1. Introduction

This policy explains how Velyn Dental collects, uses, stores, and shares information when dental practices and their authorized users access our front-desk platform.

2. Information We Collect

2.1 Account and Practice Information

Names, email addresses, and account identifiers.
Practice profile details such as office name, phone number, timezone, and address.
Subscription, billing, and customer support records.

2.2 Communications and Workflow Data

Call metadata, voicemail metadata, recordings, transcripts, and summaries.
For the calls Velyn's AI receptionist answers, transcription is always on and audio recording is on by default. Before any of a caller's speech is captured, a notice tells the caller they are speaking with an AI receptionist, that their speech will be transcribed and, when audio is recorded, that the call is recorded for the dental team. A caller who leaves a voicemail hears before the tone that the message will be recorded.
Tasks, notes, disposition labels, and workflow activity created in the platform.
Practice configuration used to route, classify, and respond to communications.

2.3 Technical and Usage Data

Log data, device and browser information, and IP-derived security signals.
Feature usage, diagnostics, and service performance data.

3. How We Use Information

Provide, maintain, and improve the service.
Authenticate users, enforce account access, and protect the platform.
Process calls, transcripts, voicemails, tasks, and AI-assisted workflows.
Operate billing, customer support, analytics, and reliability monitoring.
Comply with legal obligations and investigate abuse or security incidents.

4. How We Share Information

We do not sell personal information. We may share information with service providers that help us operate the platform, such as hosting, telephony, payment, analytics, monitoring, and AI processing vendors. We may also share information when required by law or to protect the rights, safety, and security of our users and systems.

Mobile phone numbers and SMS opt-in and consent information are not sold or shared with third parties or affiliates for marketing or promotional purposes. The sharing described above excludes text-message opt-in data and consent: we use that information only to run the texting program, and share it only with the practice that texts you, the providers that host the Services and deliver its texts (such as phone carriers), or when the law requires it.

5. Data Retention

We retain information for as long as needed to provide the service, support customer accounts, meet legal obligations, resolve disputes, and enforce our agreements. Retention periods can vary based on the type of record and account configuration.

6. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, and destruction. No system is perfectly secure, so we cannot guarantee absolute security.

7. Your Choices and Rights

Depending on your role and jurisdiction, you may be able to access, correct, export, or delete certain information. To make a request, contact privacy@auai.cloud.

Text Messaging (SMS) Program

Enrollment: texts from a dental practice using Velyn are intended to be sent only when the practice has a basis to contact the patient, such as a number the patient provided for appointment communications or a text the patient sent first.
Message Types: appointment confirmations and reminders, missed-call follow-ups, intake and scheduling links, recall notices, and replies to inbound texts. Message frequency varies by practice and patient activity.
Opt-Out and Help: reply STOP to any message to stop further texts to that number from the Services, or reply HELP for help. You can also contact the sending practice. Opt-outs are recorded and honored by the Services. Message and data rates may apply.
No Marketing Sharing: mobile numbers and SMS opt-in and consent information are not sold or shared with third parties or affiliates for marketing or promotional purposes.

8. International Transfers

Information may be processed in countries other than the one where it was collected. When this occurs, we use appropriate safeguards consistent with applicable law.

9. Children's Privacy

The service is designed for businesses and is not directed to children.

10. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will post the updated version with a new effective date.

11. Contact Us

Privacy questions can be sent to privacy@auai.cloud, and general support questions can be sent to support@velyndental.com.

Privacy Policy