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Privacy Policy

Last updated: July 31, 2025

Fase AI LLC ("Fase AI," "we," "us," or "our"), a product of Olib AI, is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered healthcare communication platform.

By using Fase AI, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not access or use our services.

Information We Collect

Healthcare Provider Information

  • •Practice name, address, and contact information
  • •Staff member names and roles (for account access)
  • •Business email addresses and phone numbers
  • •Practice management system integration data

Patient Communication Data

  • •Patient names and contact information (phone numbers, email addresses)
  • •Appointment scheduling information
  • •Communication transcripts and recordings (for quality and support purposes only)
  • •Insurance information (when provided for verification purposes)

Technical Information

  • •IP addresses and browser information
  • •Device identifiers and operating system information
  • •Usage data and analytics (page views, feature usage)
  • •Error logs and performance data

How We Use Your Information

We use collected information exclusively for:

  • •Providing and maintaining our AI communication services
  • •Processing appointment bookings and patient communications
  • •Verifying insurance eligibility when requested
  • •Providing customer support and troubleshooting
  • •Ensuring compliance with healthcare regulations
  • •Improving service performance and reliability
  • •Detecting and preventing fraud or abuse

Important Notice:

We do NOT use any customer or patient data to train our AI models. All AI training is performed using synthetic data and publicly available datasets only. Your data remains exclusively yours and is never incorporated into our AI training processes.

Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information only in these limited circumstances:

Infrastructure Providers

Our hosting providers may have technical access to servers where data is stored. We ensure all infrastructure providers maintain appropriate security certifications and sign data protection agreements.

Legal Requirements

We may disclose information if required by law, subpoena, or other legal process, or if we believe disclosure is necessary to protect our rights, property, or safety.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information becomes subject to a different privacy policy.

With Your Consent

We may share information with your explicit consent or at your direction.

Data Security

We implement industry-standard security measures to protect your information:

  • •End-to-end encryption for all data transmissions
  • •Encryption at rest for stored data
  • •Regular security audits and penetration testing
  • •Access controls and authentication mechanisms
  • •Regular backups with secure storage
  • •Employee training on data security and privacy
  • •Incident response procedures

Data Breach Notification Procedures

Our Commitment to Transparency

In the unlikely event of a data breach affecting your personal information or Protected Health Information (PHI), we are committed to prompt and transparent notification.

Notification Timeline

  • •Within 72 hours: Initial notification to affected users via email and account dashboard
  • •Within 60 days: Detailed written notification as required by HIPAA for healthcare providers
  • •Immediate: Notification to HHS and relevant regulatory bodies as required by law

Notification Contents

Our breach notifications will include:

  • •Description of what happened and when it was discovered
  • •Types of information involved in the breach
  • •Steps we are taking to investigate and mitigate harm
  • •Recommended actions for affected individuals
  • •Contact information for questions and support
  • •Identity theft protection services (where applicable)

Your Responsibilities

  • •Maintain current contact information in your account
  • •Promptly report any suspicious account activity
  • •Follow recommended security measures in breach notifications

For immediate breach-related concerns, contact our security team at: security@fase.ai or call our 24/7 hotline: 1-800-FASE-SEC

Data Retention

We retain information for as long as necessary to provide our services and comply with legal obligations:

  • •Active account data: Retained while account is active
  • •Communication logs: Retained for 7 years per HIPAA requirements
  • •Technical logs: Retained for 90 days
  • •Deleted account data: Permanently removed within 30 days of account closure

Your Rights

You have the following rights regarding your information:

  • •Access: Request a copy of your personal information
  • •Correction: Request correction of inaccurate information
  • •Deletion: Request deletion of your information (subject to legal retention requirements)
  • •Portability: Request your data in a machine-readable format
  • •Objection: Object to certain processing of your information

To exercise these rights, contact us at legal@fase.ai

Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at legal@fase.ai.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. For material changes, we will provide additional notice via email or through the service.

Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Company: Fase AI LLC (a product of Olib AI)

Email: legal@fase.ai

Phone: 980-332-7387

Address: Stone Mountain, GA