Privacy Policy

1 Information We Collect

Information You Provide Directly

When you interact with Vigma.ai — including filling out our free audit form, booking a consultation, or communicating with us — we may collect:

• Full name and professional title
• Practice or clinic name
• Business email address
• Business phone number
• Practice specialty and location
• Approximate call volume or operational information you voluntarily share

Information Collected Automatically

When you visit our website, we automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages viewed, time spent, and referring URLs
• Device identifiers and session data
• Clickstream data and interaction patterns

Information from Third Parties

We may receive information about you from third-party partners, such as marketing platforms, analytics providers, or scheduling tools you use to connect with us.

2 How We Use Your Information

We use the information we collect for the following purposes:

• Delivering our services — providing your free missed call audit, practice analytics, and AI-assisted communication tools
• Business communications — contacting you about your audit results, scheduling demos, and following up on your inquiries
• Product improvement — analyzing usage patterns to improve our platform's features and accuracy
• Marketing — sending relevant content about missed revenue recovery (you can opt out at any time)
• Legal compliance — meeting our obligations under applicable law
• Security — detecting and preventing fraud, abuse, or unauthorized access

3 Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and gather analytics data. The types of cookies we use include:

Essential Cookies

Required for the website to function properly. These cannot be disabled without affecting site functionality.

Analytics Cookies

Help us understand how visitors interact with our website (e.g., Google Analytics). This data is aggregated and anonymized where possible.

Marketing Cookies

Used to serve relevant advertisements and track campaign effectiveness (e.g., Google Ads, Meta Pixel, LinkedIn Insight Tag).

Managing Cookies

Most browsers allow you to refuse or delete cookies through their settings. Disabling certain cookies may limit your ability to use some features of our site. You may also opt out of targeted advertising through the NAI opt-out page or Your Online Choices.

4 HIPAA & Healthcare Data

We are aware that our customers operate in healthcare environments subject to the Health Insurance Portability and Accountability Act (HIPAA). Our core services analyze call volume and business performance metrics, not Protected Health Information (PHI) as defined by HIPAA.

However, we take healthcare privacy obligations seriously:

• Do not submit PHI — Please do not send us any patient names, dates of birth, diagnoses, treatment information, or other PHI through our website forms or communications.
• Business Associate Agreements (BAAs) — If you engage Vigma for services that would involve access to PHI, we can execute a BAA. Contact us at vigma@vigma.ai to discuss.
• Data minimization — We collect only the business-level data necessary to deliver our services.

5 Third-Party Services

We work with trusted third-party providers who assist us in operating our website and delivering our services. These parties are contractually required to handle data securely and only as directed by us. Current service categories include:

• Analytics — Website traffic analysis and user behavior insights (e.g., Google Analytics)
• Scheduling — Appointment booking and calendar management (e.g., Calendly)
• CRM & Email — Customer relationship management and marketing communications
• Cloud Infrastructure — Website hosting and data storage (e.g., Netlify)
• AI Services — Natural language processing powering our call recovery tools
• Payment Processing — Secure payment handling (we do not store card numbers)

These providers have their own privacy policies, which we encourage you to review. We are not responsible for their privacy practices.

6 Data Retention

We retain your personal information for as long as necessary to:

• Deliver and improve our services
• Comply with legal obligations (typically 3–7 years for business records)
• Resolve disputes and enforce our agreements

When data is no longer needed, we securely delete or anonymize it. Audit data and practice analytics results are retained for the duration of your engagement with Vigma plus 12 months, unless you request earlier deletion.

7 Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access — Request a copy of the personal data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your personal data ("right to be forgotten")
• Portability — Receive your data in a structured, machine-readable format
• Opt-out of marketing — Unsubscribe from marketing emails at any time using the link in any email we send, or by contacting us directly
• Restriction — Request that we limit how we process your data

To exercise any of these rights, contact us at vigma@vigma.ai. We will respond within 30 days.

8 Security

We implement commercially reasonable technical and organizational measures to protect your information, including:

• Encrypted data transmission (HTTPS/TLS)
• Access controls limiting who can view sensitive data
• Regular security reviews of our infrastructure
• Vendor security assessments for third-party integrations

No method of transmission over the Internet is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. In the event of a data breach affecting your information, we will notify you as required by applicable law.

9 Children's Privacy

Our services are intended solely for healthcare practice administrators, physicians, office managers, and other business professionals. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided us with personal information, please contact us immediately at vigma@vigma.ai.

10 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify active customers via email where feasible

Your continued use of our website or services after changes are posted constitutes your acceptance of the revised policy. We encourage you to review this page periodically.

11 Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please reach out: