Privacy Policy

1.1 Information you provide to us

When you request a demo, you provide your full name, work email, optional phone number, role at practice, practice name, practice type, approximate monthly PI case volume, and US state.

You may also reach us by replying to email correspondence or contacting [email protected]. Any information you send becomes covered by this Policy.

1.2 Information collected automatically

When you visit voxenti.ai we may collect:

• Aggregated page-view, referrer, and visitor metrics through privacy-aware analytics. No cross-site identifiers are placed.
• Limited request metadata (IP address, user agent, timestamps) collected by our hosting layer and used for security and operational diagnostics.
• Cookies set by embedded third-party content (such as embedded video and demo scheduling) only after you interact with that content.

1.3 Cookies and similar technologies

We minimize cookies on the Site. Cookieless analytics are used by default; third-party content that may set cookies is deferred until you interact with it.

1.4 Demo intake guidance

The Site is not designed to receive Protected Health Information. Please do not submit PHI, payment card data, or other sensitive information through the demo intake form or email.

We process information collected through the Site for the following purposes and on the following lawful bases:

• Respond to demo requests — legitimate interest in responding to inquiries from prospective customers.
• Schedule demo meetings — consent (you choose to book a time after submitting the form).
• Operate and secure the Site — legitimate interest in keeping voxenti.ai available and protected.
• Comply with legal obligations — legal obligation under applicable law.

We do not use your information for advertising, profiling for marketing, or sale to third parties.

3.1 Service providers

We engage trusted service providers for site hosting, analytics, transactional email, demo scheduling, and embedded video. Each provider is bound by written contract to process information only on our instructions. A current sub-processor list is available on request and is provided to customers as part of our Data Processing Addendum.

3.2 Legal disclosures

We may disclose information if required by law, valid legal process, or to protect our rights, property, or safety, or that of our users or others.

3.3 Business transfers

If Voxenti is involved in a merger, acquisition, financing, or asset sale, your information may be transferred as part of that transaction. We will provide notice (for example, on the Site) before your information becomes subject to a different privacy policy.

In the preceding 12 months, we have collected the categories of personal information below. We have not sold or shared personal information for cross-context behavioral advertising, and we have not collected sensitive personal information as defined by the California Privacy Rights Act.

5.1 Scope boundary

Product handling of customer and patient data is not governed by this Policy. It is governed by a Business Associate Agreement and Data Processing Addendum executed with each customer.

5.2 HIPAA-aligned, BAA-gated

We operate the product as a HIPAA Business Associate. We require a Business Associate Agreement to be in place before processing Protected Health Information on a customer's behalf.

5.3 Single-tenant intelligence

Each customer's data informs only that customer's workflows. We do not train models, build cross-clinic data products, or aggregate customer data into shared intelligence.

5.4 Human-in-the-loop outbound

Every outbound communication generated by the product is reviewed and sent under explicit human approval. We do not send fully automated outbound messages.

5.5 AI providers

Our product uses large-language-model providers. Where we use such providers, we use them under terms that prohibit them from using customer data to train their models, and under Business Associate Agreements where applicable.

5.6 Requesting the DPA, BAA, or sub-processor list

Available to customers, and to prospective customers under a non-disclosure agreement, via [email protected].

You may request deletion of demo-request information at any time at [email protected].

7.1 All visitors

Subject to applicable law, you may have rights to access the information we hold about you, correct inaccurate information, request deletion, restrict or object to certain processing, and request portability of information you provided.

7.2 California (CCPA / CPRA)

Under the California Consumer Privacy Act and California Privacy Rights Act, California residents have additional rights to know, delete, correct, and limit the use of sensitive personal information. We have not collected sensitive personal information through the Site. We do not sell, share for cross-context behavioral advertising, or rent personal information. To exercise CCPA rights, email [email protected].

7.3 Other US state rights

Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Florida, and other US states granting equivalent rights may have rights to access, correct, delete, port their personal information, and opt out of targeted advertising, sale, or profiling that produces legal or similarly significant effects. To exercise these rights, email [email protected].

7.4 EEA, UK, and Switzerland

Under the GDPR and UK GDPR, the lawful bases we rely on are: consent (when you submit the form), legitimate interests (responding to your inquiry and securing the Site), and legal obligation. You may lodge a complaint with your local supervisory authority. (See also the targeting note at the end of this Policy.)

7.5 Global Privacy Control

We do not sell, share for cross-context behavioral advertising, or rent personal information. Where your browser sends a Global Privacy Control signal, we honor it as an opt-out request.

7.6 How to exercise rights

Email [email protected] with your request. We may ask you to confirm the request from the email address on file before we act on it. We will respond within the time required by applicable law (generally 45 days, with a single 45-day extension where permitted). For states that provide an appeals process, you may appeal a denied request by replying to our response.

We use administrative, technical, and physical safeguards including encryption in transit, access controls on production systems, and enterprise-grade hosting infrastructure. No system is perfectly secure; we cannot guarantee absolute security.

Voxenti is based in the United States. If you contact us from outside the United States, your information will be transferred to and processed in the United States. Where required, we rely on Standard Contractual Clauses or other lawful transfer mechanisms.

The Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13. For California residents under 16, we do not sell or share personal information.

We do not engage in automated decision-making that produces legal or similarly significant effects through this Site.

We may update this Policy from time to time. We will update the "Effective Date" and "Last reviewed" dates above and, for material changes, notify you by reasonable means (for example, a notice on the Site).

Voxenti
[email protected]