Legal
Privacy policy
Last updated: 2 November 2026
Who we are
Vocal Node ("we", "us") provides an AI receptionist for clinics. It answers patients' WhatsApp messages and books appointments for the clinic. Vocal Node is operated by Saifullah Khan, Karachi, Pakistan. Contact: hello@vocalnode.com.
Our role
The clinic decides why its patients' information is used: to answer patients and manage appointments. We process that information on the clinic's behalf, to provide the service.
What information we handle
- Patient details shared with the clinic: name and phone number.
- WhatsApp messages between patients and the clinic's number.
- Appointment details: date, time, reason for visit, status.
- Clinic staff details: name, role, and the sign-in details needed to open the dashboard.
This website: the demo and the "Get started" form
Live demo. You enter a business name, an agent name, a business type and, if you choose, an email address. Your demo messages are sent to our server and to the Gemini AI model so the agent can reply. The demo is limited to a small number of messages, books nothing and saves no appointments. We do not save the conversation: it exists only in our server's memory for up to 30 minutes and is then discarded. Please do not enter personal or medical details. If you give an email address we use it only to follow up about your demo; it is saved in our database and emailed to us. We keep demo emails until you ask us to delete them by writing to hello@vocalnode.com.
Get started form. You send us your name, role, email, phone or WhatsApp number, and details about your clinic (city, number of doctors, working days and hours, whether patients use WhatsApp, and any notes). We store these details to contact you about setting up the service. We keep them until you ask us to delete them by writing to hello@vocalnode.com.
Bot check. Both pages use Cloudflare Turnstile to tell people from automated programs. Cloudflare may process technical information from your browser for this purpose.
Abuse limits. To stop one visitor from overloading the demo and the form, we count requests per network address. We keep only a scrambled code of the address (not the address itself) in our database, for a few days, and we do not use it for anything else.
Demo usage totals. To watch our costs, we keep simple daily totals: how many demo replies the AI model gave and how much text it processed. These totals contain no conversation text and nothing about you.
How we use it
- To reply to patients and book, move or cancel appointments.
- To send appointment reminders and alert the clinic's doctors.
- To show the clinic its appointments, patients and conversations in the dashboard.
- To keep the service secure and working.
We do not sell patient information and we do not use it for advertising.
Services we rely on
To run the service, information is processed by these providers: Meta (WhatsApp Business messaging), Google (Google Calendar for appointments, and the Gemini AI model, which reads the message text to write a reply), Supabase (database hosting, in Japan), Railway (application hosting, in the United States), Cloudflare (hosting and delivery of this website and the dashboard, and the Turnstile bot check) and Resend (email delivery, so that we receive your sign-up and demo emails). Each handles information only to provide its service to us. This means information is processed outside Pakistan.
Our use of Gemini
We use Gemini through Google's paid service. Under Google's terms for paid services, Google does not use the content we send, or the replies, to improve its products. Google may keep logs for a limited time to detect abuse and to meet legal requirements.
Google user data
If a clinic connects its Google Calendar, we ask for access to that calendar and use it only to provide the booking features the clinic sees in Vocal Node: to read which times are free or busy, and to find, create, change and cancel that clinic's appointment entries (patient name, treatment and phone number). Only free and busy times, not appointment entries, are passed to the Gemini AI model so the agent can offer open slots.
We do not sell Google user data, use it for advertising, or transfer it to anyone except as needed to provide these features, to keep the service secure, or to obey the law. Our team does not read it unless the clinic asks for help, it is needed to keep the service secure or running, or the law requires it. We do not use Google user data to develop, improve or train AI or machine-learning models, including Gemini.
We keep the calendar connection only while the clinic uses Vocal Node. The clinic can disconnect it at any time from its Google account permissions, and when a clinic leaves we delete the stored connection with the rest of its data (see "How long we keep it"). The connection credential is stored as a protected secret with our hosting provider, not in our code or on any page, and all traffic to Google is encrypted.
Vocal Node's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Who can see it
The clinic's own doctors and staff, through a protected dashboard login, and the Vocal Node team only when the clinic asks for help, or when it is needed to keep the service running.
How long we keep it
While a clinic uses Vocal Node, we keep its patient records, appointments and conversations so the service works. Copies or test data we load while setting up a clinic are used only until the service is fully operational and the clinic confirms it is satisfied, then deleted. If a clinic leaves, we give it an export of everything, including conversations, and then delete the data from our systems within 30 days. Backups are cleared shortly after.
Your choices
Patients and clinics can ask us to access, correct or delete information by writing to hello@vocalnode.com. Because we act for the clinic, we may need to pass a patient's request to the clinic.
Changes
If we change this policy we will update the date above.