1. Introduction
SignalMatrix AI ("we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website signalmatrixai.com or use our services.
By accessing or using our website, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our website or services.
2. Information We Collect
2.1 Information You Provide
- Contact Information: Name, email address, phone number, and practice name when you fill out our contact form or request a strategy audit.
- Business Information: Practice type, marketing budget range, and service interests you select on our forms.
- Communications: Any messages, feedback, or other information you send to us via email, phone, or our contact forms.
2.2 Information Collected Automatically
- Device Information: Browser type, operating system, device type, and screen resolution.
- Usage Data: Pages visited, time spent on pages, click patterns, and referring URLs.
- Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to enhance your experience and gather analytics. See Section 6 for details.
- IP Address: Your Internet Protocol address for analytics and security purposes.
- Chatbot Interactions: Our website includes an AI-powered chat assistant. When you interact with the chatbot, we collect your messages, responses, and session metadata to respond to inquiries and improve the assistant's performance. Chat transcripts are retained for up to 90 days.
2.3 AI Receptionist Voice Data Collection
The AI receptionist widget on the page collects:
- Voice recordings
- Transcriptions of spoken conversations
- User microphone access permissions
Voice Data (AI Receptionist): When you use our AI Receptionist voice assistant, we collect and process your voice recordings and transcriptions. This data is used solely to respond to your inquiry and is not retained beyond 30 days unless you become a client. Voice data is encrypted in transit and at rest. By using the voice assistant, you consent to the recording and processing of your audio input.
3. How We Use Your Information
We use the information we collect to:
- Respond to your inquiries and provide requested services
- Send you marketing communications about our services (with your consent)
- Improve our website, services, and user experience
- Analyze website usage and optimize performance
- Protect against fraudulent or unauthorized activity
- Comply with legal obligations
3.1 Automated Decision-Making / AI Processing
Automated Processing: We use artificial intelligence and machine learning systems to power our AI Receptionist and chat assistant. These systems process your inputs automatically to generate responses. No automated decisions are made about your eligibility for services, creditworthiness, or other legally significant outcomes without human review.
4. How We Share Your Information
We do not sell your personal information. We may share your information with:
- Service Providers: Third-party vendors who assist us in operating our website and delivering services (e.g., email providers, analytics platforms, CRM systems).
- Legal Requirements: When required by law, regulation, or legal process.
- Business Transfers: In connection with a merger, acquisition, or sale of assets.
- With Your Consent: When you explicitly authorize us to share your information.
5. HIPAA-Ready Practices
As a healthcare marketing agency, we take the protection of health information seriously. Our website does not collect Protected Health Information (PHI). When engaged by healthcare practices, we implement the following HIPAA-ready workflows:
- Business Associate Agreement (BAA): We execute a signed BAA with every healthcare client before any work begins that may involve access to patient data. Our BAA covers obligations, permitted uses, safeguards, breach notification procedures, and termination protocols in accordance with 45 CFR Parts 160 and 164.
- Administrative Safeguards: Access to any client data is restricted to authorized personnel only. All team members receive training on HIPAA requirements and data handling procedures.
- Technical Safeguards: We use encryption (AES-256) for data in transit and at rest, secure authentication, and access controls on all systems that may contain client information.
- Marketing Compliance: All marketing materials, ad campaigns, and website content are reviewed for compliance with healthcare advertising regulations. We do not use patient testimonials, before/after images, or any identifying patient information without proper written authorization.
- Breach Notification: In the unlikely event of a data breach, we commit to notifying affected clients within five (5) business days of discovery, in accordance with HIPAA breach notification requirements.
- Data Minimization: We follow the minimum necessary standard — we only request, use, or disclose the minimum amount of information needed to accomplish the intended purpose.
A copy of our standard Business Associate Agreement is available upon request. Please contact us at john@signalmatrixai.com for a copy.
5.1 AI Receptionist Privacy Practices
Our AI Receptionist product uses voice recognition and natural language processing to handle patient inquiries. When you call the AI Receptionist:
- Recording Notice: Calls are recorded and transcribed for quality assurance and system training. A voice prompt will notify you at the beginning of each call.
- Voice Biometrics: We do not use voice recordings for biometric identification purposes.
- Data Retention: Recordings are retained for 30 days unless the call results in an appointment, in which case it is retained as part of the client's customer record.
- Human Escalation: You may request to speak with a human representative at any time by saying "transfer me to a person."
- Opt-Out: If you do not wish to interact with the AI, you may hang up and call our main office line at (704) 361-5800.
6. Cookies and Tracking Technologies
We use the following types of cookies:
- Essential Cookies: Required for website functionality (session management, security).
- Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics).
- Marketing Cookies: Used to deliver relevant advertisements and track campaign performance.
- Third-Party Cookies: Some cookies are placed by third-party services we use, including Google Analytics. These third parties may collect information about your online activities across different websites. To learn more about how Google uses data, visit https://policies.google.com/technologies/partner-sites.
You can control cookies through your browser settings. Disabling certain cookies may limit website functionality.
6.1 Cookie Consent Management
When you first visit our website, you will see a cookie banner. Clicking "Accept" enables all cookies. Clicking "Decline" disables marketing and analytics cookies but allows essential cookies required for website functionality. You can change your cookie preferences at any time through the cookie settings link in our website footer. Your consent expires after 12 months, at which point you will be re-prompted.
7. Data Security
We implement industry-standard security measures to protect your information, including:
- SSL/TLS encryption for data in transit
- Secure data storage with access controls
- Regular security assessments and updates
- Employee training on data protection practices
No method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
8. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Contact form submissions are retained for up to 24 months unless you request earlier deletion.
- Voice Recordings (AI Receptionist): 30 days from the date of recording, unless you become a client, in which case recordings are retained as part of your client file for the duration of the engagement plus 7 years.
- Chat Transcripts (AI Assistant): 90 days from the date of conversation, unless the conversation results in a service inquiry, in which case it is retained for 24 months.
- Analytics Data (Cookies): Google Analytics data is retained for 26 months per our configuration.
9. Your Rights
Depending on your location, you may have the following rights:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information.
- Opt-Out: Unsubscribe from marketing communications at any time.
- Data Portability: Request your data in a portable format.
To exercise any of these rights, contact us at john@signalmatrixai.com.
9.1 State Privacy Rights
If you are a resident of Virginia, Colorado, Connecticut, Utah, Oregon, Montana, Texas, or another state with a comprehensive privacy law, you may have additional rights including:
- The right to confirm whether we process your personal data
- The right to correct inaccuracies in your personal data
- The right to delete your personal data
- The right to opt out of targeted advertising, sale of personal data, or profiling
- The right to appeal our decision regarding your privacy rights request
To exercise these rights, contact us at john@signalmatrixai.com. We will respond within 45 days.
10. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt out of the sale of your information. We do not sell personal information.
11. Children's Privacy
Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a minor, please contact us immediately.
12. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.
14. Do Not Track Signals
Some browsers include a "Do Not Track" feature. Our website does not currently respond to Do Not Track signals. You can control tracking through your cookie preferences and browser settings as described in Section 6.
15. User-Generated Content
If you submit testimonials, reviews, or other content to us, you grant us a non-exclusive, worldwide, royalty-free license to use, reproduce, and display that content in our marketing materials. We will not use any content that contains Protected Health Information (PHI) or patient-identifying information without a signed authorization.
16. Contact Us
If you have questions or concerns about this Privacy Policy, please contact us: