Privacy Policy for EigenH

Last updated: May 29, 2026

EigenH LLC, a Delaware limited liability company (“EigenH,” “Company,” “we,” “us,” or “our”), provides EigenH Reach, an AI-powered front desk and patient access service for clinics and healthcare organizations. EigenH Reach may help clinics answer calls, respond to patient inquiries, schedule or manage appointments, collect limited intake information, route requests, facilitate follow-ups, and support related administrative workflows.

This Privacy Policy explains how we collect, use, disclose, retain, and protect Personal Information when you:

• Visit our website or product pages;
• Create or use an EigenH Reach account;
• Interact with an EigenH-powered phone, voice, chat, SMS, or appointment experience on behalf of a clinic;
• Contact us for support, demonstrations, sales, or other business inquiries; or
• Otherwise use services that link to this Privacy Policy.

This Privacy Policy does not replace the privacy notices or patient privacy practices of the clinic, dental office, hospital, or healthcare organization with which you are interacting. When EigenH Reach is used by a clinic to serve its patients, that clinic remains responsible for its healthcare services, patient relationship, clinical records, and any treatment-related decisions.

EigenH Reach is designed to assist with administrative and patient access workflows. It is not an emergency service and does not provide medical diagnosis or treatment advice. In a medical emergency, call emergency services or seek urgent medical attention immediately.

1. Information About EigenH

For purposes of this Privacy Policy:

Company means EigenH LLC, a Delaware limited liability company.

Service means the EigenH Reach website, applications, voice agents, phone-based services, scheduling tools, administrative workflows, dashboards, integrations, and related services operated by or on behalf of EigenH.

Clinic Customer means a clinic, dental office, healthcare provider, hospital, or other healthcare organization that uses EigenH Reach.

Patient or Caller means an individual who contacts or interacts with a Clinic Customer through an EigenH-powered experience.

Personal Information means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with an individual or household.

Health Information means information relating to an individual’s health, care request, appointment, symptoms, treatment inquiry, provider selection, healthcare service, or other health-related interaction.

Protected Health Information or PHI has the meaning provided under applicable U.S. healthcare privacy laws, including the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, where applicable.

Processing means collecting, using, storing, organizing, analyzing, disclosing, transferring, deleting, or otherwise handling information.

2. Our Role When Clinics Use EigenH Reach

EigenH Reach may be used by clinics to manage patient access and administrative interactions.

When a Clinic Customer uses EigenH Reach to communicate with patients, schedule appointments, collect appointment-related information, manage follow-ups, or support other clinic operations:

• The Clinic Customer generally determines why patient information is collected and how it is used for care or administrative purposes.
• EigenH processes information on behalf of the Clinic Customer to provide the configured services.
• Where the Clinic Customer is subject to HIPAA and EigenH receives or processes PHI on its behalf, EigenH may act as a business associate under a written Business Associate Agreement.
• Questions about your medical record, treatment, diagnosis, appointment decisions, or the clinic’s privacy practices should generally be directed to the Clinic Customer.

When you interact directly with EigenH for our website, product demonstrations, sales, billing, account administration, or customer support, EigenH determines how Personal Information is processed for those purposes.

3. Information We Collect

The information we collect depends on how you interact with EigenH Reach and how a Clinic Customer configures the Service.

3.1 Information You Provide Directly to Us

We may collect information you provide directly, including:

• Name;
• Email address;
• Telephone number;
• Organization or clinic name;
• Job title or professional role;
• Mailing or business address;
• Account credentials or authentication information;
• Messages, inquiries, support requests, demonstration requests, or feedback;
• Billing, subscription, invoice, or transaction-related information; and
• Any other information you voluntarily provide to us.

3.2 Information Collected During Patient or Caller Interactions

When you contact a Clinic Customer through an EigenH-powered phone, chat, SMS, or scheduling workflow, we may collect information needed to assist with your request, such as:

• Name;
• Phone number;
• Email address;
• Date of birth or other verification information, where configured by the clinic;
• Preferred appointment date, time, location, provider, or service type;
• New or existing patient status;
• Reason for your appointment or inquiry;
• Information about dental, medical, administrative, or follow-up needs;
• Insurance-related information, if enabled by the Clinic Customer;
• Messages intended for clinic staff;
• Rescheduling, cancellation, confirmation, waitlist, or callback requests;
• Emergency or urgent-routing information provided during the interaction; and
• Other information that you choose to communicate during the interaction.

Because EigenH Reach supports healthcare-related workflows, information collected during patient interactions may include sensitive or health-related information.

3.3 Voice Calls, Recordings and Transcripts

EigenH Reach may support voice-based interactions.

Depending on the Clinic Customer’s configuration and applicable law, we may process:

• Audio from phone or voice interactions;
• Call metadata, including telephone number, date, time, duration and call outcome;
• Speech-to-text transcripts;
• Summaries of calls or patient requests;
• Extracted appointment or administrative information; and
• Quality, routing, escalation or follow-up information.

