Privacy Policy

Kairos Health, Inc. (“Kairos Health,” “Kairos,” “we,” “us,” or “our”) provides AI-powered patient intake, call handling, and appointment scheduling software to dental and orthodontic practices (“Clinics”). This Privacy Policy describes how we collect, use, disclose, and protect information when you visit kairoshealthai.com (the “Site”), interact with our AI receptionist by phone or text, or otherwise use our services (collectively, the “Services”).

By using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Services.

Kairos Health provides its Services to Clinics. When we handle patient information through the Services, we do so on behalf of and at the direction of the Clinic. In that context, the Clinic is the “covered entity” and Kairos Health acts as a “business associate” under the Health Insurance Portability and Accountability Act (“HIPAA”). Our handling of protected health information is governed by our Business Associate Agreement with each Clinic, which controls in the event of any conflict with this Privacy Policy. Patients should also review the privacy notice provided by their Clinic.

• Information you provide by phone. When you call a Clinic served by Kairos, our AI receptionist may collect your name, phone number, date of birth, reason for visit, appointment preferences, insurance information, and other intake details you share. Calls may be recorded and transcribed to provide and improve the Services.
• Information from Clinics. Clinics may provide us with patient contact details, appointment history, and scheduling rules so we can handle calls and book appointments.
• Account information. For Clinic staff, we collect names, work email addresses, and login credentials.
• Information collected automatically on the Site. When you visit the Site, we may collect your IP address, browser type, device information, and usage data through cookies and similar technologies.

We use the information we collect to:

• Answer calls, capture intake information, and verify insurance details;
• Schedule, confirm, reschedule, and remind patients about appointments;
• Send text messages related to appointments, intake, and scheduling (see “SMS / Text Messaging Program” below);
• Provide, maintain, secure, and improve the Services;
• Communicate with Clinics and respond to support requests;
• Comply with legal obligations and enforce our agreements.

As part of the Services, Kairos Health sends SMS text messages to patients on behalf of Clinics. These messages relate to appointment reminders and confirmations, new-patient intake, and scheduling (including booking and rescheduling).

How consent is obtained. Patients provide consent to receive text messages verbally during a phone call with the Clinic’s Kairos AI receptionist or staff. We send text messages only to patients who have provided this consent. Message frequency varies based on your appointments and interactions. Message and data rates may apply.

Opting out. You can opt out of text messages at any time by replying STOP to any message. You may also reply HELP for assistance or contact us at contact@kairoshealth.dev. After you opt out, you may receive a single confirmation message, and we will stop sending non-essential text messages to your number.

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

• With your Clinic, since we operate the Services on their behalf;
• With service providers and subprocessors (for example, cloud hosting, telephony, and SMS messaging providers) who process information solely to provide services to us and are bound by confidentiality obligations;
• For legal reasons, when required to comply with applicable law, regulation, legal process, or enforceable governmental request, or to protect the rights, property, or safety of Kairos Health, our Clinics, or others;
• In a business transfer, in connection with a merger, acquisition, financing, or sale of assets, subject to the protections in this Privacy Policy.

As stated above, text messaging originator opt-in data and consent are never shared with third parties for any purpose, and mobile information is never shared with third parties or affiliates for marketing purposes.

We maintain administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, access controls, and Business Associate Agreements with Clinics. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We retain personal information for as long as necessary to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements, or as directed by the applicable Clinic.

Depending on your location, you may have the right to access, correct, or delete your personal information, or to opt out of certain processing. Because we often process patient information on behalf of Clinics, we may direct your request to the relevant Clinic. To make a request, contact us at contact@kairoshealth.dev.

The Services are not directed to children, and we do not knowingly collect personal information from children for our own purposes. When a parent or guardian provides a minor’s information to schedule dental care, that information is handled on behalf of the Clinic under the Clinic’s authority and applicable law.

The Site may contain links to third-party websites. We are not responsible for the privacy practices of those websites, and we encourage you to review their privacy policies.

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above. Material changes will be communicated as required by law.

If you have questions about this Privacy Policy, contact us at:

Kairos Health, Inc.
Email: contact@kairoshealth.dev
Website: kairoshealthai.com