Privacy Policy

VibeBuilt WebCo LLC, doing business as Workgentic ("Workgentic," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit Workgentic.ai or use our AI-powered communication hub that handles phone calls, text messages, emails, and website chats, including scheduling, booking, and follow-ups (collectively, the "Services").

Important context: Workgentic is typically used by businesses and practices (each, a "Customer") to communicate with their own callers, patients, clients, and website visitors (each, an "End User"). In many cases, we process information on behalf of the Customer, and the Customer controls how and why that information is used.

By using the Services, you acknowledge you have read this Privacy Policy.

1. Scope and Roles

1.1 Who this Policy applies to

This Policy applies to:

• Website visitors to Workgentic.ai.
• Customers and their authorized users ("Authorized Users") who create accounts and use the platform.
• End Users interacting with a Customer through the Services (calls, texts, emails, chats).

1.2 "Customer Data" vs. "Account Data"

• Customer Data: communications and content processed through the Services on a Customer's behalf (for example, call recordings, transcripts, messages, appointment requests, and chat logs).
• Account Data: information tied to subscriptions and platform administration (for example, admin names, business contact info, user login identifiers, billing contact info).

2. Information We Collect

2.1 Information you provide directly

Depending on your relationship to Workgentic, we may collect:

• Account information: name, email address, phone number, organization name, role, and authentication credentials.
• Support and communications: information you provide in support tickets, emails, calls, or other communications with us.
• Platform configuration: workflows, scripts, knowledge-base content, intake questions, routing rules, and scheduling preferences you configure or upload.
• Billing information: subscription plan selection and billing contact info. Payment processing is handled by third-party processors; we do not store full payment card numbers.

2.2 Information processed through the Services (Customer Data)

When Customers use Workgentic, we may process:

Phone calls

• Caller ID information (such as phone number), timestamps, call routing, and call outcomes.
• Call recordings (audio) may be recorded and stored.
• Call transcripts may be generated, stored, and used to support the Services.

Text messages

• Phone numbers, message content, delivery status, timestamps, and conversation context.

Emails

• Email addresses, headers/metadata, and email content handled through the Services (when enabled).

Website chats

• Chat content, timestamps, and details provided by the End User.

Scheduling and appointment data

• Availability, booking requests, confirmations, rescheduling/cancellations, and related notes.

Analytics

• Operational metrics and reporting (for example, volume, response times, booking activity, and other performance indicators).

2.3 Transcript PII redaction

We are designed to reduce unnecessary storage of personal identifiers in stored transcripts.

• Stored call transcripts are automatically redacted to remove certain personally identifiable information ("PII") before they are saved (for example, email addresses, phone numbers, mailing addresses, payment card numbers, government identifiers, and similar direct identifiers).
• Call audio recordings may contain personal information because the audio reflects what was said on the call.
• Redaction is automated and not perfect. You should not rely on redaction as your only control for handling sensitive information.
• Customers remain responsible for configuring their intake flows appropriately and avoiding collection of unnecessary sensitive information.

2.4 Information collected automatically

When you use the website or platform, we may log:

• Device and connection data: internet protocol address, browser type, operating system, device identifiers (where available).
• Usage data: pages visited, features used, actions taken in the platform, timestamps, and log data needed for security and diagnostics.

2.5 Cookies and similar technologies

We may use cookies and similar technologies for essential functionality (such as maintaining sessions), security, and basic analytics. Third-party providers (for example, payment processors) may also use cookies or similar technologies as part of their services.

3. How We Use Information

We use information for business purposes such as:

• Providing and operating the Services: handling communications, routing, drafting messages, scheduling, appointment booking, confirmations, and follow-ups.
• Account administration: creating and managing accounts, access controls, and authentication.
• Customer support: troubleshooting, onboarding, and responding to requests.
• Billing and subscription management: invoicing, payment confirmation, and fraud prevention.
• Security and abuse prevention: protecting systems, preventing spam and misuse, and enforcing our Terms.
• Service improvement: improving reliability, performance, and features.
• Legal compliance: complying with applicable laws and lawful requests.

We do not sell personal information.

4. Artificial Intelligence and Automated Processing

Workgentic uses automated processing and AI to assist with communications and scheduling workflows. Depending on configuration, the Services may:

• transcribe calls,
• summarize or categorize conversations,
• draft responses,
• route communications,
• recommend or perform scheduling actions.

4.1 Training and model use

• We do not use Customer Data to train third-party AI models without authorization.
• We may use de-identified and/or aggregated information to improve the Services where permitted.

4.2 Human review

We may access or review limited information as needed to provide support, maintain security, address abuse, or comply with law, subject to access controls and confidentiality obligations.

4.3 No guaranteed accuracy

AI outputs can be inaccurate. Customers are responsible for implementing appropriate review, escalation, and safety workflows for their business.

5. How We Share Information

We may share information:

• With service providers (subprocessors) that help us deliver the Services (for example, cloud hosting, telecommunications, message delivery, security, analytics, and payment processors). These providers may only process information to perform services for us, subject to contractual safeguards.
• With professional advisors under confidentiality obligations.
• For legal and safety reasons: to comply with law, enforce our agreements, protect rights and safety, and prevent fraud or security incidents.
• In a business transaction (merger, acquisition, restructuring, or sale of assets): information may be transferred as part of the transaction.

6. HIPAA and Healthcare Customers

Workgentic may be used by healthcare Customers and may process Protected Health Information ("PHI").

• If you are a healthcare Customer and require HIPAA protections, we will enter into a Business Associate Agreement ("BAA") with you.
• If a BAA applies, it governs our handling of PHI to the extent it conflicts with this Privacy Policy.
• Customers are responsible for using the Services in compliance with HIPAA and other applicable healthcare laws, including configuring appropriate access controls, retention settings, and disclosures.

7. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No system can be guaranteed to be 100% secure.

8. Data Retention

We retain information as long as reasonably necessary to:

• provide and improve the Services,
• maintain security and prevent abuse,
• comply with legal obligations,
• resolve disputes and enforce agreements.

Customers may be able to access, export, or delete certain Customer Data through the platform or by contacting us, subject to verification, contract, and applicable law (and subject to HIPAA/BAA requirements where applicable).

9. Your Choices and Rights

9.1 Customers and Authorized Users

You may request access, correction, or deletion of certain Account Data by contacting us.

9.2 End Users interacting with a Customer

If you are an End User communicating with a Customer using Workgentic, the Customer is typically responsible for responding to privacy requests regarding your information. You should contact the Customer directly.

10. Children's Privacy

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13.

11. International Visitors

We operate in the United States. If you access the Services from outside the United States, you understand your information may be processed in the United States.

12. Changes to This Privacy Policy

We may update this Privacy Policy by posting the updated version and revising the "Last Updated" date. Continued use of the Services after updates indicates acknowledgment of the updated Policy.

13. Contact

Questions or requests regarding this Privacy Policy: