Security and Your Clinic's Call Data

We process your clinic's call data to provide the receptionist service, with recording notices and retention choices described here. Review what we collect and how to request changes, then try the demo to hear the call introduction.

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AI and recording notices start each call

Your receptionist starts each call by saying it is a virtual assistant and that the call is recorded. These notices cannot be switched off; hear the introduction yourself before forwarding clinic calls.

Virtual assistant noticeCallers hear what is answering before the intake questions begin.
Recording noticeThe opening greeting tells callers that their call is recorded.
Notices stay onClinic settings do not provide a way to disable these disclosures.

The opening greeting gives callers the virtual assistant and recording notices before the receptionist gathers their message. Those notices are part of the service's call handling, including when you forward only after-hours calls. They cannot be removed from your greeting.

Try a sample conversation to hear how the introduction fits with veterinary intake. During setup, use your test call to listen to the greeting as your business. Review the resulting transcript and recording so your staff understands the records they will receive after a clinic call.

Call records, service providers and retention periods

Your dashboard holds call records, and service providers process data to deliver the service. Choose recording retention of 30 or 90 days; transcripts and summaries remain while your account is open.

Dashboard reviewYour clinic can review calls, transcripts and recordings alongside its settings.
Service deliveryHosting, storage, telephone, AI and email providers process data for the service.
Retention periodsRecordings expire after your selected period; transcripts and summaries follow account retention.

Call information includes audio, caller numbers, transcripts and summaries. We use hosting and storage providers, telephone carriers, AI voice and text providers, and email delivery providers to operate the receptionist. Your dashboard lets your clinic review its call records.

Recordings are kept for your chosen 30-day or 90-day period, then deleted. Transcripts and summaries are kept while the account is open and deleted within 30 days after closure or on request. Read the full privacy policy for the other categories of information we collect and the purposes they serve.

AI processing and the default training policy

AI model providers process voice and text to deliver the receptionist service. Our AI model provider, OpenAI, does not use our API data to train its models by default; processing still occurs to handle calls.

Voice and text processingAI providers process information needed to deliver your receptionist service.
Default training policyOur AI model provider, OpenAI, does not train on our API data by default.
Our use limitsWe never sell personal information or use callers' data for our marketing.

AI voice and text processing is part of answering calls and producing call records. Our AI model provider, OpenAI, does not use our API data for model training by default. This describes training use; it does not mean calls avoid provider processing.

For information from your clinic's callers, we process data on your behalf to provide the service. We never use those callers' details for our own marketing, and we never sell personal information. Send questions about these uses to privacy@vetansweringline.com so you can assess them before forwarding your calls.

Choose retention and request access or deletion

You choose how long recordings are kept and can request access, correction or deletion by email. Callers may contact your clinic or privacy@vetansweringline.com about their information; your business decides the collection purpose.

Recording choicesSelect 30 or 90 days of retention for your clinic's recordings.
Privacy requestsEmail privacy@vetansweringline.com to ask for access, correction, deletion or an opt-out.
Caller requestsPet owners can ask your business or contact us about their information.

Your business decides what caller information is collected and why; we process it on your behalf. Choose the recording retention period that fits your clinic's needs. Transcripts and summaries have a separate schedule, lasting while the account is open and being deleted within 30 days after closure or on request.

Email privacy@vetansweringline.com for access, correction, deletion or opt-out requests. Callers can ask either your clinic or us about their data. For service setup and account help, use support@vetansweringline.com so the question reaches the appropriate contact.

Our limits on healthcare and certification claims

We serve veterinary clinics and do not offer human healthcare use or claim HIPAA readiness. We have no certifications or audits to present; assess the service using the practices and controls described here.

Veterinary useThis service handles clinic calls about animal patients and their owners.
Human healthcare excludedUse involving protected health information is not permitted under our terms.
No certification claimsWe do not claim security certifications, audits or HIPAA readiness.

Vet Answering Line is for veterinary call handling, including appointment requests, boarding questions and messages for clinic staff. We do not offer it for medical, dental or therapy practices treating people. Use involving protected health information is not permitted under our terms.

We do not claim HIPAA readiness or security certifications, and we have no audits to present. Consider the stated collection purposes, provider processing and retention periods when assessing the service for your clinic. Review our service terms for your responsibilities, including accurate instructions and a backup way to reach your team.