01 Overview
NightPulse ("we," "us," or "our") provides an AI-powered front desk platform for aesthetic clinics and medspas. This Privacy Policy explains how we collect, use, store, and protect information when you use our website at nightpulse.io and our platform services (collectively, the "Services").
By using our Services, you agree to the collection and use of information in accordance with this policy. If you are a clinic operator using NightPulse to handle calls on behalf of your patients, you are also responsible for ensuring your patients are informed about how their calls may be processed by our AI system.
Plain-English Summary: We collect only what we need to run the service. We do not sell your data. Call recordings are processed solely to power the AI agent and improve accuracy. You can request deletion of your data at any time.
02 Information We Collect
We collect information in two ways: information you provide to us directly, and information collected automatically when you or your callers interact with our Services.
| Category | What We Collect | Why |
|---|---|---|
| Account Information | Name, business name, email address, phone number, billing details | To create and manage your NightPulse account |
| Caller Data | Inbound phone number, call duration, call recording, transcript of conversation | To operate the AI calling agent on your behalf |
| Booking Data | Appointment details passed to your calendar integration | To complete the booking workflow |
| Usage Data | Dashboard interactions, feature usage, browser type, IP address | To improve the platform and diagnose issues |
| Communications | Emails or messages you send to our support team | To respond to your requests |
03 How We Use Your Information
We use the information we collect for the following purposes:
- To deliver the Services - operating the AI calling agent, routing bookings to your calendar, and sending follow-up messages on your behalf.
- To personalize the AI agent - training the agent on your clinic's pricing, treatments, and tone of voice so it sounds like your team.
- To provide customer support - diagnosing issues, answering your questions, and onboarding your clinic.
- To send service communications - account notifications, usage summaries, and important policy updates. We do not send unsolicited marketing emails.
- To improve our platform - analyzing aggregated and anonymized usage data to improve call quality, transcription accuracy, and feature performance.
- To comply with legal obligations - retaining records as required by applicable law.
We do not use caller data or call recordings to build advertising profiles, sell to third parties, or train general-purpose AI models that are shared outside of your account's scope.
04 Call Recordings & AI Processing
Our core service involves recording and transcribing phone calls made to your clinic's designated NightPulse line. By activating the NightPulse service, you acknowledge and agree to the following:
- Calls made to a NightPulse-enabled number are recorded and processed by our AI system.
- You are responsible for ensuring your callers are notified that their call may be recorded, as required by the laws of your jurisdiction (e.g., two-party consent states in the US).
- NightPulse provides a standard call-start disclosure phrase ("This call may be recorded…") that is enabled by default and can be customized in your dashboard.
- Transcripts are stored securely and visible to you in your dashboard. They are not shared with any other clinic or third party.
- AI model improvements using your call data are performed only on your account's data in isolation, not pooled across clients without consent.
Two-Party Consent Notice: If your clinic operates in California, Illinois, Florida, or another state that requires all-party consent for recordings, it is your responsibility to comply with those laws. Our default disclosure prompt assists with this, but you should consult your legal counsel for guidance specific to your state.
05 Sharing & Disclosure
We do not sell, rent, or trade your personal information. We may share data in the following limited circumstances:
- Service providers: We work with infrastructure partners (cloud hosting, telephony, transcription) who process data on our behalf under strict data processing agreements. These providers are not permitted to use your data for their own purposes.
- Calendar & CRM integrations: When you connect an integration (e.g., Google Calendar, Jane App, Mindbody), booking data is passed to that platform under your direction. Their own privacy policies govern how that data is handled.
- Legal requirements: We may disclose information if required by law, court order, or to protect our rights and the safety of others.
- Business transfers: If NightPulse is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.
06 Data Retention
We retain your data for as long as your account is active or as needed to provide the Services. Specific retention periods:
- Call recordings: Retained for 90 days by default. You can adjust this to 30 days or request immediate deletion from your dashboard settings.
- Transcripts: Retained for 12 months. Downloadable and deletable on demand from your dashboard.
- Account information: Retained for the life of your account, plus 30 days after cancellation to allow for account recovery.
- Billing records: Retained for 7 years as required by financial regulations.
After account cancellation, all personal data (excluding billing records legally required to be retained) is permanently deleted within 30 days.
07 Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request that we correct inaccurate or incomplete data.
- Deletion: Request that we delete your personal data ("right to be forgotten").
- Portability: Request your data in a machine-readable format.
- Objection: Object to certain types of processing, including direct marketing.
- Restriction: Request that we restrict processing of your data in certain circumstances.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising your rights.
To exercise any of these rights, contact us at privacy@nightpulse.io. We will respond within 30 days.
08 Cookies & Tracking
Our website uses cookies and similar technologies to improve your experience. We use:
- Essential cookies: Required for the website and dashboard to function. These cannot be disabled.
- Analytics cookies: Anonymous, aggregate data about how visitors use our site (e.g., pages visited, session duration). We use this to improve the product. No personally identifiable information is stored.
- Preference cookies: Store your settings, such as your selected light or dark theme.
We do not use advertising or retargeting cookies. We do not participate in cross-site tracking. You can control cookie preferences through your browser settings at any time.
09 Security
We take data security seriously and implement industry-standard measures to protect your information:
- All data is encrypted in transit using TLS 1.2 or higher.
- Data at rest is encrypted using AES-256.
- Access to production systems is restricted to authorized NightPulse personnel using multi-factor authentication.
- We conduct regular security reviews and vulnerability assessments.
- Call recordings are stored in isolated, access-controlled environments - no NightPulse employee can listen to your recordings without your explicit written request or a legal obligation.
No method of electronic transmission or storage is 100% secure. If we become aware of a security breach that affects your data, we will notify you within 72 hours in accordance with applicable law.
10 Children's Privacy
Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us immediately at privacy@nightpulse.io and we will promptly delete that information.
11 Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes that affect your rights, we will notify you by email at least 14 days before the change takes effect, giving you the opportunity to review and act on the change.
Your continued use of the Services after a policy update constitutes your acceptance of the updated policy. If you do not agree with the changes, you may cancel your account before the effective date.
12 Contact Us
If you have any questions about this Privacy Policy, want to exercise your data rights, or need to report a privacy concern, please reach out:
NightPulse Privacy Team
We typically respond within 1–2 business days. For data deletion or access requests, please include your account email and a description of your request.
Email: privacy@nightpulse.io