Privacy Policy

1. Who this covers

Hire Rita provides an AI receptionist service to medical practices, medical spas and aesthetic practices ("practices"). This policy covers our website, trial and consultation requests, and the calls Rita handles. When Rita answers a call for a practice, we act on that practice's instructions. The practice remains responsible for its own patient records and its own privacy notice.

2. Information we collect

From practices: business contact details, service menus, hours, policies, booking-system credentials or connection tokens, and the approved answers Rita is allowed to give.

From callers: phone number, name, the service or appointment they asked about, scheduling preferences, callback details, and the audio and transcript of the call. Rita does not ask for card numbers, and she is not built to collect clinical histories.

From website visitors: pages viewed, referring source, approximate location from IP, browser and device information, advertising or campaign identifiers, and anything you enter into a trial or consultation request form.

3. How we use it

To answer and route calls, check availability, send booking links by text, deliver call summaries to the practice, respond to inquiries, provide support, bill for usage, improve Rita's accuracy for that practice, understand how our website is used, and measure the effectiveness of our advertising. We do not sell personal information, and we do not use call content for advertising.

4. Website analytics and advertising

We use Google Analytics and the Meta Pixel to understand website activity, attribute trial requests and scheduled calls to campaigns, and improve our advertising. These tools may use first-party cookies and receive information about your visit, such as the page viewed, referring source, device or browser details, approximate location, and advertising identifiers. We do not send the contact details or form contents you provide through these website tracking events. Google and Meta process information under their own privacy policies.

We also use Microsoft Clarity to understand interactions with our website through heatmaps and session recordings. Clarity may collect clicks, scrolling, device information and usage data using cookies and similar technologies. Our landing-page forms are masked in recordings. Microsoft processes this data as described in its Privacy Statement.

5. Recordings and transcripts

Calls may be recorded and transcribed so the practice can review them and so we can correct mistakes in Rita's answers. Where recording notice or consent is required by law, the practice is responsible for the greeting disclosure. We configure it, they approve it. Recordings are available to the practice and to the small team supporting that account.

6. Health information

Rita is a receptionist. She does not diagnose, advise on treatment, or assess medical eligibility, and she is instructed to move clinical questions to your team. Because callers can still volunteer health details, we treat call content as sensitive and restrict access accordingly. Practices that require a Business Associate Agreement should raise it during onboarding so it can be reviewed and executed before Rita takes live calls.

7. Who we share it with

We share information with service providers needed to run the service, including telephony and SMS carriers, speech and language processing providers, the practice's own booking system, and the notification channel the practice chooses. We also use Google and Meta for website analytics and advertising measurement as described above. We may disclose information where the law requires it. We do not share call content with advertising platforms.

8. Retention

Call recordings and transcripts are kept for the period agreed with the practice, and deleted on request unless we're required to keep them. Business records tied to billing are kept as long as the law requires.

9. Security

Access is limited to staff who need it, credentials are stored encrypted, and connections to booking systems use the provider's authorized integration methods. No system is perfectly secure, and we'll notify affected practices promptly if something goes wrong.

10. Your choices

Callers can ask a practice to remove their information, or write to us directly and we'll route the request. You can reply STOP to any text message to stop receiving them. You can limit cookies through your browser settings and manage advertising preferences through Google and Meta. Depending on where you live, you may have rights to access, correct or delete your information. Contact us and we'll help.

11. Changes and contact

If this policy changes materially, we'll tell the practices we work with before it takes effect. Questions go to info@hirerita.com or 601 NE 36th St, Miami, FL 33137.