Privacy Policy

2. Information We Collect

2.1 Website Information

Information You Provide Voluntarily
When you interact with our website (e.g., contact forms, demo requests), we may collect:

• Name

• Email address

• Phone number

• Clinic or organization name

• Any information you include in your message

Information Collected Automatically
We may automatically collect:

• IP address

• Browser type and operating system

• Pages visited and interaction patterns

• Date and time of visits

This data is collected using cookies and similar technologies to improve website performance and user experience.

Country Lookup
Some pages, including our home page, request a two-letter country code from medi-geo.talktomedi.workers.dev when the page loads. The request carries no cookie and no credentials, we keep no identifier from it, and we use the answer only to decide whether our Canadian badges are shown.

Page Counting
Every page requests a small image from our own site to count the visit. That request sets no cookie, stores nothing in your browser and creates no identifier, and the access log that records it holds neither your IP address nor the query string of the page. Both requests are made whatever you choose in our cookie banner, because neither one sets a cookie or creates an identifier.

Campaign Record
If you arrive through a link tagged with an advertising campaign, our website keeps a record in your own browser, under the name medi_attribution_v1, whatever you choose in our cookie banner. It holds the campaign tags from that link (source, medium, campaign name and id, content and term), the page you landed on and the time you arrived, and never anything you enter in our forms, such as your name, email address or phone number. It adds the Meta click id from the link only if you accept marketing measurement, and it leaves your browser only when you ask us for a demo, as part of that request. It stays in your browser until you delete it, and we ignore any campaign in it older than 90 days.

2.2 Healthcare Practitioner & Clinic Information

When a clinic subscribes to TalkToMedi, we collect:

• Practitioner or clinic administrator name

• Clinic contact details

• Billing and payment information (processed via third-party payment processors)

• EMR integration identifiers (where applicable)

• Configuration settings for workflows and call handling

This information is referred to as “Account Information.”

2.3 Patient Information

TalkToMedi only processes patient information provided or authorized by the healthcare practitioner.

This may include:

• Caller name (if provided during the call)

• Phone number

• Appointment-related information

• Messages or requests left by patients

• Audio recordings and transcripts of calls handled by the AI voice agent

• Limited triage-related context as configured by the clinic

Important:
TalkToMedi does not independently access patient medical records and does not retrieve data from EMRs unless explicitly instructed through an authorized integration.

2.4 Demo Bookings

When you separately allow Google Ads conversion measurement in our cookie banner, our browser tag reports successfully saved lead forms and confirmed demo bookings to Google. These events use advertising click IDs and cookies, the page address, and a random or hashed conversion ID to prevent duplicates. We do not send your name, email address, phone number, form answers or Calendly booking links to Google in these conversion events. Enhanced conversions and personalized advertising are off. If you decline Google Ads measurement, the Ads tag and its conversion events stay off.

When you book a demo through our website, our server tells Meta that the booking happened, so we can see which advertisement produced it. This happens only if you accept marketing measurement in our cookie banner. If you decline, nothing about your booking goes to Meta, from your browser or from our server.

What our server sends:

• A scrambled copy of your email address, and of your phone number if you give one for text reminders when you choose a time

• The Meta advertising cookies that Meta itself set in your browser, and any click id Meta added to the link you arrived by

• Your IP address and what your browser reports about itself

• The address of the page you booked from, the time of the booking, and an event id for the booking

The scrambling is SHA-256. It runs one way, and it is the matching method Meta documents. We do not send your name, anything else you typed into the booking form, or anything about a patient.

The booking record we keep for ourselves holds the campaign you arrived from and the status of the booking. The identifiers above are set to expire seven days after your booking. Our database deletes them after they expire, usually within a few days, and our backups keep a copy that can be restored for up to 35 days after they are deleted.

Important:
A demo booking is a request from clinic staff. It is not a patient booking and holds no patient information.