Privacy

Privacy policy

This notice describes the current data flow for Modern Wellness Reception Mail, a service operated by Risk Free Reception for Modern Wellness. It is an administrative reception-support service, not a patient portal or medical service.

Information handled

When the AI receptionist handles a call, Vapi processes call audio and call information as part of providing the calling service. The backend retrieves call details and structured reception notes to prepare follow-up messages. Depending on what a caller provides, a note may contain a name, callback number, requested service or practitioner, requested date or time, a short call summary, and a follow-up action. Call notes may include sensitive health-related information.

The backend stores operational information needed to process and track delivery, which can include call identifiers, timestamps, note fields, email delivery status, and message identifiers. It does not intentionally store call audio, recordings, full transcripts, webhook bodies, or raw Vapi call objects in its own database. Vapi may retain call data under the clinic’s Vapi account settings.

Google Gmail access

The service requests only the Google Gmail https://www.googleapis.com/auth/gmail.send permission for the authorized sending account. It uses that permission to send receptionist notes and digests to the clinic’s designated reception mailbox. It does not use Gmail API access to read the sender’s inbox, sell Google user data, or use Google user data for advertising or general-purpose AI model training. Google processes messages under the Google account and Gmail terms and settings.

Google API data use is also subject to the Google API Services User Data Policy, including its Limited Use requirements.

Service providers and storage

Information is handled by Vapi for call processing, by the backend hosting and database environment for note and delivery processing, and by Google Gmail for sending and storing email. Clinic staff who receive the messages can also access the information in their mailbox.

Retention

The service operator intends to delete structured call-note and delivery records from the backend within 14 days. As of this notice, an automatic 14-day deletion job has not been enabled, so backend records may remain longer; do not rely on that target as an implemented deletion guarantee. The backend does not delete messages already delivered to the clinic’s Gmail mailbox, Vapi-retained call data, or provider backups. Those copies follow the relevant account and provider settings.

Security and access

The service uses HTTPS for its public endpoint and limits access to its server and sending credentials. No online system can promise absolute security. The clinic and service operator should ensure only authorized people can access call notes, server administration, and the reception mailbox.

Your questions or requests

For a privacy question or a request about information in this service, contact riskfreereception@gmail.com. Risk Free Reception will coordinate with Modern Wellness before responding to a request involving clinic records.

Regulatory status

This page does not claim that the service has been certified or independently assessed for PHIPA, HIPAA, or another privacy framework. The clinic and operator must determine their legal obligations and approve this policy before use.

Effective September 26, 2026.