Privacy Policy

We collect the following categories of information:

Account Information

Your name, email address, and phone number when you register. Phone numbers and email addresses are used for one-time passcode (OTP) login verification. If you sign in with Google, we receive your name and email address from your Google account.

Business Profile

Business name, branding assets, services, and pricing you configure in your account.

Client Data You Enter

Names, phone numbers, appointment history, health/churn scores, and any notes you add about your clients. You are the data controller for this information.

Booking Submissions

Names and phone numbers submitted by your clients through your public booking page.

Payment Data

Transaction records (amounts, dates, service types). Raw card numbers are never stored — they are tokenized directly by Stripe.

Usage & Analytics

Browser type, IP address, pages visited, feature usage, and error and performance diagnostics collected automatically to operate and improve the service. Error reports may include your account identifier and email address so we can investigate problems affecting you.

Lead Source & Marketing Attribution

When a client is created through your public booking page or a connected social channel, we record UTM source/medium/campaign values and a timestamped touchpoint history against that client record, so you can see which marketing channels drive bookings.

Communications

SMS and email message logs (outbound and inbound), email open and click events, call logs, call and video-call transcripts and AI summaries, and call/video recordings associated with your account. Video-call recordings are stored in Cloudflare R2 object storage; other communications records are stored in our database.

Website Visitor & Form Data

Messages, names, and contact details that visitors submit through your booking page, forms, landing pages, live chat, or AI chatbot widget.

Location Data

If you use dispatch and field-service features, we geocode your clients' service addresses and collect a technician's device GPS location while a job is en route, to calculate arrival times and show the client a live tracking link.

Uploaded Images & Documents

Photos and files you upload, including receipts, business cards, tax documents, and inventory photos that you ask us to scan and extract information from.

Voice Data

If you use the AI Voice Assistant's voice cloning feature, we collect a voice sample you provide and send it to our voice-cloning provider (ElevenLabs) to generate a synthetic voice model for your account. Inbound/outbound calls handled by the AI voice assistant may be recorded and transcribed.

Tax & Financial Data

If you use the Accountant module, we collect worker classification data, pay information, and — separately, encrypted — taxpayer identification numbers (TINs/SSNs) for 1099/W-2 filings, plus expense and revenue records you enter.

Connected Third-Party Accounts

If you connect Google Calendar, Google Business Profile, QuickBooks Online, Square, or a social media account (e.g. Meta/Facebook/Instagram) for scheduling, accounting, import, or posting features, we store the OAuth access/refresh tokens needed to act on your behalf on that platform.

We operate two SMS programs:

OTP Verification (Platform Users)

When you sign in with a phone number, we send automated one-time passcodes via SMS for account security only. Frequency: one per login attempt. Provider: Twilio via Supabase Auth.

Business-to-Client Messaging

Your clients may receive SMS messages (appointment reminders, birthday greetings, review requests, and campaigns) sent by you through MsgHealth. These messages originate from your account. You are responsible for client consent. Provider: Twilio.

Message & Data Rates

Standard carrier rates may apply for all SMS messages.

Opt-Out

Any recipient may reply STOP to stop receiving messages. Opt-outs are honored automatically. Contact us to remove your number from our records entirely.

No Marketing to You

We do not send you promotional SMS messages and do not sell or rent your phone number.

We use collected data to:

Authentication

Verify your identity and secure your account.

Service Delivery

Provide dashboard features: client management, SMS and email automation, booking, payments, video calls, field-service dispatch, accounting integrations, AI analytics, and loyalty tools.

AI Features

Generate churn risk predictions and health scores from client activity metrics. Other AI features process the content they need to work: the AI Responder reads SMS conversations to draft replies, the AI voice assistant processes what callers say, call and video recordings are transcribed and summarized, website chatbots answer visitor messages, and scanned images are read to extract their contents. That content is sent to the AI providers listed in Section 4 only when you use the feature.

Voice Calling & Cloning

Route and record calls handled by the AI voice assistant, transcribe them for quality and response generation, and — if you opt in — generate a cloned voice model from a sample you provide.

Dispatch & Live Tracking

Use service addresses and technician location to plan routes, estimate travel and arrival times, and send clients an arrival notice and live tracking link.

Accounting & Tax Filing

Estimate tax set-aside amounts, prepare 1099/W-2 filing data you submit for e-filing through Track1099, and sync invoices, customers, and payments to QuickBooks Online if you connect it.

Billing

Process your subscription payments and maintain billing records.

Compliance & Safety

Detect fraud, enforce our Terms, respond to legal requests, and protect user safety.

Service Improvement

Analyze usage patterns to improve features and fix bugs. We do not sell this data.

We share data with the following service providers solely to operate MsgHealth. We do not sell your personal information.

MsgHealth uses browser localStorage to persist your session, theme and layout preferences, and pinned dashboard widgets. We do not use third-party advertising cookies. We may use first-party cookies for session management via Supabase Auth. Cloudflare Turnstile (on our sign-in page) and Google Maps (on live tracking pages) may set their own cookies or read device signals for security and to function.

Active Accounts

Data is retained for the duration of your account, including SMS/call logs, recordings, and payment transaction records entered in the app. You can export your client data at any time from the dashboard.

Account Deletion

Deleting your account is immediate and permanent: your client records, bookings, campaigns, and related account data (including in-app payment transaction records) are deleted at the time of the request and cannot be recovered afterward. Export any data you need before deleting your account. Records held directly by Stripe, Track1099, or other third-party processors are retained separately under their own policies, which may include longer regulatory retention periods for payment and tax records that MsgHealth does not control.

Call & Video Recordings

Voice call and video-call recordings are deleted automatically after the retention period you set in Settings (7 to 1,825 days; 180 days by default).

Voice Samples & Cloned Voices

Voice samples and cloned voice models are stored with ElevenLabs and are deleted when you remove the associated voice assistant or on request.

We implement industry-standard safeguards: TLS encryption in transit, encryption at rest for stored data (via Supabase), authenticated API access with every request scoped to your account before any data is read or written (with row-level security policies on sensitive tables as an additional database-level backstop), HMAC-authenticated cron and webhook endpoints, and dedicated AES-256-GCM field-level encryption for taxpayer identification numbers (TINs/SSNs) collected in the Accountant module and for QuickBooks access tokens. However, no method of transmission or storage over the internet is 100% secure, and we cannot guarantee absolute security. Voice recordings, call transcripts, and cloned voice models are sensitive data; access is restricted to your account, deleted on the retention schedule you configure (or a 180-day default) in Settings, and processed only to deliver the features you enable.

MsgHealth is not HIPAA-certified and we do not sign Business Associate Agreements (BAAs) today. If your business handles protected health information (PHI), contact us about healthcare privacy and compliance requirements before storing PHI in client notes, messages, or recordings.

Depending on your jurisdiction, you may have the right to:

Access

Request a copy of the personal data we hold about you.

Correction

Request correction of inaccurate or incomplete data.

Deletion

Request deletion of your personal data (subject to legal retention requirements).

Portability

Export your client data in a machine-readable format from the dashboard at any time.

Opt-Out of SMS

Reply STOP to any SMS message or contact us to opt out of all SMS communications.

MsgHealth is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.

We may update this Privacy Policy from time to time. We will notify you of material changes by email or in-app notification at least 14 days before the change takes effect. The updated policy will be posted here with a revised effective date.