Privacy Policy
53|Last updated: May 30, 2026
54| 55|1. Introduction
56|Sophia AI LLC ("Sophia AI," "we," "us," or "our") is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website trysoph.com or use our AI-powered virtual receptionist services ("Services").
57| 58|2. Information We Collect
59|We may collect the following types of information:
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- Practice Information: Clinic name, address, phone numbers, provider names, EMR credentials, and configuration preferences provided during onboarding. 62|
- Patient Information: When our Services handle calls on behalf of a healthcare practice, we process patient names, dates of birth, phone numbers, insurance information, appointment details, and call recordings as a Business Associate under HIPAA. 63|
- Website Usage Data: Browser type, pages visited, time spent on pages, and referring URLs collected through standard web analytics. 64|
- Contact Information: Name, email address, and clinic details submitted through our demo request or contact forms. 65|
3. How We Use Information
68|We use collected information to:
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- Provide, maintain, and improve the Services 71|
- Process and route patient calls, appointments, and messages 72|
- Communicate with practices about their accounts and our services 73|
- Analyze usage patterns to improve Service performance and reliability 74|
- Comply with legal obligations and enforce our Terms of Service 75|
4. HIPAA and Protected Health Information
78|When processing Protected Health Information (PHI) on behalf of a healthcare practice, Sophia AI acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). Our use and disclosure of PHI is governed by a Business Associate Agreement (BAA) executed with each practice. We implement administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI.
79| 80|5. Data Sharing and Disclosure
81|We do not sell personal information. We may share information:
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- With third-party service providers who assist in operating our Services (telephony, voice AI, hosting, insurance eligibility verification), subject to appropriate data processing agreements 84|
- As directed by the healthcare practice on whose behalf we process data 85|
- As required by law, regulation, or legal process 86|
- In connection with a merger, acquisition, or sale of assets 87|
6. Call Recording and Transcription
90|Our Services record and transcribe telephone calls for quality assurance, training, and service improvement purposes. Healthcare practices using our Services are responsible for providing appropriate notice to callers and obtaining any required consents under applicable federal and state call recording and wiretap laws.
91| 92|7. Data Security
93|We implement reasonable and appropriate security measures designed to protect personal information from unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit and at rest, access controls, and regular security assessments. However, no method of electronic storage or transmission is 100% secure.
94| 95|8. Data Retention
96|We retain personal information for as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required by law or contract. PHI retention and destruction are governed by the applicable BAA.
97| 98|9. Your Rights
99|Depending on your jurisdiction, you may have rights regarding your personal information, including the right to access, correct, delete, or port your data. To exercise these rights, please contact us at hello@trysoph.com. For PHI held on behalf of a healthcare practice, requests should be directed to that practice.
100| 101|10. Cookies and Analytics
102|Our website may use cookies and similar tracking technologies for analytics and functionality purposes. You can control cookie settings through your browser preferences.
103| 104|11. Children's Privacy
105|Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.
106| 107|12. Changes to This Policy
108|We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. We encourage you to review this Policy periodically.
109| 110|13. Contact Us
111|For questions about this Privacy Policy or our privacy practices, contact us at:
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113| Sophia AI LLC
114| hello@trysoph.com
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