Privacy Policy

Effective date: April 27, 2026 · Last updated: April 27, 2026
info@chairsidecall.com

1. Who We Are

Chairside Call ("we," "us," or "our") provides AI-powered voice receptionist services to dental practices in the United States. Our contact email is info@chairsidecall.com.

2. Information We Collect

We collect two categories of information:

Practice information — collected when a dental practice signs up or books a demo:

• Practice name, address, and phone number
• Owner/office manager name and email
• Practice management system (PMS) type
• Billing information (processed by our payment provider; we do not store card numbers)

Patient call data — collected during call handling on behalf of the practice:

• Caller name and phone number
• Audio recordings and transcripts of calls
• Appointment requests and scheduling information
• Insurance information provided verbally by the caller

Patient call data may constitute Protected Health Information (PHI) under HIPAA. We handle it only as a Business Associate of the dental practice, pursuant to a signed Business Associate Agreement (BAA).

3. How We Use Information

We use practice information to:

• Provide, operate, and improve the Chairside Call service
• Send transactional emails (call summaries, billing receipts)
• Respond to support requests

We use patient call data solely to:

• Answer inbound calls on behalf of the practice
• Book, reschedule, or cancel appointments in the practice's PMS
• Provide call recordings and transcripts to the practice
• Escalate emergency calls to the on-call dentist

We do not sell, rent, or share patient data with third parties for marketing purposes.

4. HIPAA & Business Associate Agreement

Dental practices are Covered Entities under HIPAA. Chairside Call acts as a Business Associate when handling calls that may involve PHI. Before go-live, we execute a signed BAA with every practice. Our infrastructure is deployed on HIPAA-eligible cloud services, and we conduct annual risk assessments consistent with the HIPAA Security Rule.

Patients wishing to exercise rights under HIPAA (access, amendment, accounting of disclosures) should contact their dental practice directly. The practice is the Covered Entity and the appropriate point of contact for patient rights requests.

5. Data Security

We use industry-standard safeguards including:

• TLS 1.2+ encryption in transit
• AES-256 encryption at rest
• Role-based access controls limiting who can access call data
• Annual risk assessments under the HIPAA Security Rule

6. Subprocessors

We use trusted third-party subprocessors to deliver our service, including voice infrastructure providers and cloud hosting. All subprocessors with access to PHI are covered by our BAA chain and are required to maintain HIPAA-eligible infrastructure. A current list of subprocessors is available upon request at info@chairsidecall.com.

7. Your Rights (Practice Administrators)

As an account holder, you may:

• Request a copy of your practice's data
• Request correction of inaccurate account data
• Request deletion of your account and associated data (subject to legal retention obligations)
• Export call transcripts at any time from your dashboard

To exercise these rights, email info@chairsidecall.com.

8. Cookies & Analytics

Our marketing website (chairsidecall.com) uses privacy-friendly analytics to measure page traffic. We do not use advertising trackers or sell browsing data. You may opt out of analytics by using a browser with tracking protection enabled.

9. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will notify active practices by email at least 30 days before the change takes effect. The effective date at the top of this page reflects the most recent update.

10. Contact

Questions about this policy? Email us at info@chairsidecall.com. We aim to respond within 2 business days.