions. For account, billing and usage data tied directly to the clinic itself, VoxAiCare acts as the data controller.

Questions about this policy, or requests relating to your data, can be sent to our Data Protection contact at contact@voxaicare.com.

2Data we collect

We collect the following categories of information:

Account & identity data

• Doctor / clinic staff name, clinic name, email, phone number and role.
• Login credentials and account preferences.
• Billing and subscription details (plan, invoices, payment status).

Patient data (processed on behalf of your clinic)

• Name, phone number, and contact details provided during a call, WhatsApp message or booking.
• Appointment history, reminders, and follow-up notes.
• Prescriptions, reports and medical records that your clinic chooses to digitize and store through VoxAiCare.
• Payment references for consultation fees or advance bookings (card and bank details are handled directly by our payment processors — VoxAiCare does not store full card numbers).

Call, voice & message data

• Call audio and auto-generated transcripts, used to understand and respond to patient requests.
• WhatsApp message content exchanged with the AI assistant.

Usage & device data

• Log data such as IP address, browser type, device identifiers, and pages visited on our website and dashboard.
• Product usage analytics (features used, session length) to improve reliability and performance.

3How AI processes your data

VoxAiCare uses speech-to-text, natural-language understanding and AI language models to understand what a caller or WhatsApp user is asking for, and to decide the right action — booking a slot, sending a reminder, or retrieving a record. To do this, call audio, transcripts and message text are transmitted to our AI and speech-processing providers strictly for the purpose of generating a response.

4Cloud storage & security

Clinic and patient data is stored on reputable cloud infrastructure providers with data centres selected to meet the compliance needs of the regions we operate in. Data is encrypted in transit (TLS) and at rest (AES-256), with role-based access controls limiting who inside VoxAiCare can view identifiable data, and only where necessary to provide support or maintain the service.

5WhatsApp, voice & SMS

VoxAiCare integrates with WhatsApp's Business messaging infrastructure and with telephony and SMS providers to answer calls, exchange WhatsApp messages, and send reminders. These providers process message and call metadata (numbers, timestamps, duration) strictly to deliver the communication — they do not use it for their own marketing purposes.

6Appointments & calendar data

Appointment slots, doctor availability, and booking history are stored within VoxAiCare to power scheduling, rescheduling and reminders. Where a clinic connects an external calendar, access is limited to the specific calendar scopes required for scheduling, and can be revoked by the clinic at any time from the dashboard.

7Permissions we request

• Microphone / call access — required to answer and process patient calls.
• Contacts (optional) — only if a clinic chooses to import an existing patient list.
• Notifications — to alert staff about new bookings, payments or reminders.

8Legal basis for processing

Depending on your location, we rely on one or more of the following legal bases:

• Consent — for example, when a patient agrees to receive reminder calls or messages.
• Contractual necessity — to provide the VoxAiCare service your clinic has subscribed to.
• Legal obligation — to meet tax, billing or regulatory record-keeping requirements.
• Legitimate interest — to keep the product secure, reliable, and continuously improving.

9How we share information

We do not sell personal data. We only share data with:

• AI, speech-processing, telephony, WhatsApp and payment providers who process data solely to deliver the feature you're using.
• Cloud hosting providers who store data on our behalf under confidentiality obligations.
• Professional advisors (legal, audit) where necessary.
• Law enforcement or regulators, only where legally required.

10International data transfers

VoxAiCare is available to clinics in India on a monthly subscription basis. Where data is transferred across borders—for example, to a cloud region outside your country—we rely on encryption and contractual safeguards to protect it both in transit and at rest.

11Data retention

• Patient records and appointment data are retained for as long as your clinic's account is active, and for a reasonable period after closure to allow data export.
• Call recordings and transcripts are retained only as long as needed to resolve the request or meet clinic record-keeping needs, then deleted or anonymized.
• Billing records are retained as required under applicable tax and financial regulations.
• Upon account deletion, primary account and patient data associated with your clinic is deleted within 30 days, except where longer retention is required by law.

12Data practices by plan

Both VoxAiCare plans use the same security, storage and AI-processing standards described in this policy. The difference between plans is the scope of calls handled, which affects how much call data is generated:

Storage and AI-token top-ups purchased on either plan are billed and logged against your clinic account, and are covered by the same retention rules in Section 11.

13Your rights & choices

Subject to applicable law, you may have the right to:

• Access a copy of the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of your data, subject to legal retention requirements.
• Withdraw consent for AI-driven calling, reminders or messaging at any time.
• Revoke permissions (e.g. calendar access) from your dashboard.
• Lodge a complaint with your local data protection authority.

To exercise any of these rights, email contact@voxaicare.com. Clinic staff and doctors should contact their clinic administrator; patients should contact the clinic directly, as the clinic controls patient data processed through VoxAiCare.

14Children's privacy

VoxAiCare is intended for use by clinic staff, doctors and administrators, who are adults. Patient data belonging to minors may be processed where a clinic manages pediatric appointments, always under the clinic's own consent and data-handling obligations as the data controller for that information.

15Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notice before they take effect. The "Last updated" date at the top of this page reflects the most recent revision.

16Contact us

If you have questions about this policy or how your data is handled, reach us at:

• Email: contact@voxaicare.com
• Support: support@voxaicare.com
• Operated by: Suruche · suruche.com