Where a call is recorded or transcribed, notice or consent will be provided where required by applicable law or the Clinic Customer’s configuration. Recording and transcription features may be disabled or limited depending on the clinic, jurisdiction, or workflow.

3.4 Information Provided by Clinic Customers

Clinic Customers may provide or make available information necessary to configure or operate EigenH Reach, including:

• Clinic name, contact details, location and business hours;
• Services offered;
• Provider schedules and availability;
• Appointment policies;
• Insurance plans accepted;
• Frequently asked questions;
• Escalation and emergency-routing instructions;
• Patient communication preferences;
• Existing patient or appointment information, where integrated and permitted;
• Clinic staff account details;
• Integration credentials or system configuration information; and
• Customer support and operational information.

Clinic Customers are responsible for ensuring they have appropriate authority to provide information to EigenH for use with the Service.

3.5 Information Collected Automatically

When you visit our website or use the Service, we may automatically collect:

• Internet Protocol address;
• Browser type and version;
• Device type and operating system;
• Pages viewed and interactions with our website;
• Date and time of access;
• Referring website or source;
• Unique device or browser identifiers;
• Authentication, security and access logs;
• Diagnostic information;
• Performance and error information; and
• Usage information relating to the Service.

3.6 Cookies and Similar Technologies

We may use cookies and similar technologies to operate, secure, analyze and improve our website and Service.

These technologies may include:

Essential Cookies: Required for website operation, authentication, security, fraud prevention and account access.

Preference Cookies: Used to remember choices such as language, session state or product settings.

Analytics Cookies: Used to understand website traffic, product usage and performance, where enabled.

Where required by applicable law, we will request consent before using non-essential cookies. You may manage cookie preferences through any cookie preference tool made available on our website or through your browser settings.

We do not use PHI or patient interaction content for third-party behavioral advertising.

4. How We Use Personal Information

We may use Personal Information for the following purposes:

4.1 To Provide EigenH Reach

We use information to:

• Answer and route incoming patient or clinic calls;
• Support appointment booking, rescheduling, cancellation and confirmations;
• Facilitate clinic callbacks and follow-up workflows;
• Collect and organize appointment-related information;
• Communicate information to the appropriate clinic staff;
• Operate voice, chat, SMS or scheduling functionality;
• Authenticate users and manage accounts;
• Provide dashboards, reporting and workflow visibility to Clinic Customers;
• Maintain integrations selected by Clinic Customers; and
• Provide requested products or services.

4.2 To Support Clinic Operations

We may use information on behalf of Clinic Customers to:

• Improve administrative response times;
• Identify incomplete appointment requests;
• Route patient inquiries appropriately;
• Support missed-call recovery or follow-up communications;
• Generate administrative summaries for clinic staff;
• Support operational reporting;
• Troubleshoot workflow issues; and
• Perform services requested by the Clinic Customer.

EigenH does not make medical treatment decisions and does not replace licensed healthcare professionals.

4.3 To Communicate With You

We may use your information to:

• Respond to inquiries;
• Provide requested demonstrations;
• Communicate about accounts, security, support or product updates;
• Deliver appointment-related communications configured by a Clinic Customer;
• Send service notifications;
• Respond to privacy requests; and
• Provide important information relating to the Service.

4.4 To Maintain Security and Reliability

We may process information to:

• Detect, investigate and prevent fraud, misuse, security incidents or unauthorized access;
• Monitor system reliability and service performance;
• Debug and repair errors;
• Protect our users, Clinic Customers and systems;
• Maintain audit records;
• Enforce our agreements and policies; and
• Comply with applicable legal obligations.

4.5 To Improve the Service

We may use limited information to evaluate and improve Service performance, user experience, accuracy, workflow design and administrative efficiency.

Where information includes PHI or patient health information, we will process it only as permitted under applicable law, applicable agreements with Clinic Customers, and any required authorizations or consents.

Unless expressly permitted by applicable law, contract and any required authorization, EigenH does not use PHI to train general-purpose artificial intelligence models.

4.6 For Business Administration

We may use information for:

• Billing and payment administration;
• Contract management;
• Corporate recordkeeping;
• Customer relationship management;
• Business analytics;
• Due diligence relating to financing, merger, acquisition, restructuring or asset transfer; and
• Other legitimate internal business operations.

5. Health Information and HIPAA

EigenH Reach may process Health Information when supporting Clinic Customers and patient access workflows.

5.1 When HIPAA Applies

Certain Clinic Customers may be healthcare providers or other entities subject to HIPAA. Where EigenH processes PHI on behalf of a HIPAA-covered Clinic Customer, EigenH will process that PHI in accordance with:

• Applicable HIPAA requirements;
• The written Business Associate Agreement between EigenH and the Clinic Customer;
• The Clinic Customer’s lawful instructions; and
• Other applicable privacy and security obligations.

5.2 When HIPAA Does Not Apply

Not every interaction with EigenH or every type of health-related information is governed by HIPAA. For example, information submitted directly to EigenH through a general website inquiry, demonstration request or other non-clinical interaction may not be PHI under HIPAA.

