Privacy Policy

We collect information you voluntarily provide when you contact us through our website or engage our services.

Contact form submissions: When you complete the contact form at simple-ops.ai, we collect your name, email address, company name (if provided), and the content of your message. This information is used solely to respond to your inquiry.

Service engagements: When you become a client, we may collect additional business information necessary to deliver our consulting services, including organizational data, operational metrics, and systems documentation. This information is governed by a separate engagement agreement.

Automatically collected data: Our website may collect standard server log data including IP addresses, browser type, referring pages, and pages visited. We use this data in aggregate, anonymous form to understand how visitors use our site.

SaaS platform services: If you subscribe to one of our software platforms, we collect and process data necessary to deliver that service (such as configuration settings, usage logs, and integration metadata). The specific data collected depends on the platform and is described in the applicable service agreement. We do not collect data beyond what is necessary to operate the service.

We use the information we collect for the following purposes:

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

If you submit a contact form inquiry, we will respond to your request via email. We do not add contact form submitters to any marketing mailing list without explicit consent.

If you engage our services and consent to receive updates, we may occasionally send relevant information about our work. You may opt out of such communications at any time by replying to any message or contacting us at info@simple-ops.ai.

We use the following third-party services that may process information submitted through our website:

We do not use third-party advertising networks, behavioral tracking pixels, or social media tracking cookies on this website.

Simple Optimum Solutions provides an AI-powered voice scheduling agent (the “Voice Agent”) to medical, dental, and aesthetic practices (“Practices”). This section explains how information is handled when the Voice Agent answers or places calls on a Practice's behalf, and applies in addition to the sections above.

Two categories of individuals. Our customers (the Practices) are the businesses that engage us; their business-contact, account, and configuration data is handled as described above. Callers (patients and prospective patients) are individuals who call, or are called by, a Practice's phone line served by the Voice Agent; their information is processed on behalf of and under the instruction of the Practice, not for our own purposes.

Call recording, transcription, and AI processing. When the Voice Agent handles a call, the call may be recorded, transcribed into text, and processed by automated artificial-intelligence systems to understand the request, schedule or modify appointments, answer routine questions, and route the call. Callers are informed verbally at the beginning of the call that they are speaking with an automated assistant and that the call may be recorded.

Information collected from Callers may include: name and telephone number; appointment details; the call recording and its transcription; and any health-related context a Caller chooses to share during the call.

Business Associate role. With respect to protected health information (“PHI”) processed through the Voice Agent, the Practice is the HIPAA Covered Entity and Simple Optimum Solutions acts as its Business Associate. Our handling of PHI is governed by the Business Associate Agreement (“BAA”) between us and the Practice and by applicable law, including HIPAA and the California Confidentiality of Medical Information Act (“CMIA”). A Caller's PHI is governed primarily by the BAA and the Practice's own Notice of Privacy Practices — not by this website Policy. Callers with questions about their health information should contact the Practice directly.

Voice Agent subprocessors. Caller information may be processed by the following providers in connection with the Voice Agent:

We do not sell Caller information, and we do not permit our subprocessors to use Caller information for their own purposes.

Contact form inquiries are retained for up to 12 months to allow us to provide continuity in any follow-up communications. Client engagement data is retained in accordance with the terms of each engagement agreement and applicable legal requirements.

Voice Agent call data. Raw call data processed by the Voice Agent — including call recordings, transcripts, and Caller phone numbers — is retained for a maximum of twelve (12) months, after which it is automatically and permanently purged, unless a longer period is required by the Practice's instructions, the applicable BAA, or law. De-identified, aggregated statistics (such as call counts) may be retained longer for analytics and reporting; we do not attempt to re-identify de-identified data.

You may request deletion of your contact form data at any time by emailing info@simple-ops.ai. We will respond within 30 days.

We implement reasonable administrative, technical, and physical safeguards to protect the information we hold. All data transmitted to our website is encrypted via HTTPS/TLS. Contact form submissions are transmitted via encrypted channels.

However, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to avoid sharing sensitive personal or financial information through web forms.

In the event of a data breach that affects your personal information, we will notify affected individuals within 72 hours of becoming aware of the breach, to the extent required by applicable law.

Depending on your jurisdiction, you may have the following rights with respect to your personal information:

To exercise any of these rights, contact us at info@simple-ops.ai. We will respond within 30 days. We do not charge a fee for reasonable access requests.

This section applies to California residents and supplements the other sections of this Policy. It is provided under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA/CPRA”).

HIPAA/CMIA exemption. The CCPA/CPRA does not apply to protected health information handled by a Covered Entity or Business Associate under HIPAA, or to medical information governed by the CMIA. Because most Caller information processed through the Voice Agent is PHI or CMIA-covered medical information handled under a BAA, that information is exempt from the CCPA/CPRA and is instead governed by HIPAA, the CMIA, the applicable BAA, and the Practice's Notice of Privacy Practices. The disclosures below therefore apply principally to business-contact and account information of our customers and website visitors.

Categories of personal information we collect: identifiers (name, business email, phone number); commercial information (services purchased, billing records); internet or network activity (website usage and server logs); and professional information (business role and company).

No sale or sharing. We do not sell personal information and do not share it for cross-context behavioral advertising.

Your rights. Subject to the exemptions above, California residents have the right to know and access, correct, and delete personal information; to data portability; to opt out of the sale or sharing of personal information (which we do not conduct); and to non-discrimination for exercising these rights. To exercise a right, email info@simple-ops.ai; we will verify and respond within the timeframes required by law. Requests concerning health information handled by a Practice should be directed to that Practice.

Our website uses minimal cookies. We do not use advertising cookies or cross-site tracking cookies. We may use a session cookie to maintain basic functionality during your visit.

You can configure your browser to reject cookies, though this may affect some website functionality.

Our services are intended for business professionals and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us at info@simple-ops.ai and we will promptly delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The "Last Updated" date at the top of this page will reflect the most recent revision. We encourage you to review this policy periodically. Continued use of our website after any changes constitutes acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Simple Optimum Solutions

Email: info@simple-ops.ai

Website: simple-ops.ai

We will respond to all privacy-related inquiries within 30 business days.