Privacy Policy

Medivanta Assist

Medivanta Assist is for general practice operations and company questions, not patient records, clinical advice or urgent care. In live AI mode, the conversation you submit, including a limited recent history, is processed by Google Gemini to generate a reply. Website guide mode uses approved website content without sending the conversation to an AI provider. The mode is shown in the chat. Do not enter patient information, passwords, bank details or other sensitive records. Automated checks are limited and cannot guarantee detection.

Assistant sessions and storage

The website keeps chat messages in the current browser page memory, not local storage or a chat database. Reloading the page or starting a new conversation clears that view. A necessary, signed, HTTP-only session cookie helps limit abuse and expires after an hour. Server-side usage counters contain counts and a date, not chat text. Rate-limit identifiers are processed transiently. Hosting services and, in live mode, Google may process request data under their applicable terms. Provider retention depends on the configured service; we do not promise zero retention. Consult Google’s Gemini API terms at ai.google.dev/gemini-api/terms. The assistant does not book appointments, send emails or access patient systems.

Who this policy covers

This policy covers website visitors and business contacts, including practice owners, providers and office managers. Client protected health information (PHI) is governed separately by the signed Business Associate Agreement (BAA), applicable service terms and HIPAA requirements.

Information you choose to provide

Our consultation form asks for your name, specialty, email address, phone number, preferred date, time, timezone and service. The question form asks for your name, email and operational question. Emails, call notes and messages we receive may be kept as ordinary business records. We do not ask for patient information or payment card information through public website forms.

How the website forms work today

You enter your business inquiry, select Review my request, check the details and choose Send request. Only that final action transmits the inquiry through our server and Hostinger Email to info@medivantasystems.com. We use your email address as Reply-To so the team can respond. Submission does not confirm an appointment. Draft fields remain in current-page memory before sending. The website does not keep a database of form contents; delivery controls keep a submission identifier, content digest, status and usage counts to limit abuse and duplicate sends. Received messages are kept as business correspondence in our email service. Direct email and telephone links still open the visitor’s own applications.

Calculator inputs

Monthly claims, average billed value and denial rate are used in your browser to calculate an illustrative annual range. They are not automatically sent to Medivanta or included in the consultation form. You decide whether to mention those figures when contacting us.

Technical information and analytics

Hosting services may process standard request logs, including IP addresses, request times and pages requested, for operation, security and troubleshooting. No advertising analytics, tracking pixels or nonessential tracking cookies have been added to this website project. We will update this notice if analytics or other collection tools are introduced.

How we use information

We use inquiries we receive to answer questions, arrange a Free Practice Review or consultation, communicate about requested services, keep business records, operate and secure our website and meet applicable obligations. We do not sell personal information or share it with third parties for their own marketing.

Text messages

No automated SMS signup or messaging integration is active on this website. If you separately agree to receive texts about your inquiry, message frequency may vary and message or data rates may apply. Consent is not a condition of service. You can reply STOP to opt out or HELP for help. Mobile information and text messaging opt in data are not shared for third party marketing; delivery providers and carriers may process information needed to deliver a message.

Limited sharing

Email and hosting providers may process information to operate the services we use. We may disclose information when required by law, in response to lawful requests or to protect rights and prevent fraud. Information may also be involved in a business transfer, subject to applicable protections. We do not currently embed a third party scheduling or payment tool on this website.

HIPAA and client data

Before we access PHI for client billing, credentialing or administrative work, a BAA is signed. PHI is used for contracted services, limited to the minimum necessary and restricted to authorized, HIPAA trained personnel. It is not used for marketing or stored on personal devices. Approved EHR, practice management and clearinghouse access is used only for the agreed work, with credentials restricted to those who need access.

Safeguards and retention

Access to business records and client systems is limited to people who need it for their work. Public forms are not a secure patient data transfer channel. We retain personal information as needed for the purposes described here and applicable obligations, then remove it. No transmission or storage method is absolutely secure; we address incidents and notifications as required by applicable law.

Cookies and linked services

This project does not currently add nonessential tracking cookies. You can manage cookies in your browser. External sites we link to, such as LinkedIn or published billing references, have their own privacy policies. If booking, analytics or additional tools are introduced, their data use will need to be described here.

Your choices and requests

Contact info@medivantasystems.com to ask about personal information you have sent us or request correction or deletion. We review requests under applicable requirements and any obligations to retain records. You may decline further optional communications; use an unsubscribe option when provided or contact us directly.

Children

This website and our services are intended for business contacts and adults. We do not knowingly collect information from children under 18 through the website.

Changes to this policy

We will publish updates on this page with the revision date. Material changes to information handling or SMS consent will be made clear when relevant. This notice reflects the features currently implemented and must be reviewed when hosting, delivery or integrations change.

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