HIPAA Privacy Policy for Automated Calls and Texting

Effective date: November 2, 2026. This HIPAA privacy policy explains how Robotalker.com LLC ("Robotalker," "we," "us," or "our") collects, uses, discloses, and safeguards personal information and protected health information ("PHI") when you visit robotalker.com or use our automated calling, text messaging, smart SMS, ringless voicemail, reporting, and related services.

This policy applies to information collected through our website, sales and support interactions, and the Robotalker platform. For healthcare providers, payers, clearinghouses, and other HIPAA-covered entities or business associates, the terms of an executed BAA govern the use and disclosure of PHI. If this policy conflicts with a BAA, the BAA controls for PHI. This policy does not limit any privacy or security obligation owed under HIPAA, the HIPAA Privacy Rule, the HIPAA Security Rule, the HITECH Act, or applicable state law.

1. Information We Collect

Robotalker collects information needed to provide secure automated calling and text messaging services, support healthcare communications, and operate our business. The information we collect falls into the following categories.

• Account and contact information: your name, organization, mailing address, email address, telephone number, job role, login credentials, and account preferences.
• Billing and payment information: billing contact details, payment card information processed by our payment providers, purchase history, and fraud-prevention information. Payment card data is handled through our payment providers and protected in accordance with applicable security requirements.
• Recipient and message information: phone numbers, names, appointment details, custom variables, call scripts, text message content, smart SMS assets, delivery dates and times, and related metadata that you upload or create in the platform. This information may include PHI.
• Protected health information: when you use Robotalker for HIPAA-covered healthcare communications under a BAA, PHI may include patient names, contact details, appointment information, provider names, treatment reminders, payment or coverage details, and other information that identifies a patient and relates to health, care, or payment for care.
• Technical and usage information: IP address, browser type, device information, pages viewed, referring URLs, and similar analytics data used to operate, secure, and improve the website and services.
• Support and compliance records: correspondence with our team, security logs, consent records, opt-out requests, BAA records, and information needed to investigate privacy or security incidents.

2. HIPAA Roles and Business Associate Agreements

When Robotalker creates, receives, maintains, or transmits PHI on behalf of a HIPAA-covered entity, Robotalker acts as a business associate. A covered entity or business associate must execute a BAA with Robotalker before sending PHI through the service. The BAA describes the permitted and required uses and disclosures of PHI, the safeguards Robotalker will use, breach notification responsibilities, subcontractor obligations, and the return or destruction of PHI at the end of the relationship.

Do not upload or send PHI through Robotalker unless a BAA is in place and the account is configured for HIPAA-covered communications. Robotalker does not authorize the use of its general marketing website forms, public chat features, or unapproved integrations to transmit PHI. If you are unsure whether a message contains PHI, treat it as PHI and contact us before sending it.

HIPAA compliance is a shared responsibility. Robotalker provides safeguards, documentation, and BAA support, but the covered entity remains responsible for determining whether a communication is permitted, applying the minimum necessary standard, obtaining required authorizations or consents, maintaining accurate recipient lists, honoring opt-outs, and configuring the service appropriately. HHS does not certify software vendors as "HIPAA compliant"; compliance depends on how the service is configured and used.

3. How We Use and Disclose Information

Robotalker uses personal information and PHI to provide, secure, and support the services you request, including to:

• Deliver automated calls, text messages, smart SMS, ringless voicemail, and appointment reminders.
• Process transactions, maintain accounts, provide customer support, and respond to privacy or security requests.
• Monitor deliverability, troubleshoot errors, maintain audit logs, and protect the integrity and security of our systems.
• Comply with legal obligations, enforce our agreements, and investigate suspected fraud, abuse, or policy violations.
• Improve our website and services using aggregated or de-identified information that does not identify a patient.

We do not sell, rent, or lease customer lists, phone numbers, message content, or PHI. We do not use PHI for advertising, remarketing, or unrelated marketing. We may disclose information to service providers that help us operate the platform, but providers with access to PHI are required to protect it through appropriate confidentiality and security obligations, including BAA flow-down requirements where applicable.

We may disclose information without prior notice only when required by law or when we believe in good faith that disclosure is necessary to (1) comply with a legal obligation, subpoena, court order, or lawful process; (2) protect the rights, property, or safety of Robotalker, our customers, patients, or the public; or (3) respond to an emergency involving a risk of death or serious harm. Disclosures of PHI are limited to what the BAA, HIPAA, and applicable law permit.

4. HIPAA Security Safeguards

Robotalker maintains administrative, technical, and physical safeguards intended to protect the confidentiality, integrity, and availability of PHI and other sensitive information. These safeguards include:

• Encryption: PHI is encrypted in transit and at rest using industry-standard encryption protocols.
• Access controls: access to PHI is limited to authorized workforce members and systems based on job role and business need.
• Audit logging and monitoring: activity in the platform is logged and reviewed so unauthorized access or unusual behavior can be investigated.
• Secure infrastructure: production data is stored in U.S.-based data centers with physical and environmental controls.
• Vendor oversight: service providers that support the platform are evaluated for security and confidentiality, and PHI-related vendors are subject to appropriate contractual protections.
• Incident response: we maintain procedures to detect, investigate, contain, and respond to suspected privacy or security incidents, including breach notification as required by the BAA and applicable law.

No method of transmission over the internet or method of electronic storage is completely secure. While Robotalker works to protect PHI, we cannot guarantee absolute security. You are responsible for protecting your account credentials, limiting access to authorized users, and notifying us immediately if you suspect unauthorized access to your account or a privacy incident.

