Privacy Policy

WTT Solutions LLC (“VCare Health,” “we,” “our,” or “us”) provides an AI-powered medical receptionist platform that helps healthcare practices automate patient call handling, appointment scheduling, and front-desk operations.

This Privacy Policy describes how we collect, use, disclose, and protect information when you use our website, platform, and services (“Services”). It also describes your rights and choices regarding that information.

If you are a healthcare provider using VCare Health on behalf of patients, please also review our Business Associate Agreement (BAA), which governs our handling of Protected Health Information (PHI) under HIPAA.

We collect information in the following categories:

2.1 Information you provide directly

• Account registration information: name, work email address, practice name, phone number
• Billing information: payment card details (processed by our payment processor; we do not store full card numbers)
• Communications with our team: support tickets, demo requests, trial sign-up forms
• EHR credentials and configuration settings provided during onboarding

2.2 Information collected automatically

• Log data: IP addresses, browser type, referring URLs, pages visited, and timestamps
• Usage data: feature usage patterns within the VCare dashboard
• Cookies and similar technologies: session cookies for authentication and preference cookies

When healthcare providers use VCare Health to handle patient calls, patient information — including names, phone numbers, appointment details, and reason-for-visit — constitutes Protected Health Information (PHI) under HIPAA.

We process PHI as a business associate of your clinic under a Business Associate Agreement signed with that clinic. PHI is not used by VCare for its own marketing or advertising. This policy does not claim that voice or language-model vendors exclude PHI from model training. Those vendor terms are not confirmed here, and those vendors are not described as covered by their own BAAs.

The clinic BAA is part of onboarding on VCare Health plans. To request a copy, contact us at info@vcare-health.com.

We use the information we collect to:

• Provide, operate, and maintain the VCare Health platform and Services
• Process and confirm account registrations and subscription payments
• Configure and integrate with your EHR system during onboarding
• Respond to support requests and communicate about your account
• Send product updates, service notifications, and security alerts
• Monitor and analyze usage patterns to improve the Services
• Detect, investigate, and prevent fraudulent or unauthorized activity
• Comply with applicable legal obligations

We do not use patient PHI for VCare marketing or advertising. This policy does not claim that vendors which process call audio or transcripts exclude that PHI from model training.

We may share your information with:

Service providers: Third-party vendors that assist in operating the platform (for example, cloud infrastructure, voice, messaging, and email delivery). A Business Associate Agreement with your clinic does not mean each of those vendors has its own BAA with VCare.

EHR and integration partners: Your designated EHR system, solely to read and write scheduling data as configured during onboarding.

Legal and regulatory authorities: When required by law, court order, or other legal process, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business transfers: In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the acquiring entity. We will provide notice before such a transfer.

We do not sell your personal information or PHI to any third party.

We implement technical and organizational measures designed to protect your information:

• Data in transit is encrypted using TLS 1.3
• Passwords are hashed with Argon2id
• CloudWatch application logs are encrypted with KMS
• Access to customer and patient data is governed by role-based access controls
• Access events are logged. This policy does not state how long those logs are kept
• MFA (SMS one-time passwords) is enabled by default on new accounts and is not a global enforcement switch

No system is 100% secure. If you believe your account has been compromised, please contact us immediately at security@vcare-health.com.

We retain account and usage data for the duration of your subscription and for up to 3 years after termination, unless a longer retention period is required by law or your BAA specifies different terms.

Call recordings are kept for 90 days. Transcripts are stored in the application database and are not on a separate purge job, so this policy does not describe them as deleted on a fixed timer.

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

• Access: Request a copy of personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention obligations
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to certain processing activities, including marketing communications
• Opt-out: Unsubscribe from marketing emails using the link in any email we send

To exercise these rights, contact us at privacy@vcare-health.com. We will respond within 30 days.

Note: Patient rights regarding PHI (access, amendment, accounting of disclosures) are governed by HIPAA and must be exercised with the covered entity (your healthcare provider), not with VCare Health directly.

We use cookies and similar technologies for authentication, session management, and understanding how the Services are used. You can control cookies through your browser settings. Disabling certain cookies may affect functionality of the platform.

We do not use third-party advertising cookies or sell browsing data to ad networks.

The VCare Health platform is intended for use by healthcare professionals and business operators. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have collected such information, we will delete it promptly.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice on our website at least 30 days before the changes take effect. Your continued use of the Services after the effective date constitutes acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, contact our Privacy team:

WTT Solutions LLC (VCare Health)
4211 Cedar Springs Rd, Dallas, Texas 75219
Phone: 945.352.5002
Privacy: privacy@vcare-health.com
Security: security@vcare-health.com
General: info@vcare-health.com

To request a Business Associate Agreement or discuss HIPAA compliance, visit our demo booking page.