Privacy Policy
Privacy Policy for ClinicFrontline
Effective Date: September 19, 2025
1. Introduction
Welcome to ClinicFrontline ("we," "us," or "our"). We provide AI-powered communication systems, including AI website chatbots and AI voice receptionists (the "Services"), to our business clients, primarily in the medical aesthetics industry ("Clients").
This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website ClinicFrontline.com (the "Site"), and when our Clients use our Services.
2. Information We Collect
We collect information in the following ways:
A. Information You (Our Client) Provide to Us:
Contact Information: Your name, business name, email address, phone number, and physical address.
Payment Information: Payment details, such as credit card information, are collected and processed by our third-party payment processor (e.g., Paypal). We do not store this information on our servers.
Business Information: Information you provide for the configuration of our AI agents, such as your service offerings, pricing, and operational details (your "Knowledge Base").
B. Information Our AI Agents Collect on Behalf of Our Clients:
When our AI agents interact with your customers ("End-Users") on your website or phone line, we act as a Data Processor on your behalf. The data collected may include:
Personal Information: Full name, email address, phone number.
Service Interest: The types of services the End-User is interested in (e.g., "Botox," "laser hair removal").
Conversation Data: Transcripts and recordings of conversations between the End-User and the AI agent.
C. Information Collected Automatically:
When you visit our Site, we may automatically collect certain information, including:
Log and Usage Data: IP address, browser type, operating system, and pages visited.
Cookies: We use cookies to enhance your experience. You can control the use of cookies at the individual browser level.
3. How We Use Your Information
We use the information we collect for the following purposes:
To provide, operate, and maintain our Services.
To process your payments and manage your account.
To communicate with you, including sending service updates and marketing materials.
To improve our Site and Services.
For AI Model Improvement: We may use anonymized and aggregated conversation data to train and improve the underlying AI models that power our Services. We will never use your specific Client or End-User personal information for this purpose without explicit consent.
4. How We Share Your Information
We do not sell your personal information. We may share information with the following third parties:
Service Providers: Companies that perform services for us, such as website hosting (e.g., Cloudfare), payment processing (e.g., Paypal), CRM/automation platforms (e.g., GoHighLevel), and AI service providers (e.g., buildmyagent.io, Vapi, OpenAI).
Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
5. Your Data Rights (CCPA/CPRA & GDPR Best Practices)
You have certain rights regarding your personal information:
Right to Access: You have the right to request copies of your personal data.
Right to Rectification: You have the right to request that we correct any information you believe is inaccurate.
Right to Erasure (Deletion): You have the right to request that we erase your personal data, under certain conditions.
Right to Opt-Out: You have the right to opt-out of marketing communications at any time.
To exercise these rights, please contact us at [email protected].
6. Data Security
We use administrative, technical, and physical security measures to help protect your personal information. This includes SSL encryption and secure hosting environments.
7. International Data Transfers
Our business may operate from a location outside of the United States. As such, your information may be transferred to, stored, and processed in a country that is not your own. We will take all necessary measures to ensure that your data is treated securely and in accordance with this privacy policy.
8. Children's Privacy
Our Services are not intended for use by children under the age of 13, and we do not knowingly collect personal information from children under 13.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.
10. Contact Us
If you have any questions about this Privacy Policy, please contact us:
By email: [email protected]