Privacy policy

Who we are

Sara is a product of BotBit, Inc. (under its “RAY” brand; hereinafter, “Sara”, “we”). Sara is the AI receptionist that clinics use to handle SMS and Instagram, book appointments and collect deposits. The controller of your data is BotBit, Inc. For any privacy matter you can write to us at info@rayapp.io.

Our role toward your patients

When a clinic hires Sara, the clinic is the controller of its patients’ data, and Sara acts as a processor that handles it following its instructions: replying to messages, booking and managing reminders. The clinic decides which treatments it offers, which prices it communicates and how each person is attended to.

What data we process

About clinics and their teams

• Contact details you leave when requesting a demo: name, role, clinic name and the channel through which we contact you.
• Authorization to access your Google Calendar, to read your availability and write the appointments.
• Your account settings: calendars, locations, professionals and service preferences.

About the patients who chat with Sara

• The content of the conversation over SMS, Instagram or the website chat, so we can reply and book.
• Appointment data: date, time, treatment enquired about and status (confirmed, rescheduled, canceled).
• Deposit payment data, when applicable, processed by our payment provider.

Sara does not store your patients’ medical records or sensitive medical information. That stays where it already is today, in the clinic’s systems.

What we use the data for

• Providing the service: answering, booking, reminding, confirming, collecting the deposit and winning back patients.
• Improving the quality of the responses and the security of the product.
• Communicating with you about your account, support and relevant updates.
• Meeting legal obligations and preventing abusive or fraudulent use.

Who we share it with

We work with providers who help us operate, under agreements that require them to protect the information and use it only to provide their service:

• Google, for the integration with Google Calendar.
• Meta / WhatsApp and our messaging provider, to send and receive the messages.
• Meta Ads, when the clinic connects its own ad account, to create and read the performance of the campaigns that promote its content.
• Payment provider, to process the deposits and payments.
• Analytics tools, to understand the use of the website and of our campaigns.

We do not sell your data or that of your patients.

Google APIs data (Limited Use)

BotBit, Inc.’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

When you connect your Google account (for example, Google Calendar), we access only the data needed to provide the functions you request: reading your availability and writing the appointments. We do not use that data for advertising purposes, we do not sell it and we do not transfer it to third parties unless it is necessary to operate the Service, comply with the law or with your consent. Nor do we use Google APIs data to develop, improve or train generalized artificial intelligence models. You can revoke our access at any time from the security settings of your Google account.

Meta Ads data

If the clinic chooses to, it can connect its own Meta ad account and Facebook Page so our marketing assistant “Mia” can propose promoting organic Instagram content that is already performing well. With that connection, we access only the data needed for that function: listing the clinic’s ad accounts and Pages, creating the campaign structure (paused, until the clinic activates it) in its own ad account, and reading the spend, reach and conversations generated by that campaign to show the clinic its cost per booked appointment. We do not create or activate campaigns without an explicit action by the clinic in our panel, we do not use this data for any purpose other than showing the clinic its own campaign performance, and we do not share it with other clinics or third parties beyond what is necessary to operate the Service. The clinic can disconnect its Meta Ads account at any time from its panel.

Cookies and analytics

Our website uses first-party and third-party cookies to measure traffic and the effectiveness of campaigns (for example, web analytics and advertising pixels). You can manage cookies from your browser settings.

How long we keep it

We keep the data for as long as the clinic uses the service and for the time necessary to meet legal obligations. When it is no longer needed, we delete or anonymize it.

Your rights

You can request to access, rectify, cancel or object to the processing of your data, as well as to restrict or port it, under applicable law. If you are a patient of a clinic that uses Sara, the fastest route is usually to contact the clinic; you can also write to us at info@rayapp.io and we will channel it.

Security

We apply reasonable technical and organizational measures to protect the information against unauthorized access, loss or alteration. No system is infallible, but we treat security as a central part of the product.

Changes to this policy

We may update this policy to reflect changes in the product or in the law. We will publish the current version on this page, with its last-updated date.

Contact

Privacy questions: info@rayapp.io. This policy is governed by the laws of the United States applicable to personal data protection.