Privacy Policy
Effective Date: February 1, 2025 · Last Updated: February 19, 2026
1. Introduction
Welcome to Third Voice ("Company," "we," "our," or "us"), operated by Third Voice, Inc., located at 7930 Jones Branch Drive, Suite 310, McLean, VA 22102. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website (thirdvoice.ai), AI voice agents, dashboards, and related services (collectively, the "Services"). By accessing or using our Services, you consent to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our Services.
2. Information We Collect
A. Information You Provide
- Contact information (name, email address, phone number)
- Practice and clinic details (practice name, address, provider information)
- Appointment preferences and scheduling data
- Communications you send to us (support requests, feedback)
B. Information Collected Automatically
- Device and browser information (IP address, browser type, operating system)
- Usage data and interaction patterns (pages visited, features used, session duration)
- Log data (access times, error logs, referring URLs)
C. Voice and Call Data
- Call metadata (call duration, timestamps, phone numbers)
- AI-generated transcripts and call summaries
- Call disposition and scheduling outcomes
- We do NOT store raw voice recordings. Voice data is processed in real-time by our AI engine and third-party providers, then discarded.
D. Cookies and Tracking Technologies
We use cookies, pixels, and similar technologies to analyze usage patterns, improve our Services, and support analytics. You may manage cookie preferences through your browser settings.
3. How We Use Your Information
We use collected information to:
- Provide, operate, and maintain our AI voice agent and analytics Services
- Schedule, confirm, and manage patient appointments on behalf of dental practices
- Improve, personalize, and optimize our Services and user experience
- Communicate with dental practices regarding their accounts, updates, and support
- Monitor and analyze usage trends, performance metrics, and service reliability
- Detect, prevent, and address fraud, security incidents, and technical issues
- Comply with legal obligations and enforce our Terms of Service
4. How We Share Your Information
We do not sell your personal information. We may share data with:
Service Providers
- Twilio — communication infrastructure and telephony services
- VAPI — AI voice processing and natural language understanding
- Kolla — practice management system (PMS) integrations
- Google Analytics — anonymized website usage analytics
- Cloud hosting providers — secure infrastructure and data storage
Legal and Compliance
We may disclose information if required by law, regulation, legal process, or governmental request, or to protect our rights, safety, or property.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify affected users of any such change.
5. Data Security
We implement industry-standard security measures including:
- Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
- Strict role-based access controls
- Continuous system monitoring and logging
- Regular security assessments and vulnerability testing
- SOC 2 Type II compliance (in progress)
- HIPAA-compliant data handling procedures
No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
6. Data Retention
We retain personal information only as long as necessary to:
- Provide our Services and fulfill the purposes outlined in this policy
- Comply with legal, regulatory, and contractual obligations
- Resolve disputes and enforce our agreements
When data is no longer needed, we securely delete or anonymize it.
7. Your Privacy Rights
Depending on your jurisdiction, you may have the following rights:
All Users
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information
- Opt out of non-essential data collection and marketing communications
California Residents (CCPA/CPRA)
- Right to know what personal information is collected, used, and shared
- Right to delete personal information
- Right to opt out of the sale or sharing of personal information
- Right to non-discrimination for exercising your rights
European Residents (GDPR)
- Right to access, rectify, and erase personal data
- Right to restrict or object to processing
- Right to data portability
- Right to withdraw consent at any time
- Right to lodge a complaint with a supervisory authority
To exercise any of these rights, contact us at privacy@thirdvoice.ai.
8. HIPAA Compliance
Third Voice processes Protected Health Information (PHI) on behalf of dental practices as a Business Associate under HIPAA. We:
- Enter into Business Associate Agreements (BAAs) with covered entity clients
- Implement administrative, physical, and technical safeguards for PHI
- Limit PHI use and disclosure to the minimum necessary
- Report any breaches of unsecured PHI as required by the Breach Notification Rule
9. Children's Privacy
Our Services are not directed to individuals under 13 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 13, we will promptly delete it.
10. Third-Party Links
Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Continued use of our Services after changes constitutes acceptance of the revised policy.
12. Contact Us
For privacy questions, concerns, or to exercise your rights:
Third Voice, Inc.
7930 Jones Branch Drive, Suite 310
McLean, VA 22102
Email: privacy@thirdvoice.ai
Phone: (703) 626-8914