1. Scope
This Privacy Policy applies to Cocata Innovations websites, scheduling experiences, client portals, consultations, communications, and services that link to this policy. A client-controlled AI deployment may have an additional privacy notice identifying that client as the business responsible for the information.
Our separate Consumer Health Data Privacy Policy applies when we collect or process consumer health data. Client contracts, business associate agreements, and service-specific notices may impose additional protections.
2. Information we collect
- Contact and business information: name, company, role, email address, telephone number, mailing address, and business needs.
- Scheduling and inquiry information: appointment selections, form responses, consultation notes, and referral information.
- Account and service information: portal credentials, service settings, workflows, knowledge-base content, support requests, and records created while providing services.
- Communications: emails, text messages, chat content, call audio, call recordings, transcripts, summaries, and AI-agent interactions.
- Payment information: billing and transaction details. Full payment-card numbers are generally collected by our payment processor rather than Cocata Innovations.
- Sensitive information: information supplied through a client deployment may include health, biometric, employment, financial, or other sensitive information. We collect it only for an approved service and subject to applicable consent, contractual, and legal requirements.
- Device and usage information: IP address, browser and device information, pages viewed, referring pages, dates and times, and information collected through necessary cookies or similar technologies.
3. Where information comes from
We receive information directly from you; from our business clients and their authorized users or customers; from integrations you or a client connects; from scheduling, communications, payment, hosting, telephony, transcription, and AI service providers; and automatically when you use our websites or services.
4. How we use information
- Provide consultations, configure and operate services, and support client accounts.
- Answer, route, record, transcribe, summarize, and quality-check communications where notice and consent requirements have been satisfied.
- Customize AI agents, approved knowledge sources, workflows, and human-escalation rules.
- Schedule appointments, process payments, maintain records, and communicate about services.
- Send marketing communications when permitted by law and the consent provided.
- Detect misuse, secure systems, troubleshoot, enforce agreements, and comply with law.
- Analyze service performance and improve reliability using information appropriate for that purpose.
AI-generated responses can be incomplete or incorrect. We use client-approved instructions and escalation rules, but clients remain responsible for deciding where human review is required.
5. When we disclose information
We may disclose information:
- To the Cocata Innovations client responsible for the relevant agent or workflow.
- To service providers supporting hosting, scheduling, client portals, CRM, communications, telephony, recording, transcription, AI processing, security, analytics, and payments.
- To integrations and recipients selected or authorized by the client or user.
- To professional advisers, insurers, and parties involved in a business transaction.
- When required by law or reasonably necessary to protect rights, safety, systems, or users.
Cocata Innovations does not sell personal information for money. We do not sell consumer health data and do not use consumer health data for targeted advertising.
6. Cookies and third-party services
Our website and linked service providers may use cookies or similar technologies that are necessary for security, authentication, preferences, scheduling, portal access, or basic performance measurement. Third-party scheduling and portal pages operate under their own technologies and may provide additional notices. If we add advertising or nonessential tracking, we will update this policy and provide any consent mechanism required by applicable law.
7. Marketing choices
You may unsubscribe from marketing email using the link in the message. For text messages, reply STOP. You may revoke permission for automated or AI-generated calls by telling us during a call or contacting us. Consent to marketing is not a condition of purchasing services. Service-related messages may continue when needed to fulfill a request or manage an existing account.
8. Retention and security
We retain information for as long as reasonably necessary for the service, the client’s documented instructions, security, dispute resolution, and legal or contractual obligations. Retention differs by deployment and data type. We use administrative, technical, and organizational safeguards appropriate to the nature of the information, but no system can guarantee absolute security.
9. Your privacy requests
Depending on applicable law and our role, you may request access, correction, deletion, or information about disclosures, or withdraw consent. Email support@cocatainnovations.com with “Privacy Request” in the subject line. We may need to verify your identity and, for client-controlled data, may route the request to the responsible client.
10. Children
Our website and services are designed for businesses and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through this website. Contact us if you believe a child has provided information.
11. Changes and contact
We may update this policy as our services or legal obligations change. We will post the revised policy with a new effective date and provide additional notice when required. Contact Cocata Innovations at support@cocatainnovations.com, 253-201-0600, or PO Box 152, Buckley, WA 98321.