Privacy Policy

It covers visitors to this website, people who send the contact form, and practice staff who use the product. Accounts are for practice staff. Patients do not create accounts. Information about a patient is entered by the practice.

Enqiva AI is a business-to-business consultation-coaching platform for eye-care practices. Staff record patient conversations, receive live coaching and post-visit analysis, and review team performance and revenue. The product describes itself as conversations that drive action, and as AI coaching for high-trust consultation teams.

Outputs are coaching, summaries, scores, and revenue estimates for training and education. They are not medical advice, diagnosis, or treatment.

The contact form collects your name, email, phone if you provide one, and your message. A hidden field is used to catch automated submissions. That field is not kept as a contact record.

The form sends the submission to info@enqivaai.com through an email service, from Enqiva AI <noreply@enqivaai.com>. It does not write the submission into a database.

This site does not include a product analytics tool.

There is no public sign-up form. An admin creates each user. Sign-in is email and password. When it is configured, sign-in includes a bot check. Password-reset email is sent through an email service.

Account records can include email, password, name, phone, job title, bio, organization, avatar, office, and role. Roles are administrator and staff. They are scoped by office and can include permissions for consultations, reports, team, and related areas. Permission changes are written to an audit log.

An office record can include the office name, address, email, phone, procedure settings, average procedure prices, coaching guidelines, and keywords.

Each office can turn procedures on or off and set average revenue figures used for conversion analytics. Procedures stored in the product are refractive (LASIK), cataract, RLE / clear lens exchange, ICL, dry eye, and corneal cross-linking (CXL).

Staff enter consultation information, and the product stores it. That information can include:

• Patient name, initials, patient number, notes, special notes, procedure interest, lead source, and appointment status.
• Consultation audio, transcript (including speaker-separated text), duration, room, consultant names, session notes, tags, outcomes, scores, AI feedback, and estimated or actual revenue.

Name, notes, special notes, and patient number are encrypted before they are stored in the cloud. Keywords extracted from notes are stored in plain text. Transcripts, and the patient-name copy on a consultation, can also be stored encrypted.

Audio files and avatars are kept in private cloud storage. Access to an upload is limited to the person who uploaded it.

• Reply to messages sent from this website.
• Create and administer staff accounts, including password reset.
• Record, transcribe, analyze, coach, export, and play back consultations. Export includes PDF. Audio can be downloaded.
• Show team performance and conversion analytics from practice-configured prices.
• Send application email through an email service.
• Keep an operational log of AI and email usage so a practice can see cost.
• Run a bot check on sign-in when it is configured.

The practice is responsible for having a lawful basis to record consultations and for telling patients they are being recorded. The product leaves that notice and any consent to the practice. It does not include a patient-facing consent flow.

Audio and transcript text are sent to AI models for transcription, live coaching, consultation analysis, recaps, transcript formatting, and dashboard chat.

Dashboard chat is instructed to keep patient names out of answers and to speak in aggregates. That is a product instruction. It is not a guarantee that a particular answer will omit a name or stay in aggregate form.

The app can also use the browser's own speech recognition on the device, where the browser provides it. Transcription in the cloud uses AI models.

The website and the product run in the cloud. Cloud services provide accounts, storage, and hosting. An email service sends password-reset email, other application email, and messages from the contact form. AI models provide transcription, live coaching, consultation analysis, recaps, transcript formatting, and dashboard chat. Audio and transcript text are sent to those models for those features. Sign-in can include a bot check. This site does not include a product analytics tool.

The browser keeps interface preferences, such as a dismissed medical disclaimer, coaching settings, and audio download history, and it keeps the sign-in session. That is separate from the consultation records kept for the practice in the cloud.

AI and email usage is logged with the service used, the model, usage amounts, user, office, and consultation. The practice can use that log to see cost. It is operational data. It is not a marketing tracker. The product does not include a product analytics tool.

A demo office can show consultations, patient names, and revenue on the dashboard and reports. Those names are mock data. They are not real patients.

Access inside the product is limited by role and by office. Admins can create, update, and delete users. Where a permission allows it, a user can delete a consultation. Cloud services and AI models receive the information required for the feature they perform, including audio and transcript text sent to AI models.

This page does not state a retention period. Your customer agreement, or a reply from info@enqivaai.com, is the place to confirm how long records are kept. Authorized users can delete consultations where their permissions allow it, and admins can delete users.

Selected patient fields are encrypted before storage in the cloud, as described above. Audio and avatars are kept in private cloud storage. Account access is scoped by role and office. Transmission and storage can still fail or be compromised. The practice should limit who receives an account and what each role can open.

A patient who wants access to a consultation should contact the practice that recorded it. Staff, and people who used the contact form, can email info@enqivaai.com about their account or their message.

The website and the product are for practices and their staff. They are not directed at children, and we do not seek accounts from children.

We may update this page. The date at the top of the page changes when we do. A signed customer agreement still controls where it differs from the updated page.

Email info@enqivaai.com. Application email is sent from Enqiva AI <noreply@enqivaai.com>.