Privacy Policy

1. Introduction

ESO Marketing Automations ("we," "us," or "our") provides AI voice services, system integrations, and consulting services to dental and healthcare practices. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

2. Information We Collect

2.1 Information You Provide

• • Practice information (schedules, pricing, treatment details)
• • Staff contact information
• • Patient appointment data
• • Practice Management System (PMS) access credentials
• • Payment information processed through Stripe

2.2 Automatically Collected Information

• • Call recordings and transcripts from our AI voice system
• • Usage data and system performance metrics
• • Integration logs and system interactions
• • IP addresses and device information

2.3 Third-Party Information

Information processed through our technology stack including:

• • VAPI (voice AI platform)
• • n8n (workflow automation)
• • CorePractice (practice management)
• • Twilio (telecommunications)
• • OpenAI (AI processing)
• • Cloudflare (content delivery)
• • Contabo (hosting services)

3. How We Use Your Information

We use collected information to:

• • Provide 24/7 AI voice assistant services
• • Handle inbound and outbound calls
• • Process appointment bookings and reminders
• • Integrate with your Practice Management System
• • Provide real-time call recordings and transcripts
• • Deliver customer support and monitoring services
• • Process payments and billing
• • Improve our services and technology

4. Information Sharing and Disclosure

4.1 Service Providers

We share information with third-party service providers who assist in delivering our services, including our technology stack partners. These providers are bound by contractual obligations to maintain confidentiality and security.

4.2 Legal Requirements

We may disclose information when required by law, to protect our rights, or to comply with legal processes.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.4 Consent

We may share information with your explicit consent or at your direction.

5. Data Security

We implement industry-standard security measures to protect your information:

• • Encryption of data in transit and at rest
• • Secure hosting infrastructure through Contabo and Cloudflare
• • Access controls and authentication protocols
• • Regular security monitoring and updates
• • Compliance with globally recognized data security standards

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. Call recordings and transcripts are stored securely and retained according to healthcare industry standards and legal requirements.

7. Your Rights

Depending on your jurisdiction, you may have rights to:

• • Access your personal information
• • Correct inaccurate information
• • Delete your information (subject to legal and contractual obligations)
• • Restrict processing of your information
• • Data portability
• • Object to processing

8. International Data Transfers

As we operate from the Netherlands and use international service providers, your information may be transferred to and processed in countries outside your residence. We ensure appropriate safeguards are in place for such transfers.

9. Healthcare Data

For healthcare-related information processed through our services:

• • We comply with applicable healthcare privacy regulations
• • Patient data is handled with heightened security measures
• • Access is limited to authorized personnel only
• • Data is used solely for providing contracted services

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes through our services or by email. Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

12. Third-Party Links

Our services may contain links to third-party websites or services. This Privacy Policy does not apply to those third parties, and we encourage you to review their privacy policies.

13. Liability Limitations

Our liability for data breaches is limited to incidents arising directly from our negligence. We are not liable for security incidents occurring within third-party platforms in our technology stack, provided we were not negligent in our configuration or use.

14. Contact Information

For questions about this Privacy Policy or our privacy practices, contact us at:

15. Governing Law

This Privacy Policy is governed by the laws of the Netherlands.