Privacy Policy
Last updated: February 2026
Introduction
IB365 ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered healthcare communication platform and related services.
Information We Collect
Personal Information: Name, email address, phone number, and professional credentials when you create an account or contact us.
Practice Information: Healthcare practice details, including practice name, address, specialty, and operational data necessary for our services.
Usage Data: Information about how you interact with our platform, including call logs, feature usage, and system performance metrics.
Protected Health Information (PHI): When our AI systems process patient communications on your behalf, we handle PHI in strict accordance with HIPAA regulations.
HIPAA Compliance
IB365 operates as a Business Associate under HIPAA. We maintain appropriate administrative, physical, and technical safeguards to protect PHI. We will enter into Business Associate Agreements (BAAs) with all covered entity clients before processing any PHI.
How We Use Your Information
- To provide and maintain our AI communication services
- To process and manage patient calls and appointments
- To improve and optimize our platform performance
- To communicate with you about your account and services
- To comply with legal obligations and protect our rights
- To analyze usage patterns and enhance user experience
Data Security
We implement industry-standard security measures including encryption in transit and at rest, access controls, regular security audits, and employee training. Our infrastructure is hosted on SOC 2 Type II certified cloud providers with HIPAA-compliant configurations.
Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations. Call recordings and transcripts are retained according to your practice's policies and applicable healthcare regulations, typically for a minimum of 6 years.
Your Rights
Depending on your location, you may have the right to:
- Access your personal information
- Correct inaccurate data
- Request deletion of your data
- Object to certain processing activities
- Data portability
- Withdraw consent where applicable
Third-Party Services
We may use third-party services for analytics, payment processing, and infrastructure. All third parties handling PHI are required to sign BAAs and maintain HIPAA compliance. We do not sell your personal information to third parties.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.
Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
IB365
Email: privacy@ib365.ai
Phone: (888) 252-3019
Houston, Texas