Privacy Policy

Last Updated: January 15, 2025

1. Information We Collect

Information You Provide

• Account Information: Name, email, phone number, practice name, and billing details
• Practice Configuration: Business hours, services offered, provider information, appointment types
• Patient Data: Information collected during calls on behalf of your practice (name, contact info, appointment details, reason for visit)

Information Collected Automatically

• Call Data: Call duration, timestamps, phone numbers
• Usage Data: Features used, interaction patterns, dashboard access logs
• Device Information: Browser type, IP address, device identifiers
• Cookies: Session cookies for authentication and preferences

2. How We Use Your Information

Purpose	Data Used
Provide AI receptionist services	All account and patient data
Process payments	Billing information
Send service communications	Email, phone number
Improve our services	Usage data, call analytics (anonymized)
Provide customer support	Account and usage information
Comply with legal obligations	As required by law

3. Information Sharing

We do not sell your personal information. We may share information with:

• Service Providers: Cloud hosting, payment processing, SMS/email delivery (under strict confidentiality agreements)
• Your Practice's Patients: Appointment confirmations and reminders sent on your behalf
• Legal Requirements: When required by law, court order, or to protect rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of assets

4. Data Security

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

• TLS 1.3 encryption for data in transit
• AES-256 encryption for data at rest
• Regular security assessments and penetration testing
• Access controls and audit logging
• Employee security training

For healthcare practices, please review our HIPAA Compliance page for additional information.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide services. After account termination:

• Account data is deleted within 90 days
• Anonymized analytics may be retained indefinitely
• Backup copies are deleted within 180 days
• Data may be retained longer if required by law

6. Your Rights

Depending on your location, you may have the right to:

• Access: Request a copy of your personal data
• Correction: Update inaccurate information
• Deletion: Request deletion of your data
• Portability: Receive your data in a structured format
• Opt-out: Unsubscribe from marketing communications
• Restrict Processing: Limit how we use your data

To exercise these rights, contact us at privacy@lunaphone.ai.

7. Cookies and Tracking

We use cookies for:

• Essential Cookies: Required for authentication and security
• Functional Cookies: Remember your preferences
• Analytics Cookies: Understand how you use our service

You can control cookies through your browser settings. Disabling essential cookies may affect service functionality.

8. Children's Privacy

LUNA is designed for use by healthcare practices and is not intended for individuals under 18. We do not knowingly collect information from children. If we learn we have collected information from a child, we will delete it promptly.

9. International Data Transfers

Your data may be processed in the United States. By using our service, you consent to this transfer. We ensure appropriate safeguards are in place for international data transfers.

10. California Privacy Rights (CCPA)

California residents have additional rights:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service. The "Last Updated" date indicates when changes were made.

12. Contact Us

For privacy-related questions or to exercise your rights:

Email: hello@lunaphone.ai
Address: LunaPhone.AI LLC, Chicago, IL