Privacy Policy

Last updated: August 12, 2026

This policy describes how CareSlot AI (the scheduling platform behind DentalSlot AI, MedSlot AI, EyeSlot AI, and other specialty editions) handles information when you book, manage, or receive reminders about an appointment through it - on the web or through a CareSlot AI mobile app.

Each clinic using CareSlot AI is the primary contact for questions about your own visit and medical records - CareSlot AI provides the scheduling technology on the clinic's behalf. For anything about a specific appointment, contact that clinic directly using the phone number or address on its booking page.

Information we collect

• Contact & identity: first and last name, phone number, email address (optional), date of birth (optional)
• Insurance: insurance payer name and member ID, if provided - member IDs are encrypted before storage (see Security below)
• Visit details: appointment type, provider, date/time, and an optional free-text reason for the visit
• Intake answers: a small number of specialty-specific screening questions (e.g. "when was your last dental visit?"), shown before booking
• Consent records: the exact wording you were shown and whether you agreed, for each communication channel (SMS/email), with a timestamp
• Communication history: a log of confirmations, reminders, and waitlist notifications sent to you, and their delivery status

We do not collect payment card details, government ID numbers, or precise location data. Visit reason and intake answers are treated as sensitive health-adjacent information throughout the system, per the safeguards described below.

How we use it

• To create, confirm, reschedule, and cancel your appointment
• To send confirmations, reminders, and (if you've joined a waitlist) notify you when an earlier slot opens up
• To let clinic staff see relevant context (visit type, intake answers) ahead of your visit
• To estimate no-show risk from scheduling patterns (lead time, time of day, past attendance) so clinics can plan follow-up - this is a rule-based estimate, not a medical judgment about you
• To maintain an audit trail of who accessed or changed appointment records, for accountability

An AI assistant may help summarize your stated reason for staff, suggest the closest matching appointment type, draft reminder wording, and answer logistics questions (hours, what to bring, directions). It is deliberately restricted from ever offering medical advice, diagnosis, or urgency assessment - questions like that are redirected to clinic staff or emergency services instead of being answered. Confirmation and reminder messages never include your visit reason or any health detail, by design.

Who we share it with

• Your clinic's staff - the clinic you booked with can see your appointment and intake details
• SMS delivery provider (Twilio) - only the message text and your phone number, when you've consented to SMS
• Email delivery provider (Brevo) - only the message text and your email address, when you've consented to email
• AI provider - your stated visit reason may be sent to a configured AI service to generate the staff summary described above; no message ever sent to you is generated without the safety restrictions noted above

We do not sell personal information, and we do not use it for advertising or marketing outside of the appointment-related communications you've consented to.

Security

• Insurance member IDs are encrypted at rest (AES-256-GCM) and only ever shown partially masked
• Staff passwords are hashed, never stored in plain text
• All access to appointment records is logged in an append-only audit trail
• Data in transit is encrypted (HTTPS/TLS)
• Staff access is role-based - front-desk, provider, and admin roles see only what their role requires

Your choices

• Reply STOP to any text message to opt out of SMS at any time - this takes effect immediately for all future messages
• You choose separately whether to consent to SMS and to email when booking
• You can confirm, reschedule, or cancel your appointment yourself at any time using the manage link sent to you
• Depending on your region, you may have the right to request a copy of your data or its erasure - contact your clinic to make this request

How long we keep it

Retention follows the record-keeping rules of the clinic's jurisdiction (for example, medical scheduling records are commonly retained around seven years under U.S. practice), and never for longer than the applicable legal minimum. Clinics may choose to retain records for a shorter period where permitted.

Children's information

Appointments for a minor are booked by a parent or guardian, who provides the contact information used for reminders. We do not knowingly collect contact information directly from children.

Changes to this policy

If this policy changes materially, we'll update the date at the top of this page.

Contact

For questions about your own appointment or medical information, contact your clinic directly - its phone number and address are on its booking page. For questions about the CareSlot AI platform itself, contact the clinic and they can route your question to us.