Privacy Policy

NovaMind AI is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard information when you use our AI voice agent platform. By using our services, you agree to the practices described in this policy.

1. Information We Collect

We collect the following types of information:

• Account Information: Business name, email address, industry type, and password when you register
• Call Data: Voice call content processed by your AI agent in real time
• Usage Data: How you interact with the platform, features used, and performance metrics
• Technical Data: IP address, browser type, device information, and access logs
• Billing Information: Payment details processed securely through our payment provider

2. How We Use Your Information

We use collected information to:

• Provide, operate, and improve the NovaMind AI platform
• Process your AI voice agent calls in real time
• Send account-related notifications and service updates
• Respond to support requests and inquiries
• Analyze usage patterns to enhance platform performance
• Comply with legal obligations and enforce our Terms of Service

3. HIPAA and Healthcare Data

NovaMind AI implements technical, administrative, and physical safeguards consistent with industry standards to protect sensitive data. We recommend that healthcare providers review their specific obligations under HIPAA and applicable state laws before deploying AI voice agents for patient interactions.

4. Third-Party Services

NovaMind AI integrates with trusted third-party providers to deliver our services. These may include:

• Voice Infrastructure: LiveKit for real-time voice communication
• Speech Recognition: Deepgram for speech-to-text processing
• Text-to-Speech: AI voice synthesis providers
• Cloud Infrastructure: Hosting and data storage providers
• Payment Processing: Secure payment gateway providers

Each third-party provider is subject to their own privacy policies. We only share data with providers necessary to operate the platform.

5. Data Storage and Security

We implement industry-standard security measures to protect your data including:

• Encryption of data in transit using TLS/SSL
• Secure storage with access controls and monitoring
• Regular security assessments and updates
• Limited employee access on a need-to-know basis

While we take reasonable precautions, no security system is impenetrable. We encourage you to use strong passwords and protect your account credentials.

6. Data Retention

We retain your account information for as long as your account is active or as needed to provide services. Call data and usage logs are retained according to our data retention schedule. Upon account termination, you may request deletion of your data and we will honor such requests subject to legal obligations.

7. Sharing of Information

We do not sell, rent, or trade your personal information to third parties. We may share information only in the following circumstances:

• With service providers who assist in operating our platform under strict confidentiality
• When required by law, court order, or governmental authority
• To protect the rights, property, or safety of NovaMind AI or its users
• In connection with a merger, acquisition, or sale of company assets

8. Your Rights

You have the right to:

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

To exercise any of these rights, please contact us through your account dashboard or via our website.

9. Cookies

NovaMind AI uses cookies and similar tracking technologies to maintain session state, analyze platform usage, and improve user experience. You may configure your browser to refuse cookies, though this may affect platform functionality.

10. Children's Privacy

NovaMind AI is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on our platform. Your continued use of the service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us through the NovaMind AI platform or visit our website at novamind-ai.com.