Privacy Policy

Who we are

AI Vaala LLC is a digital services company based in Long Beach, California. We operate under the trade name Vaala Studios, including the website vaalastudios.com. In this policy, “we,” “us,” and “our” refer to AI Vaala LLC.

What this policy covers

This policy applies to three different groups, and the treatment differs for each:

• Website visitors — anyone browsing this site or vaalastudios.com.
• Account holders — clients who sign in to our customer dashboard and manage a subscription.
• Our clients’ end users — for example, callers to a practice that uses our call-handling service. We process that information on behalf of our client, not for our own purposes.

Information we collect

Information you give us

• Account information — the email address you register and authenticate with.
• Billing information — subscription status and a customer identifier from our payment processor. We do not receive or store full payment card numbers; card data goes directly to Stripe.
• Correspondence — anything you send us by email or through a contact form.

Information collected automatically

Our hosting provider records standard server logs, which include IP address, browser user-agent, requested URL, and timestamp. These are used for security, debugging, and abuse prevention.

We do not use analytics, advertising, or cross-site tracking technologies on this website. We set no advertising cookies and run no third-party trackers.

Information we process for clients

When a client uses our call-handling and scheduling services, our systems process operational data on their behalf. Depending on the service, this can include caller phone numbers, call recordings and transcripts, call duration and sentiment classifications, appointment and scheduling details, and practice email routed for triage.

Protected Health Information

Some of the data described above may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”). Where we process PHI, we do so as a Business Associate of the covered entity that engaged us.

For that data, the terms of our Business Associate Agreement (“BAA”) with the covered entity govern, and they take precedence over this policy. We use and disclose PHI only as permitted by that agreement and by HIPAA. Patients who want to exercise rights over their health information should contact their provider directly, since the provider — not us — is the covered entity that holds those records.

How we use information

• To provide, operate, and support our services.
• To authenticate users and secure accounts.
• To bill for subscriptions and manage payments.
• To respond to enquiries and provide client support.
• To detect, investigate, and prevent fraud, abuse, and security incidents.
• To comply with legal obligations.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

Service providers we share information with

We use a small number of vendors to run the service. Each receives only what it needs to perform its function:

Amazon Web Services

Cloud hosting, authentication, database, storage, and email delivery.

Vercel

Website and application hosting.

Stripe

Payment processing and subscription billing.

Retell AI

AI voice call handling, recording, and transcription.

NexHealth

Appointment booking and practice-management integration.

We may also disclose information when required by law, valid legal process, or to protect our rights, safety, or property. If we are involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction.

Cookies

We use only cookies that are strictly necessary to operate the site — specifically, session cookies that keep you signed in to the dashboard and cookies set by Stripe during checkout for fraud prevention. Because we set no advertising or analytics cookies, we do not display a cookie consent banner. You can block cookies in your browser, but the dashboard will not function without session cookies.

How long we keep information

We retain account and billing records for as long as your account is active, and afterwards as needed to comply with tax, accounting, and legal obligations. Data processed on behalf of a client is retained according to our agreement with that client, including any applicable BAA, and is deleted or returned on request at the end of the engagement unless law requires otherwise.

Security

We use access controls, encryption in transit, and managed cloud infrastructure to protect information, and we review our configuration as the service changes. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe you have found a vulnerability in our systems, please report it to info@aivaala.com and we will investigate.

Your privacy rights

Depending on where you live, you may have the right to request access to the personal information we hold about you, request correction or deletion, and ask us to explain how we use it. California residents have these rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act.

To make a request, email info@aivaala.com. We will verify your identity before responding, and we will not discriminate against you for exercising these rights. If your request concerns health information held by a provider that uses our services, we will refer you to that provider.

Children

Our services are intended for businesses and are not directed to children under 13. We do not knowingly collect personal information from children under 13 through this website. Note that a client’s practice may legitimately schedule appointments for minors; that information is handled as client data under the terms above.

Changes to this policy

We may update this policy as our services change. When we do, we will revise the “last updated” date at the top of this page. For material changes affecting account holders, we will provide notice by email.

Contact us

Questions about this policy or about how we handle your information? Reach us at info@aivaala.com, or write to AI Vaala LLC, Long Beach, California.