Privacy Policy

1. Introduction

At Flow Sphere Systems, we value the trust you place in us when utilizing our AI Voice Receptionist and Business Automation solutions. This Privacy Policy outlines how we collect, store, transmit, process, and safeguard data generated during conversational call sequences, lead qualification processes, and customer scheduling.

2. Data We Collect

• Voice Transcripts & Recordings: Automated transcription logs and voice recordings generated during receptionist calls for audit, validation, and system optimization.
• Inbound Client Metrics: Customer names, phone numbers, email addresses, service queries, and scheduling preferences supplied directly to our conversational AI.
• Technical Tracking Parameters: IP addresses, cookie states, browser structures, and user navigation patterns gathered via our calculators and dashboards.

3. How Data is Utilized

We restrict data processing to core execution requirements, including:

• Operating and refining natural language processing (NLP) models.
• Pre-filling and submitting scheduled appointments securely to your connected calendars (such as Calendly).
• Broadcasting real-time CRM updates, SMS alerts, and email notifications to business accounts.

4. Storage & Encryption Protocols

Flow Sphere Systems enforces strict enterprise-grade security controls. All data, transcripts, and operational credentials are encrypted in transit using **TLS 1.3** and at rest using **AES-256** standards. We integrate with secure cloud platforms to ensure multi-zone replication and zero file leakage.

5. HIPAA and GDPR Compliance

We operate as a Business Associate for our medical and dental clients. Inbound patient voice intakes are strictly managed to align with **HIPAA Protected Health Information (PHI)** rules, employing automated redaction for sensitive demographic indicators. For European Union operations, data is processed locally with strict user deletion rights in accordance with **GDPR guidelines**.

6. Changes to this Policy

We reserve the right to modify this operational privacy guideline to reflect changes in compliance or service structures. Updates will be highlighted on this page immediately upon deployment.