Privacy Policy

Last updated: January 25, 2026

At Zaya Voice ("we," "our," or "us"), we are committed to protecting the privacy and security of your information. This Privacy Policy explains how we collect, use, and safeguard data when you use our AI voice receptionist services and website.

1. Introduction

Zaya Voice provides AI-driven communication services for medical practices. We understand the sensitivity of healthcare data and are dedicated to maintaining compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.

2. Information We Collect

We collect different types of information to provide our services effectively:

Clinic Information: Name, address, provider details, and operational workflows provided by our clients.

Patient Data (PHI): When acting as a Business Associate, we process Protected Health Information (PHI) such as names, dates of birth, appointment details, and insurance information solely for the purpose of scheduling and communication.

Usage Data: Information about how you interact with our website and dashboard, including IP addresses, browser types, and access times.

3. HIPAA Compliance

Zaya Voice operates as a HIPAA-compliant Business Associate. We implement administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of electronic Protected Health Information (ePHI). We enter into Business Associate Agreements (BAAs) with all covered entities (clinics/practices) before processing any patient data.

4. How We Use Information

We use the information collected for the following purposes:

To answer calls, verify patient identity, and schedule appointments via EMR integration.
To improve our AI conversational models (using de-identified data where permitted).
To provide customer support and technical assistance.
To comply with legal obligations and regulatory requirements.

5. Data Security

We employ industry-standard security measures, including encryption in transit and at rest, strict access controls, and regular security audits. While no internet transmission is completely secure, we strive to use commercially acceptable means to protect your data.

6. Sharing of Information

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

Service Providers: Third-party vendors who assist in our operations (e.g., cloud hosting) under strict confidentiality agreements.

Legal Requirements: If required by law, court order, or government regulation.

7. Your Rights

Depending on your jurisdiction, you may have rights regarding your data, including accessing, correcting, or deleting your personal information. Patients wishing to exercise these rights regarding their medical records should contact their healthcare provider directly.