5. PHI Retention and Deletion

Robotalker retains personal information and PHI only for as long as needed to provide the services, comply with legal obligations, resolve disputes, and meet the requirements of an applicable BAA. Call and text message history is generally erased within three months of creation. A longer retention period may apply when required by law, a BAA, a documented legal hold, a security investigation, or a patient or customer request that we are legally required to preserve.

Reports provided to customers are designed to exclude PHI. At the end of a BAA, Robotalker will return or destroy PHI as the BAA requires, subject to any retention obligation that survives the agreement. If return or destruction is infeasible, the PHI will remain protected and will not be used or disclosed except as permitted by law. You may request deletion of account data or message history by contacting us, but we may retain information when required by law or necessary for security and compliance.

6. Your Privacy Rights and Choices

You may request access to, correction of, or deletion of personal information we hold about you, subject to legal and contractual limitations. You may also object to certain processing, withdraw consent where consent is the basis for processing, or ask us to restrict the use of your information. To make a privacy request, email info@robotalker.com with the subject "HIPAA Privacy Request" or call (954) 320-6484. We may need to verify your identity before completing a request.

Patients who receive calls or texts from a healthcare provider should contact that provider first about access, correction, consent, or opt-out requests. Robotalker processes patient information on behalf of its customers and may need to refer a request to the responsible covered entity. You can also use the opt-out instructions in each message, typically by replying STOP to a text message. Robotalker customers must honor opt-outs and maintain internal do-not-call and consent records as required by HIPAA, the Telephone Consumer Protection Act, and applicable state law.

7. Cookies, Analytics, and Public Website Forms

Robotalker uses cookies, pixels, and similar technologies for website operation, analytics, security, and performance measurement. We may use services such as Google Analytics and Microsoft Clarity to understand how visitors use the site. These tools are intended to collect website usage information, not PHI. Do not enter PHI into public website forms, live chat, free-text fields, or marketing pages unless Robotalker has expressly approved that channel for PHI under a BAA.

You can control cookies through your browser settings. Disabling cookies may affect website functionality. Robotalker does not use PHI for behavioral advertising or sell analytics data that identifies a patient.

8. Children Under the Age of 13

Robotalker does not knowingly collect personal information from children under the age of 13 without verifiable parental consent. If we learn that we have inadvertently collected information from a child under 13, we will take reasonable steps to delete it. Minors may not use this website without permission from a parent or legal guardian. When Robotalker processes PHI about a minor under a BAA, the covered entity is responsible for complying with applicable parental-consent, minor-consent, and state privacy laws.

9. Links to Other Websites

Our website may link to affiliate sites, the Robotalker HIPAA portal, payment providers, and other third-party websites. Robotalker is not responsible for the privacy policies, security practices, or content of third-party websites. We encourage you to review the privacy statement of every website that collects personal information. This HIPAA privacy policy applies only to information collected by Robotalker through the services described above.

10. Changes to This HIPAA Privacy Policy

Robotalker may update this policy to reflect changes in our services, technology, legal requirements, or HIPAA practices. When we make material changes, we will post the revised policy on this page and update the effective date. If a change materially affects how we use PHI, we will provide notice as required by the BAA and applicable law. Your continued use of the website or services after an update means you accept the revised policy, except where a BAA or applicable law requires a different process.

11. Contact Robotalker About HIPAA Privacy

If you have questions or concerns about this HIPAA privacy policy, our PHI safeguards, a Business Associate Agreement, or a suspected privacy or security incident, contact us:

Robotalker.com LLC
Email: info@robotalker.com
Telephone: (954) 320-6484
Mailing address:
30 N Gould St, Ste R
Sheridan, WY 82801-6505
United States

For HIPAA privacy or security matters, please include "HIPAA" in the subject line so your request is routed appropriately. For a BAA request, include your organization name, covered-entity status, expected use case, and the best contact for legal or compliance review.

HIPAA Privacy FAQ

Is Robotalker HIPAA compliant?

Robotalker provides HIPAA-focused automated calling and texting for healthcare organizations. HIPAA compliance is a shared responsibility. A covered entity or business associate must execute a Business Associate Agreement with Robotalker and use the service in accordance with HIPAA. Robotalker supports compliance with encryption, access controls, audit logging, U.S.-based data storage, and BAA terms.

Does Robotalker sign Business Associate Agreements?

Yes. Business Associate Agreements are available to HIPAA-covered entities and business associates. Contact info@robotalker.com or visit the Robotalker HIPAA portal to discuss a BAA before sending protected health information.

How does Robotalker protect PHI?

Robotalker uses administrative, technical, and physical safeguards intended to protect PHI, including encryption in transit and at rest, role-based access controls, audit logging, and U.S.-based data centers. No method of transmission or storage is completely secure, so customers should report suspected privacy or security incidents promptly.

How long does Robotalker keep PHI and message history?

Call and text message history is generally erased within three months of creation, unless a longer period is required by law, a Business Associate Agreement, or a documented legal hold. PHI is returned or deleted at the end of the BAA as required.

Can patients opt out of HIPAA text messages?

Yes. Recipients can use the opt-out instructions included in each message, typically by replying STOP. Robotalker customers must honor opt-outs and obtain any consent required by HIPAA, the Telephone Consumer Protection Act, and applicable state law. Patients may also contact their healthcare provider directly.