1. Introduction

Welcome to Alnico AI ("we," "our," or "us"). We operate an AI-powered front desk automation platform for healthcare clinics, including med spas, dental practices, chiropractic offices, and wellness clinics. This Privacy Policy applies to all individuals whose data we process — regardless of their country of residence.

This policy explains how we collect, use, disclose, and safeguard information when you visit our website or use our services. If you disagree with its terms, please discontinue use of our site and services.

2. Information We Collect

We may collect the following categories of information:

• Contact Information: Name, email address, phone number, and clinic name provided when you book a demo or contact us.
• Usage Data: IP address, browser type and version, pages visited, time and date of visit, and time spent on pages.
• Communications: Records of correspondence including emails and form submissions.
• Patient Data (via Client Clinics): When operating on behalf of a clinic client, we may process patient names, contact details, and appointment information strictly as a data processor under the clinic's direction.

3. How We Use Your Information

• Provide, operate, and improve our AI automation services.
• Schedule and conduct product demonstrations.
• Respond to inquiries, questions, and support requests.
• Send transactional communications such as booking confirmations and appointment reminders.
• Send marketing or promotional emails — only where you have given prior explicit consent as required by applicable law.
• Monitor and analyze usage trends to improve user experience.
• Comply with legal obligations and enforce our agreements.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4. Email Communications & Consent

We take your right to control how you are contacted seriously. Before sending any email communications, we comply with the consent and opt-out requirements of applicable laws in your jurisdiction.

Our email practices are governed by the following frameworks depending on your location:

• India (DPDP Act 2023 / IT Act): Emails sent only for the purpose for which you shared contact details, or where consent has been obtained. Consent can be withdrawn at any time.
• EU / UK (GDPR / UK GDPR / PECR): Explicit opt-in consent required before marketing emails. Every email includes a functional unsubscribe mechanism.
• United States (CAN-SPAM Act): Commercial emails clearly identify us as the sender and provide a working unsubscribe option honored within 10 business days.
• Canada (CASL): Express or implied consent required before sending commercial electronic messages, with a functional unsubscribe in every email.
• Australia (Spam Act 2003): Consent (express or inferred) required; unsubscribe facility included in every commercial message.
• Singapore (PDPA): Compliance with the Do-Not-Call Registry; consent obtained before sending marketing messages.
• UAE / GCC: Communications sent in accordance with local telecommunications regulations and only to individuals who have willingly provided contact details.

5. How We Share Your Information

• Service Providers: Trusted third-party vendors bound by confidentiality and data processing agreements (e.g., cloud hosting, scheduling software, analytics).
• Legal Requirements: When required by law, court order, or governmental authority.
• Business Transfers: In connection with any merger, sale of assets, or acquisition, with prior notice to affected users.
• With Your Consent: For any other purpose with your explicit consent.

6. International Data Transfers

Your data may be transferred to, stored in, or processed in countries other than your country of residence. We ensure all such transfers comply with applicable data protection laws through appropriate safeguards — including standard contractual clauses (SCCs) for EU/UK data, data processing agreements, and equivalent protections where required by local law.

7. Applicable Laws by Jurisdiction

Alnico AI complies with data protection and privacy laws in every country where we operate. The frameworks below govern how we handle your data based on your location:

If your country is not listed, we still process your data in compliance with internationally recognized privacy standards. Contact us to understand how your local laws apply.

8. Your Rights

• The right to access the personal data we hold about you.
• The right to correct inaccurate or incomplete data.
• The right to erasure ("right to be forgotten") of your personal data.
• The right to object to or restrict processing of your data.
• The right to data portability in a machine-readable format.
• The right to withdraw consent at any time where processing is consent-based.
• The right to opt out of marketing emails at any time.
• The right to lodge a complaint with your local data protection authority.

To exercise any of these rights, contact us at jay@mail.alnicoai.com. We will respond within the timeframe required by your applicable law (typically 30 days).

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes in this policy, unless a longer period is required by law. Contact and demo inquiry data is typically retained for up to 24 months. You may request deletion of your data at any time by contacting us.

10. Security

We implement industry-standard measures including TLS/SSL encryption, access controls, and regular security reviews. No method of transmission over the internet is 100% secure. In the event of a data breach affecting your rights, we will notify you and any relevant regulatory authority within the timeframe required by applicable law.

