Privacy Policy
Effective Date: March 23, 2026 | Last Updated: March 23, 2026
1. Introduction
Aiging US LLC (“Company,” “we,” “us,” or “our”) operates an AI-powered front desk platform for medical practices. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you interact with our services, our partner medical practices, our website (aigingus.com), or our AI communication systems.
By using our services, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Information You Provide Directly
- Contact Information: Name, phone number, email address
- Appointment Information: Preferred provider, appointment type, scheduling preferences
- Insurance Information: Insurance provider, policy number, group number
- Medical Intake Information: Reason for visit, medical history, current symptoms, medications, allergies, emergency contacts
- Communication Preferences: Preferred language, consent to text/email
2.2 Information Collected Automatically
- Call Data: Call duration, call recordings (where permitted by law), call timestamps
- Chat/SMS Data: Message content, timestamps, conversation summaries
- Website Data: IP address, browser type, pages visited, referring URLs
- AI Interaction Data: Conversation transcripts with our AI agents for quality improvement
3. How We Use Your Information
We use the information we collect for the following purposes:
| Purpose | Legal Basis |
|---|---|
| Schedule and manage medical appointments | Performance of service / Consent |
| Send appointment confirmations, reminders, and follow-ups via SMS and email | Consent |
| Process patient intake forms and pre-visit instructions | Performance of service |
| Facilitate communication between patients and practice staff | Performance of service |
| Improve our AI systems and service quality | Legitimate interest |
| Comply with legal and regulatory requirements | Legal obligation |
| Send post-visit follow-ups and review requests | Consent |
4. SMS/Text Message Privacy
We will never sell, rent, or share your mobile phone number or SMS opt-in consent data with any third parties or affiliates for marketing or promotional purposes.
Your phone number is used solely for the healthcare-related communications you have consented to receive, including appointment scheduling, reminders, intake processing, follow-up care, and review requests.
For full details on our SMS program, please review our SMS Terms & Conditions.
5. Data Sharing and Disclosure
We may share your personal information only in the following circumstances:
- With Medical Practice Partners: We share your appointment, contact, and intake information with the specific medical practice you are scheduling with, as this is necessary to provide the service.
- Service Providers: We use third-party service providers (hosting, communication platforms, payment processors) who process data on our behalf under strict contractual obligations.
- Legal Requirements: We may disclose information when required by law, regulation, legal process, or governmental request.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
We do not sell your personal information to any third party.
6. Data Security
We implement appropriate technical and organizational security measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Role-based access controls
- Session timeout policies
- Regular security assessments
- Secure hosting infrastructure
While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.
7. Data Retention
We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Specifically:
- Contact and appointment data: Retained for the duration of the patient-practice relationship plus 7 years (or as required by applicable healthcare record retention laws).
- SMS opt-out records: Retained for a minimum of 10 years in compliance with Virginia SB 1339 and carrier requirements.
- AI conversation data: Retained for quality improvement purposes for up to 12 months, then anonymized or deleted.
- Website analytics: Retained for up to 24 months.
8. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information (subject to legal retention requirements).
- Opt-Out of SMS: Reply STOP to any text message to immediately stop receiving SMS communications.
- Opt-Out of Email: Click the unsubscribe link in any email communication.
- Withdraw Consent: Withdraw your consent for data processing at any time by contacting us.
To exercise any of these rights, contact us at connect@aigingus.com.
9. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and how it is used, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.
10. Children’s Privacy
Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete it promptly.
11. Third-Party Links
Our website and communications may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any third-party sites you visit.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.
13. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
Aiging US LLC
10777 Caminto Alvarez
San Diego, CA 92126
Email: connect@aigingus.com
Phone: +1 (858) 864-0192