PharmaDial Demo Privacy Policy

1. Who We Are

CaptureDial Ltd (trading as "PharmaDial") provides AI-powered appointment booking technology for pharmacies. This privacy policy applies to our demonstration system only.

For GDPR purposes, CaptureDial Ltd is the Data Controller for the demonstration system data you provide.

2. What Information We Collect

When you use our demo booking system, we collect:

• Name: The name you provide (which may or may not be your real name)
• Phone number: Provided and confirmed by you during the call
• Service requested: The type of vaccination or service selected (e.g., flu vaccination)
• Appointment preferences: Your preferred date and time
• Call transcription: Text transcription of your conversation with our AI system (approximately 95% accurate). The audio itself is not stored.
• Call metadata: Date, time, duration, and technical details of your call
• Technical data: IP address (for web access), browser information, device identifiers

3. Legal Basis for Processing

We process your personal data based on:

• Consent: By using our demo system and continuing the call after our recording notice, you consent to the processing described in this policy
• Legitimate interests: Demonstrating, testing, and improving our AI booking system

You may withdraw consent at any time by emailing privacy@pharmadial.co.uk

4. Call Transcription Notice

All calls to our demo system are transcribed (converted to text) for quality assurance and system improvement purposes. The audio recording itself is not stored. When you call, you will hear:

"we'll be recording this call for quality assurance."

By continuing the call after this notice, you consent to being recorded. If you do not wish to be recorded, please end the call immediately.

5. How We Use Your Information

We use your data to:

• Demonstrate how our AI booking system works in a real conversation
• Send you SMS confirmation with booking details and a management link
• Analyze and improve our AI conversation system
• Test system performance and reliability
• Train and refine our AI models
• Provide demonstrations to prospective pharmacy customers

6. Automated Decision-Making

Our system uses AI to:

• Understand your spoken requests
• Suggest available appointment times
• Create and confirm bookings automatically

No significant decisions affecting you are made solely by automated means. This is a demonstration system with no real-world consequences.

7. Who We Share Your Data With

Sub-Processors (Technology Partners)

We use trusted technology partners to operate our demo system, including cloud hosting, AI processing, phone and SMS services, and calendar integrations.

For a complete list of our sub-processors and their roles, please visit: https://app.pharmadial.co.uk/subprocessors

All sub-processors are bound by data processing agreements and comply with GDPR requirements.

Demonstration Purposes

For the demo system specifically, we may share anonymized or de-identified data with:

• Participating pharmacies evaluating our technology
• Prospective customers during sales demonstrations
• Technology partners for integration testing

We will never share your real booking data with other pharmacies or sell your data to third parties.

8. International Data Transfers

Some of our sub-processors (Twilio, ElevenLabs, AssemblyAI, Deepgram) process data in the USA. We ensure appropriate safeguards through:

• Standard Contractual Clauses (SCCs) approved by the UK ICO
• Sub-processors' compliance with UK GDPR requirements
• Technical and organizational security measures

9. How Long We Keep Your Data

• Call transcriptions: Automatically deleted after 90 days
• Booking data: Retained for 90 days after the demo appointment date
• SMS messages: Delivered via Twilio and not stored by us after delivery
• Technical logs: Retained for 90 days for system debugging

10. Data Security

We protect your data using:

• Industry-standard encryption in transit (TLS/SSL) and at rest (AES-256)
• Secure UK-based cloud infrastructure (AWS)
• Access controls and authentication for staff
• Regular security audits and monitoring
• Secure deletion procedures when data retention periods expire

11. Your Rights Under UK GDPR

You have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Correct any inaccurate information
• Erasure: Request immediate deletion of your data
• Restriction: Limit how we process your data
• Data portability: Receive your data in a machine-readable format
• Object: Object to processing based on legitimate interests
• Withdraw consent: Withdraw your consent at any time

Managing Your Booking

After booking, you'll receive an SMS with a link to:

• View your booking details
• Change your appointment time
• Cancel your appointment
• Update your contact information

Requesting Data Deletion

To request immediate deletion of your data, email privacy@pharmadial.co.uk with:

• Your phone number
• Your booking reference (if available)
• Approximate date/time of your demo call

We will delete your data within 7 days and confirm by email.

12. Right to Complain

If you're unhappy with how we've handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

13. Children's Privacy

Our demo system is not intended for use by anyone under 18. If we become aware that we have collected data from a child, we will delete it immediately.

14. Changes to This Policy

We may update this privacy policy from time to time. The current version will always be available at app.pharmadial.co.uk/demo-privacy with the "Last Updated" date at the top.

15. Contact Us