This Privacy Policy explains how PodiVoice (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you access or use our website (the “Website).

By using the Website, you agree to the collection and use of information in accordance with this Privacy Policy.

1) Who we are

PodiVoice

Email: [email protected]

For the purposes of applicable data protection laws, PodiVoice acts as a data controller in relation to personal data collected through the Website.

2) Scope of this Privacy Policy

This Privacy Policy applies only to data collected via the Website.

It does not apply to:

- Data processed within third-party platforms (e.g. practice management software)

- Data processed directly by clinics or healthcare providers

- Data processed under separate written agreements (such as service contracts or data processing agreements)

3) Information we collect

a) Information you provide voluntarily

- We may collect personal information when you:

- Submit a contact or enquiry form

- Request information or a demo

- Subscribe to updates

- Communicate with us via email, phone, or SMS

This information may include:

- Name

- Email address

- Phone number

- Business or clinic name

- Any information you choose to include in your message

b) Automatically collected information

When you visit the Website, we may automatically collect:

- IP address

- Browser type and version

- Device information

- Pages visited and time spent

- Referral source

- This data is used for analytics, security, and performance monitoring.

4) What we do not collect

The Website is not intended for the collection of sensitive personal data.

You must not submit:

- Medical records

- Protected Health Information (PHI)

- Patient identifiers

- Clinical notes or diagnostic information

- Unless expressly agreed in writing:

- PodiVoice does not act as a Business Associate under HIPAA

- Website forms are not designed for PHI transmission

- Any submission of sensitive or patient data via the Website is done at your own risk.

5) How we use your information

We use personal data to:

- Respond to enquiries and communications

- Provide requested information about our services

- Improve Website performance and user experience

- Send service-related or marketing communications (where consent is given)

- Maintain Website security and prevent misuse

- We do not sell personal data.

6) Legal bases for processing (GDPR / UK GDPR)

Where applicable, we process personal data based on one or more of the following legal bases:

- Your consent

- Performance of a contract or steps prior to entering a contract

- Our legitimate interests (e.g. operating, securing, and improving the Website)

- Compliance with legal obligations

7) Cookies & tracking technologies

We use cookies and similar technologies to:

- Enable core Website functionality

- Analyse traffic and usage

- Improve Website performance

Where required by law, cookie consent mechanisms are provided. You can control cookies through your browser settings.

8) SMS & communications

- If you opt in to receive SMS messages:

- You consent to receive service-related and occasional marketing messages

- Message frequency may vary

- Message and data rates may apply

- You may opt out at any time by replying STOP

- For help, reply HELP

- We may use third-party messaging and automation providers to deliver communications.

9) Third-party service providers

- We may use trusted third-party providers to support:

- Website hosting

- Analytics

- Automation and messaging

- CRM and communication tools

These providers process data only on our instructions and are required to implement appropriate security measures.

We are not responsible for the privacy practices of third-party websites or platforms linked from the Website.

10) International data transfers

Your data may be processed or stored outside your country of residence, including in jurisdictions with different data protection laws.

Where required, we use appropriate safeguards to protect personal data in accordance with applicable law.

11) Data retention

- We retain personal data only for as long as necessary to:

- Fulfil the purposes outlined in this Privacy Policy

- Comply with legal, regulatory, or contractual obligations

- Resolve disputes and enforce agreements

- Data may be anonymised or securely deleted when no longer required.

12) Data security

We implement reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure.

However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

13) Your rights

- Depending on your location, you may have rights to:

- Access personal data we hold about you

- Request correction or deletion

- Restrict or object to processing

- Withdraw consent at any time

- Lodge a complaint with a data protection authority

- Requests can be made using the contact details below.

14) Children’s privacy

The Website is not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

15) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page, and continued use of the Website constitutes acceptance of any changes.

16) Contact

If you have questions about this Privacy Policy or how we handle personal data, please contact:

Email:[email protected]