Privacy Policy
Last updated: September 26, 2026
Vera is an AI assistant that clinics use to confirm, reschedule and cancel patient appointments by phone and WhatsApp. This policy explains what personal data Vera handles, why, and who else is involved. Questions: hello@veracalling.com.
Who is responsible
The clinic that booked your appointment decides why and how your data is used (it is the “controller”). Vera processes that data on the clinic’s behalf and on its instructions (Vera is the “processor”). For requests about your data, you can contact your clinic 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 clinic’s questions, if the clinic asks any (for example, which treatment the visit is for).
Why
Only to confirm, reschedule or cancel your appointment, answer questions about it, and pass anything you ask for to the clinic’s staff.
Service providers
Vera relies on these providers, each bound by its own data-protection terms:
- Twilio — phone calls and WhatsApp 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.
Some of these providers process data outside Israel.
How long data is kept
Transcripts and outcomes are kept for as long as the clinic uses Vera and needs them for its records, and are deleted when the clinic asks or stops using the service.
Security
Data is encrypted in transit. Each clinic can see only its own patients 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 clinic you don’t want calls or messages from Vera. Contact your clinic or hello@veracalling.com.
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Changes
If this policy changes, the new version will be posted here with a new date.