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1.    Introduction

Aidion, LLC, dba: Aidion Health (“we,” “us,” or “our”) provides voice AI solutions designed to support healthcare operations, including patient engagement, scheduling, and workflow automation. We are committed to protecting the privacy and security of all personal and protected health information (PHI) processed through our platform.

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2.    Scope

This Privacy Policy applies to all users of our services, including healthcare providers, administrators, and patients who interact with our voice AI systems via phone, web, or integrated platforms.

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3.    Information We Collect

We may collect the following types of information:
•    Personal Identifiers: Name, phone number, email address, and user credentials.
•    Voice Data: Audio recordings and transcriptions for operational purposes.
•    Health Information: PHI such as appointment details, symptoms, or insurance data, only when explicitly authorized.
•    Usage Data: Device type, browser, IP address, and interaction logs for performance monitoring.

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4.    How We Use Your Information

We use collected data to:
•    Deliver and improve voice AI services.
•    Facilitate scheduling, reminders, and patient interactions.
•    Train and optimize our AI models (only with de-identified data).
•    Comply with legal and regulatory obligations.

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5.    Data Sharing and Disclosure

We do not sell or share users data to third parties for promotion or marketing purposes. We may share information with:
•    Authorized healthcare providers and administrators.
•    Sub-processors under signed Business Associate Agreements (BAAs).
•    Regulatory authorities when required by law.

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6.    Consent First Call Recording & HIPAA Protection

Our platform is committed to meeting all party (two party) consent requirements in every state that mandates it and to treating any recorded patient call as protected health information (PHI) under HIPAA, with appropriate encryption, access controls, audit logging, and BAAs in place. For all eleven U.S. all party consent states, we design call flows so that no recording occurs until consent has been clearly disclosed and affirmatively captured from all participants, and we provide configuration options to handle multi state practices under the strictest applicable standard.

•    Consent first recording: Recording is always placed behind an explicit consent gate; it only starts after a clear disclosure prompt and an affirmative action by the caller (keypress or spoken “yes”).
•    Clear front loaded message: We use straightforward language such as, “This call is handled by an AI assistant and may be recorded for quality, analysis, and training. If you do not agree, please say ‘agent’ or press 0 to speak with staff and not be recorded.”
•    No recording fallback: If consent is refused, the system disables recording and either limits the AI to real time, non stored processing or immediately routes the caller to a live receptionist.
•    Standardized prompts and logging: We standardize consent wording across numbers, locations, and time of day flows, and log each consent event (timestamp, number, prompt version, consent status) so that all party consent can be demonstrated if needed.
•    Multi state compliance: For clients operating in multiple states (for example, Illinois and Washington), we either default to the strictest all party consent rule across the board or route calls by state with tailored prompts to ensure consistent compliance.

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7.    HIPAA Compliance

We follow the standards set by the Health Insurance Portability and Accountability Act (HIPAA). All PHI is encrypted in transit and at rest. Access is restricted to authorized personnel only, and audit logs are maintained for all data interactions.

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8.    Data Security

We implement industry-standard safeguards including:
•    End-to-end encryption
•    Role-based access controls
•    Regular vulnerability assessments
•    Secure cloud infrastructure with redundancy and failover protocols

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9.    User Rights

Depending on your jurisdiction, you may have rights to:
•    Access or correct your data
•    Request deletion (subject to retention obligations)
•    Withdraw consent for non-essential processing.

 

10.    Retention

We retain data only as long as necessary to fulfill service obligations or comply with legal requirements. Voice recordings may be stored temporarily for quality assurance and then securely deleted or anonymized.

11.    Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on our website with the revised effective date.

11.    Contact Us

For questions or concerns about this policy or your data, please contact:

•    Email: legal@aidion.ai

Phone: 352-752-7500
last updated 01/14/2026