KareOps.AI ("KareOps," "we," "us," or "our") provides clinical-grade omnichannel AI agents for healthcare organizations. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit kareops.ai, use our products and services, or otherwise interact with us.
If you are a healthcare provider customer, additional obligations may apply under a Business Associate Agreement (BAA), Data Processing Agreement (DPA), or master services agreement. Those agreements control to the extent they conflict with this policy for covered data.
1. Who we are
Controller for website and marketing data: KareOps.AI, 13155 Noel Road, Suite 900, Dallas, Texas 75240, United States. Contact: info@kareops.ai | privacy@kareops.ai | 1-866-295-0451.
2. Information we collect
2.1 Information you provide
- Contact and account details (name, email, phone, organization, role)
- Demo, contact, support, and whitepaper form submissions
- Billing and contract information for customers (processed via payment providers where applicable)
- Communications with sales, support, or success teams
2.2 Information collected automatically
- Device, browser, IP address, approximate location, and usage data
- Cookies, pixels, and similar technologies (see our Cookie Policy)
- Referral URLs and pages visited on our site
2.3 Healthcare and customer content
When customers use KareOps products, they may process protected health information (PHI) or other sensitive data. In that context we typically act as a business associate or processor under the customer's instructions and applicable law (including HIPAA where applicable). We do not use PHI from customer production environments for marketing or model training for unrelated purposes unless expressly authorized in writing.
3. How we use information
- Provide, operate, secure, and improve our website and services
- Respond to inquiries, schedule demos, and provide customer support
- Send service, security, and (where permitted) marketing communications
- Analyze usage, diagnose issues, and prevent fraud or abuse
- Comply with legal obligations and enforce our agreements
- Process transactions and manage subscriptions
4. Legal bases (where GDPR/UK GDPR applies)
We process personal data where necessary for contract performance, legitimate interests (e.g., securing and improving services, B2B marketing to prospects), consent (where required), or legal compliance. You may withdraw consent where processing is consent-based.
5. How we share information
We may share information with:
- Service providers (hosting, analytics, email, CRM, payment, security) under contract
- Professional advisors (legal, accounting) under confidentiality
- Authorities when required by law or to protect rights, safety, or security
- Successors in connection with a merger, acquisition, or asset sale (with notice as required)
We do not sell personal information for money. We do not share PHI with third parties for their independent marketing. California residents: see Section 9 regarding CCPA/CPRA rights.
6. Security
We implement administrative, technical, and physical safeguards appropriate to the nature of the data, including encryption in transit, access controls, logging, and workforce training. No method of transmission or storage is 100% secure. Report suspected incidents to privacy@kareops.ai or security@kareops.ai.
For platform security and compliance certifications (e.g., HIPAA-aligned controls, SOC 2), see our Compliance page and customer agreements.
7. Data retention
We retain information as long as needed for the purposes described, including legal, accounting, and dispute-resolution requirements. Website analytics and marketing data are retained according to tool settings and business need. Customer content retention is governed by the customer agreement and product configuration.
8. International transfers
We are based in the United States. If you access our services from other regions, information may be processed in the U.S. and other countries where we or our processors operate. Where required, we use appropriate transfer mechanisms (e.g., standard contractual clauses).
9. Your rights and choices
Depending on your location, you may have rights to:
- Access, correct, delete, or export personal data
- Object to or restrict certain processing
- Opt out of marketing emails (unsubscribe link in messages)
- Opt out of certain cookie-based advertising (see Cookie Policy)
- Lodge a complaint with a supervisory authority
To exercise rights, email privacy@kareops.ai. We may verify identity before fulfilling requests. California: you may request to know, delete, correct, or opt out of sale/share of personal information as defined by law. We do not knowingly sell personal information. We do not discriminate for exercising privacy rights.
10. Children
Our website and B2B services are not directed to children under 16. We do not knowingly collect personal information from children via the marketing site. If you believe we have, contact privacy@kareops.ai.
11. Third-party links
Our site may link to third-party sites (e.g., social networks, scheduling tools). Their privacy practices are governed by their own policies.
12. Changes
We may update this policy from time to time. The "Last updated" date will change, and material changes may be communicated via the website or email where appropriate.
13. Contact
Privacy inquiries: privacy@kareops.ai
General: info@kareops.ai
Phone: 1-866-295-0451
Address: 13155 Noel Road, Suite 900, Dallas, Texas 75240, United States