Legal
Privacy Policy
Effective July 24, 2026
OfficeCallback provides AI phone answering for clinics and offices. This policy explains what information we collect when an office uses OfficeCallback to handle its calls, how we use it, and how office owners and their patients can ask us to delete it.
Information we collect
When OfficeCallback answers a call on behalf of an office, we may collect:
- Caller details — name and phone number.
- Visit details — the reason for the call and any details shared to help address the request.
- Appointment details — requested service, preferred date and time, and booking confirmations.
- Call recordings and transcripts — where the office has call recording enabled, so the conversation can be accurately turned into a booking or message.
From office owners, we collect the business contact information needed to set up the service and deliver call notifications — such as a name, phone number, and email address.
How we use this information
We use the information above to:
- Book, confirm, and manage appointments on the office's behalf.
- Text or email office owners the details of a call as soon as it ends.
- Improve the accuracy and reliability of the answering service, including reviewing transcripts to fix mistakes.
We do not use caller or office data to build advertising profiles or for any marketing purpose beyond OfficeCallback's own service.
We don't sell your data
Caller and office data is never sold, rented, or shared with third parties for their marketing purposes. We share information only with the service providers that help us operate OfficeCallback itself — such as telephony and hosting infrastructure — and only to the extent needed to answer calls, send notifications, and keep the service running. Those providers are bound to use the data only for that purpose.
Data retention
Call recordings and transcripts are kept for up to 12 months from the date of the call, then automatically deleted. Appointment and message details are kept for as long as the office's account is active, so the office can reference its own call history. An office or caller can request earlier deletion at any time, as described below.
Requesting data deletion
Office owners can request deletion of any call recordings, transcripts, or booking data tied to their account by emailing us at [email protected].
End patients — anyone who has called an office using OfficeCallback — can request that their name, number, and call details be deleted by emailing the same address with the phone number they called from and the office they contacted. We'll verify the request and remove the associated data within 30 days.
Security
We use reasonable technical and organizational safeguards to protect caller and office data against unauthorized access, loss, or misuse.
Changes to this policy
If this policy changes, we'll update the effective date above and, for significant changes, notify office owners directly.
Contact us
Questions about this policy or how your data is handled can be sent to [email protected].
1001553980 ONTARIO INC. · Toronto, Ontario, Canada