11. Cookies

Our website may use cookies to enhance your experience. You can instruct your browser to refuse all cookies. Where required by law (e.g., EU ePrivacy Directive), we obtain your consent before placing non-essential cookies.

12. Third-Party Links

Our website may contain links to third-party websites such as Calendly for demo scheduling. We are not responsible for their privacy practices and encourage you to review their policies before providing personal information.

13. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the "Last updated" date and, where required by law, via direct email notice. Continued use of our services after changes constitutes acceptance of the revised policy.

15. Contact Us

• Email: jay@mail.alnicoai.com
• Website: alnicoai.com

We aim to respond to all privacy-related inquiries within 30 days, or within any shorter period required by the law applicable to your location.

1. Agreement to Terms

By accessing our website or using any of our services, you agree to be bound by these Terms and Conditions. If you do not agree, please do not use our website or services. We reserve the right to update these Terms at any time. Continued use following any changes constitutes acceptance of the revised Terms.

2. Description of Services

Alnico AI provides AI-powered front desk automation services for healthcare clinics, including:

• After-hours AI phone call handling and response.
• WhatsApp and SMS inquiry automation.
• Automated appointment booking and calendar integration.
• Missed call recovery via automated follow-up messages.
• Appointment reminders and confirmation workflows.

We reserve the right to modify, suspend, or discontinue any aspect of our services at any time with reasonable notice to active clients.

3. Client Responsibilities

• Provide accurate and complete information during onboarding and throughout the engagement.
• Ensure you have the legal right to use any phone numbers, messaging accounts, or calendars connected to our platform.
• Comply with all applicable laws and regulations, including healthcare communication laws and patient data protection requirements in your jurisdiction.
• Obtain any necessary patient consents required for automated messaging under applicable law (e.g., TCPA in the US, GDPR in Europe, DPDP in India).
• Promptly notify us of any unauthorized use of your account or any security breach.

4. Acceptable Use

You agree not to use Alnico AI's services to:

• Violate any applicable local, national, or international law or regulation.
• Transmit unsolicited, deceptive, or harassing communications to patients or third parties.
• Misrepresent your identity, your clinic, or the nature of your services.
• Interfere with or disrupt the integrity or performance of our platform.
• Attempt to gain unauthorized access to any part of our systems or infrastructure.
• Use the platform for any purpose other than legitimate clinic operations.

5. Intellectual Property

All content, software, and technology underlying the Alnico AI platform — including AI models, workflows, designs, text, and graphics — is the exclusive property of Alnico AI and is protected by applicable intellectual property laws.

You are granted a limited, non-exclusive, non-transferable license to use our services for your internal clinic operations. You may not copy, modify, distribute, sell, or lease any part of our platform without prior written consent.

6. Payment and Billing

Pricing, payment terms, and billing details are outlined in the separate service agreement between Alnico AI and each client. By entering into a service agreement, you authorize us to charge the agreed fees according to the billing schedule specified. All fees are non-refundable unless otherwise stated. We reserve the right to suspend services for accounts with overdue payments.

7. Disclaimer of Warranties

Alnico AI's services are provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the reliability, accuracy, or fitness for a particular purpose of our platform. We are not responsible for any treatment decisions made by clinic staff based on information processed through our platform.

8. Limitation of Liability

To the fullest extent permitted by applicable law, Alnico AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of — or inability to use — our services. Our total liability for any claims shall not exceed the total fees paid by you to Alnico AI in the three months preceding the event giving rise to the claim.

9. Indemnification

You agree to indemnify, defend, and hold harmless Alnico AI and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising from your use of our services, your violation of these Terms, or your violation of any applicable law or third-party rights.

10. Termination

Either party may terminate the service relationship in accordance with the applicable service agreement. We reserve the right to immediately suspend or terminate access for any violation of these Terms, without prior notice. Upon termination, your right to use our services ceases immediately.

11. Governing Law

These Terms shall be governed by and construed in accordance with applicable law. Any disputes shall be subject to the exclusive jurisdiction of the courts in the jurisdiction where Alnico AI is registered, unless otherwise agreed in writing.

12. Changes to These Terms

We may revise these Terms at any time. We will notify active clients of material changes via email or through a notice on our website. Continued use of our services following notification constitutes acceptance of the updated Terms.

13. Contact Us

• Email: jay@mail.alnicoai.com
• Website: alnicoai.com