Privacy Policy

Who we are

GentVoice operates an AI voice agent that answers a dental practice's phone, books new patients, and texts back missed callers. In this policy, “we” and “GentVoice” refer to the company, and “you” refers to a practice, a visitor to our website, or a person who calls a practice that uses GentVoice.

Information we collect

• Contact details you submit. When you request a demo, join a waitlist, or contact us, we collect your name, email, phone number, and practice name.
• Demo call number. If you use the live demo, we use the phone number you enter only to place that one call.
• Patient call data, on behalf of a practice. When GentVoice answers calls for a practice, we process call audio, recordings, transcripts, caller names and phone numbers, appointment details, and messages, so the agent can answer, book, and confirm.
• Usage data. We record basic, non-advertising analytics, including which homepage variant you saw and an anonymous visitor identifier stored in a cookie, to measure how well the site works.

How we use information

• To provide the service: answer calls, check availability, book appointments into a practice's calendar, and send text confirmations.
• To improve the agent: we review calls the agent handles to fix mistakes and improve accuracy for dental front-desk conversations.
• To communicate with you about demos, onboarding, support, and billing.
• To keep the service secure and to meet legal obligations.

Service providers we use

We share information with vendors that help us run the service, under contracts that limit their use of it. We do not sell personal information. Our main providers are:

• Vapi, for the real-time voice pipeline that handles call audio.
• Google Calendar, to read availability and create appointment events on the calendar a practice chooses.
• Sent, to send appointment confirmation and missed-call text messages.
• Zoom, to schedule demo meetings booked through our website.
• Our email and hosting providers, to send transactional email and run the service.

Patient information and dental practices

When we handle patient information, we do so on behalf of the dental practice as their service provider, and the practice remains responsible for its patients' information. Where required, we will enter into a business associate agreement with the practice. Practices are responsible for providing any notices and obtaining any consents that apply to call recording and to contacting their patients.

Cookies

We use a small number of first-party cookies to run the homepage experiment and remember which version you saw. We do not use third-party advertising or cross-site tracking cookies.

Data retention and security

We keep information for as long as needed to provide the service, improve the agent, and meet legal and accounting requirements, then delete or anonymize it. We protect information with encryption in transit, access controls, and other safeguards appropriate to its sensitivity.

Your choices

You can ask us to access, correct, or delete information we hold about you by emailing hello@gentvoice.com. For patient information held on behalf of a practice, please contact that practice, and we will support their request.

Children

Our website and service are intended for dental practices and adults, not for children, and we do not knowingly collect information directly from children.

Changes and contact

We may update this policy and will revise the date above when we do. For any privacy question, contact us at hello@gentvoice.com.