Privacy Policy
1. Introduction
Digital Desk AI ("we," "us," or "our") operates the Digital Desk AI platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.
2. Information We Collect
We collect information in the following ways:
- Account information: Name, email address, clinic name, clinic type, and billing details when you create an account or subscribe to our Service.
- Usage data: Information about how you interact with the platform, including pages visited, features used, and time spent.
- Patient data (processed on your behalf): As part of providing the Service, we process patient contact information such as names, phone numbers, and email addresses on behalf of your clinic. We act as a data processor for this information.
- Communication data: Messages, emails, or enquiries you send us through contact forms or email.
- Technical data: IP address, browser type, device information, and cookies.
3. How We Use Your Information
We use the collected information to:
- Provide, operate, and maintain the Digital Desk AI Service
- Process transactions and manage subscriptions
- Send transactional emails and platform notifications
- Respond to enquiries and provide customer support
- Improve and personalize the Service
- Monitor and analyze usage patterns for product development
- Detect, prevent, and address technical issues or fraud
- Comply with applicable legal obligations
4. Patient Data and HIPAA
Where our Service processes Protected Health Information (PHI) as defined by HIPAA on behalf of covered entities, we act as a Business Associate. We are committed to maintaining appropriate safeguards for any PHI processed through the Service.
You, as the clinic operator, remain the data controller for patient information and are responsible for ensuring you have the appropriate consent and legal basis to share patient contact information with our platform for the purpose of automated communications.
We do not sell, share, or use patient data for any purpose other than providing the Service you have contracted with us to deliver.
5. Data Sharing and Disclosure
We do not sell your personal information. We may share information with:
- Service providers: Third-party vendors who assist in delivering the Service (e.g., cloud hosting, payment processing, SMS delivery). These parties are contractually obligated to protect your information.
- Legal requirements: When required by law, court order, or government authority.
- Business transfers: In connection with a merger, acquisition, or sale of assets, subject to confidentiality obligations.
6. Data Retention
We retain your account information for as long as your subscription is active and for a reasonable period thereafter to comply with legal obligations. You may request deletion of your data at any time by contacting us at hello@digitaldeskai.com.
7. Security
We implement industry-standard security measures including encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of electronic transmission or storage is 100% secure. We encourage you to use strong passwords and protect your account credentials.
8. Cookies
We use essential cookies to operate the Service and analytics cookies to understand how the platform is used. You can control cookie settings through your browser, though disabling certain cookies may affect Service functionality.
9. Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information
- Object to or restrict certain processing
- Data portability
To exercise any of these rights, please contact us at hello@digitaldeskai.com.
10. Children's Privacy
The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes by email or via a notice in your dashboard. Your continued use of the Service after any changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
Digital Desk AI
Email: hello@digitaldeskai.com