Privacy Policy

Who We Are

Guidely is operated by SmithX LLC ("we," "us," or "our"). We provide AI-powered receptionist services for medical clinics and healthcare practices. Our website is located at getguidely.ai.

Information We Collect

We collect information you provide directly to us, including:

• Contact information: Name, email address, phone number, and clinic name when you book a demo or contact us.
• Account information: Practice details, scheduling preferences, and configuration data when you become a customer.
• Call data: Phone call recordings, transcripts, and metadata processed through our AI receptionist service on behalf of your clinic.
• Usage data: Browser type, IP address, pages visited, and other standard analytics data collected automatically when you visit our website.

How We Use Your Information

• To provide and maintain our AI receptionist service
• To process and book patient appointments on behalf of your clinic
• To communicate with you about your account, demos, and service updates
• To improve our service quality and AI performance
• To comply with legal obligations

Patient Data and HIPAA

When processing calls for healthcare practices, we act as a Business Associate under HIPAA. We handle protected health information (PHI) only as necessary to perform our services. We enter into Business Associate Agreements (BAAs) with our healthcare clients as required by law. We do not sell, share, or use patient data for marketing purposes.

Data Sharing

We do not sell your personal information. We may share information with:

• Service providers: Third-party vendors who help us operate our service (e.g., cloud hosting, voice AI infrastructure, analytics).
• Legal compliance: When required by law, regulation, or legal process.
• Business transfers: In connection with a merger, acquisition, or sale of assets.

Data Security

We implement industry-standard security measures to protect your information, including encryption in transit and at rest. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your information for as long as your account is active or as needed to provide services. Call recordings and transcripts are retained according to the terms of your service agreement. You may request deletion of your data at any time by contacting us.

Cookies and Tracking

Our website uses cookies and similar technologies for analytics and site functionality. You can control cookie preferences through your browser settings.

Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Opt out of marketing communications
• Request a copy of your data in a portable format

Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have questions about this privacy policy or our data practices, contact us at:

SmithX LLC
Email: privacy@getguidely.ai