Privacy Policy

We collect information in three broad categories:

• Practice account information. When a practice signs up, we collect business details such as practice name, website address, contact name, email address and billing information needed to set up and maintain the service.
• Website content used for training. To power a practice's assistant, we read and store the publicly available content of that practice's website — pages describing treatments, prices, opening hours and policies — so the assistant can answer questions accurately.
• Visitor conversation and enquiry data. When a visitor chats with an assistant, we may collect the messages exchanged and, where the visitor chooses to provide it, their name, email address, phone number and the reason for their enquiry, so the practice can follow up.

• To operate, maintain and improve the VEROXA assistant.
• To train each practice's assistant on that practice's own website content, so its answers stay accurate and relevant.
• To pass enquiries and lead details captured in conversation through to the relevant practice, by email notification and by recording them in the practice's connected Google Sheet.
• To communicate with practices about their account, billing and service updates.
• To monitor and safeguard the service, including identifying misuse and maintaining the security of our systems.

We do not sell personal information, and we do not use a practice's website content or a visitor's conversation data to train assistants belonging to other practices.

Information is stored using reputable third-party infrastructure providers, including our database provider, our email delivery provider, and Google Sheets where a practice has connected one for lead capture. These providers process data on our behalf and are not permitted to use it for their own purposes.

We retain conversation and enquiry data for as long as reasonably necessary to provide the service to a practice, or until the practice asks us to delete it.

VEROXA assistants are designed to signpost visitors to NHS 111 or 999 when a message suggests a medical emergency. VEROXA is not a medical service and does not provide clinical advice.

Practices can ask us to update or delete their account information and website training data at any time. Visitors who have shared personal details through an assistant can ask the relevant practice, or VEROXA directly, to access or delete that information.

We may update this policy from time to time to reflect changes to our service or our legal obligations. We will update the date at the top of this page whenever it changes.