Privacy Policy
Last updated: October 1, 2026
Vera is an AI receptionist and booking app that appointment businesses (clinics, salons, studios and others) use to take bookings and to confirm, reschedule and cancel appointments by phone, WhatsApp and SMS. This policy explains what personal data Vera handles, why, and who else is involved. Questions: hello@veracalling.com.
Who is responsible
The business you book with decides why and how your data is used (it is the “controller”). Vera processes that data on the business’s behalf and on its instructions (Vera is the “processor”). For the accounts of the businesses themselves (their staff’s names and emails, billing), Vera is the controller. For requests about your data, contact the business or us.
What data Vera handles
- Appointment details the clinic provides: your name, phone number, gender (so Vera addresses you correctly in Hebrew), and the appointment’s doctor, specialty, time and place.
- The conversation: what you say on the call or in WhatsApp is processed to understand your answer. Vera keeps a written transcript and the outcome (for example “confirmed” or “wants another time”) so clinic staff can see it. Call audio is processed in real time and is not recorded or stored by Vera.
- Answers to the business’s questions, if it asks any (for example, which treatment the visit is for).
- Online booking and the waitlist: the name and phone number you enter, the time and service you choose, and — if you join a waitlist — the days and person you prefer.
- Messages we send you: booking confirmations and waitlist offers by WhatsApp or SMS, with their delivery status.
- Business accounts: staff names, emails and sign-in records; for paid plans, the subscription status we receive from our payment reseller (we never see or store card numbers).
Why
Only to book, confirm, reschedule or cancel your appointment, offer you an earlier time if you joined a waitlist, answer questions about it, and pass anything you ask for to the business’s staff. For business accounts: to run the account, bill it and support it.
Service providers
Vera relies on these providers, each bound by its own data-protection terms:
- Twilio — phone calls, WhatsApp and SMS messages.
- OpenAI — speech understanding and the assistant’s replies. Under OpenAI’s API terms, this data is not used to train OpenAI’s models by default.
- Supabase — the database that stores appointments, transcripts and outcomes (encrypted at rest).
- Cloudflare — hosting of this website.
- Resend — emails to businesses (invitations, password links, notifications).
- Paddle — our online reseller and Merchant of Record for subscriptions; it processes business customers’ payments under its own privacy policy.
- Google — only for businesses that connect a Google Calendar: their appointments are written to that calendar.
Some of these providers process data outside Israel.
How long data is kept
Transcripts and outcomes are kept for as long as the business uses Vera and needs them for its records, and are deleted when the business asks or within 90 days after it stops using the service. Waitlist entries end on their last day or when you leave the list.
Security
Data is encrypted in transit. Each business can see only its own clients and calls, staff sign in with personal accounts and permissions, and access is logged.
Your rights
You can ask to see, correct or delete your data, or tell the business you don’t want calls or messages from Vera. Contact the business or hello@veracalling.com.
This website
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Changes
If this policy changes, the new version will be posted here with a new date.