Privacy Policy
Last updated: Jan 13, 2025
1. Introduction
KSynthesis LLC ("Company", "we", "us", or "our"), provider of GetHelpdesk.AI (the "Service"), is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, and safeguard your information when you use our AI-powered virtual receptionist service for dental practices. We've designed this policy to help you understand our practices and to inform you about your privacy rights and choices. Our Service can be accessed at https://gethelpdesk.ai. By accessing or using our Service, you agree to this Privacy Policy and our Terms of Service. If you do not agree with any part of these terms, please do not use our Service.
2. Definitions
For the purposes of this Privacy Policy:
Account means a unique account created for You to access our Service or parts of our Service.
Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to KSynthesis LLC, located at Pflugerville, Texas.
Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
Country refers to: Texas, United States
Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
Personal Data is any information that relates to an identified or identifiable individual. This may be subject to various state privacy laws including but not limited to CCPA/CPRA for California residents.
Protected Health Information (PHI) means individually identifiable health information that is transmitted or maintained in any form or medium by a Covered Entity or Business Associate, subject to HIPAA regulations.
Service refers to GetHelpdesk.AI's AI-powered virtual receptionist service.
Service Provider means any natural or legal person who processes data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service.
State Privacy Laws refers to various state-specific privacy regulations that may apply to the processing of Your personal information, including but not limited to the Texas Identity Theft Enforcement and Protection Act, California Consumer Privacy Act (CCPA), and other applicable state privacy laws.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself.
Voice Data refers to audio recordings, transcripts, and related metadata from calls handled by our AI receptionist service.
Website refers to GetHelpdesk.AI, accessible from https://gethelpdesk.ai
You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
Information We Collect
Personal Information
When you use our Service, we collect information that can identify you ("Personal Information"), which may include:
- Contact Information: We collect basic details such as your name, email address, phone number, and business address when you register for our Service or request information about our offerings.
- Dental Practice Information: We gather information about your dental practice, including operational hours, staff details, scheduling preferences, and practice management systems in use.
- Voice Data and Communications: Our Service records and processes:
- Audio recordings of calls handled by our AI receptionist
- Call transcripts and conversation logs
- Call metadata (time, duration, participants)
- Patient communication preferences and history
- Payment Information: For billing purposes, we collect payment details through our secure payment processors. We do not store complete credit card information on our servers.
Healthcare-Related Information
As a service provider to dental practices, we may process Protected Health Information (PHI) as defined by HIPAA. This includes:
- Patient appointment information
- Basic patient contact details
- Communication records
- Other health-related information shared during calls
Technical Information
Our Service automatically collects certain technical information about how you access and use our Service, including:
- Device Information: The type of device, operating system, and browser you use
- Usage Details: How you interact with our Service, including features used and time spent
- Log Data: IP addresses, access times, error logs, and performance data
- Location Information: General location based on IP address or timezone settings
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience and collect usage data. These technologies help us:
- Remember your preferences and settings
- Maintain your session security
- Understand how you use our Service
- Improve our features and performance
II. How We Use Your Information
Primary Uses
We use the information we collect to:
- Provide and Operate our Service
- Process incoming calls through our AI receptionist
- Manage appointments and schedules
- Facilitate practice-patient communications
- Maintain and improve our AI systems
- Improve and Personalize the User Experience
- Customize the Service to your preferences
- Analyze usage patterns to enhance features
- Train our AI models using anonymized data
- Develop new capabilities and services
- Communicate with You
- Send service updates and notifications
- Provide technical support
- Respond to your inquiries
- Share important account information
- Maintain Security and Compliance
- Protect against unauthorized access
- Ensure HIPAA compliance
- Meet regulatory requirements
- Prevent and detect fraud
III. Information Sharing and Disclosure
Service Providers
We work with trusted third-party service providers who assist us in operating our Service, conducting our business, or serving our users. These partners may have access to your information only to perform these tasks on our behalf and are contractually obligated to protect your information. Our service providers include:
- Cloud infrastructure providers
- Voice and telephony services
- Practice management system integrations
- Payment processors
- Analytics services
Healthcare Information Sharing
As a Business Associate under HIPAA, we handle Protected Health Information (PHI) with the utmost care. We only share PHI:
- As authorized by your Business Associate Agreement
- When required by law
- With your explicit permission
- For providing our contracted services
Legal Requirements
We may disclose your information if required to do so by law or if we believe such action is necessary to:
- Comply with legal obligations
- Protect our rights, property, or safety
- Protect the personal safety of users or the public
- Defend against legal claims
Business Transfers
If our company is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our website of any change in ownership or uses of your information.
IV. Data Security and Protection
Security Measures
We implement comprehensive security measures to protect your information, including:
- End-to-end encryption for data transmission
- Secure cloud infrastructure with access controls
- Regular security audits and assessments
- Employee training on security and privacy
- Incident response procedures
- Continuous monitoring systems
Data Storage and Retention
We retain your information only as long as necessary to:
- Provide our services
- Comply with legal obligations
- Resolve disputes
- Enforce our agreements
V. Your Privacy Rights
General Rights
All users have the right to:
- Access their personal information
- Correct inaccurate data
- Request deletion of their information
- Opt-out of certain data sharing
- Receive their data in a portable format
State-Specific Privacy Rights
For Texas Residents
As our company is based in Texas, we comply with all applicable Texas privacy and data protection laws, including the Texas Identity Theft Enforcement and Protection Act.
For California Residents
Under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), California residents have additional rights, including:
- The right to know what personal information is collected
- The right to delete personal information
- The right to opt-out of the sale of personal information
- The right to non-discrimination for exercising these rights
Healthcare Privacy Rights
As a Business Associate under HIPAA, we respect and protect your rights regarding healthcare information, including:
- The right to access PHI
- The right to request amendments
- The right to receive an accounting of disclosures
- The right to request restrictions
- The right to confidential communications
VI. Third-Party Services and Integrations
Practice Management Systems
Our Service may integrate with various dental practice management systems to provide seamless appointment scheduling and management. These integrations are implemented with appropriate security measures and in compliance with HIPAA requirements.
Links to Other Websites
Our Service may contain links to other websites not operated by us. We are not responsible for the privacy practices of these third-party websites. We encourage you to review their privacy policies before providing any personal information.
VII. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:
- Posting the new Privacy Policy on this page
- Sending an email notification to the primary contact on your account
- Providing notice through our Service
VIII. Contact Information
If you have questions about this Privacy Policy or our privacy practices, please contact us at:
KSynthesis LLC
Pflugerville, TX
Email: hello@gethelpdesk.ai
Website: https://gethelpdesk.ai