Where HIPAA does not apply, we handle Personal Information and Health Information in accordance with this Privacy Policy and applicable consumer privacy and health data laws.

5.3 Clinic Privacy Practices

Clinic Customers may have their own privacy notices, HIPAA Notices of Privacy Practices, patient consent procedures and medical-record policies. Those clinic notices govern the clinic’s use of your patient or medical information.

For requests relating to medical records, appointment history, treatment communications or clinic-held patient information, you may need to contact the relevant Clinic Customer directly.

6. Artificial Intelligence, Voice Technology and Human Escalation

EigenH Reach may use artificial intelligence and voice technologies to support administrative interactions such as answering general questions, capturing appointment requests, scheduling, routing calls, summarizing administrative conversations and assisting clinic staff.

During an interaction:

• You may be speaking with an AI-powered assistant rather than a human receptionist.
• The Service may ask questions necessary to complete an appointment or administrative request.
• The Service may transfer, escalate or route requests to clinic personnel where configured or appropriate.
• A human may review or respond to your request where the Service cannot complete it or where human review is appropriate.

EigenH Reach is not a physician, dentist, nurse, emergency dispatcher or licensed medical professional. The Service does not provide medical diagnosis, treatment recommendations or emergency care.

7. How We Disclose Personal Information

We may disclose Personal Information in the following circumstances.

7.1 With Clinic Customers

When you interact with a Clinic Customer through EigenH Reach, we may provide information from your interaction to that Clinic Customer so it can respond to your inquiry, manage your appointment, contact you, provide healthcare services or maintain its administrative records.

7.2 With Service Providers and Subprocessors

We may use service providers and subprocessors to operate the Service, including providers supporting:

• Cloud hosting and data storage;
• Telecommunications, phone calls and SMS;
• Speech recognition, transcription or text-to-speech functionality;
• Artificial intelligence model hosting or inference;
• Authentication and account management;
• Email delivery and customer communications;
• Scheduling, practice-management or healthcare-system integrations;
• Security monitoring;
• Website analytics;
• Customer support;
• Billing or payment processing; and
• Professional advisory services.

These providers are authorized to process Personal Information only as necessary to provide services to us or as otherwise permitted by applicable law and contract.

Where PHI is processed and applicable law requires it, we will use appropriate contractual protections with relevant providers.

7.3 With Your Direction or Consent

We may disclose Personal Information when you request, direct or consent to the disclosure.

7.4 For Legal and Safety Reasons

We may disclose Personal Information where we believe disclosure is necessary to:

• Comply with applicable law, legal process, court order or governmental request;
• Protect the rights, property, safety or security of EigenH, Clinic Customers, users or the public;
• Investigate or prevent fraud, abuse, security incidents or unlawful conduct;
• Enforce our agreements and policies; or
• Establish, exercise or defend legal claims.

7.5 Business Transfers

If EigenH is involved in a merger, acquisition, financing, restructuring, bankruptcy, sale of assets or similar transaction, Personal Information may be disclosed or transferred as part of that transaction, subject to applicable law and contractual obligations.

8. No Sale of Personal Information and No Patient Advertising Use

EigenH does not sell Personal Information for monetary consideration.

EigenH does not sell PHI or use PHI for third-party targeted advertising.

EigenH does not use patient call content, appointment details, symptoms, treatment inquiries or other patient Health Information to build advertising profiles or serve third-party behavioral advertising.

If our website practices change in the future in a manner that constitutes “selling” or “sharing” Personal Information under applicable privacy law, we will update this Privacy Policy and provide any required choices or opt-out mechanisms before engaging in those practices.

9. Data Retention

We retain Personal Information only for as long as reasonably necessary for the purposes described in this Privacy Policy, as directed by Clinic Customers, as required under applicable agreements, or as required or permitted by law.

Retention periods may vary depending on the category of information and the context in which it was collected.

9.1 Website and Business Inquiry Information

Information submitted through website forms, sales inquiries, demonstration requests and business communications may be retained for as long as necessary to respond to the request, maintain business records, support customer relationships or comply with legal obligations.

9.2 Account and Clinic Customer Information

Clinic Customer account, configuration, support and administrative information may be retained during the customer relationship and for a reasonable period afterward for contract administration, security, dispute resolution, compliance and recordkeeping.

9.3 Patient Interaction Information

Patient interaction information, including appointment requests, communications, transcripts, recordings or summaries, may be retained according to:

• The Clinic Customer’s configuration and instructions;
• Applicable agreements between EigenH and the Clinic Customer;
• Applicable healthcare, privacy and recordkeeping requirements;
• Security, audit and incident-response needs; and
• Any legally valid deletion request or retention requirement.

9.4 Call Recordings and Transcripts

Where voice recording or transcription is enabled, audio recordings and transcripts will be retained only for the configured purpose and duration established for the relevant clinic workflow, subject to applicable legal and contractual requirements.

9.5 Technical and Security Information

Technical logs, security logs, diagnostic information and service usage data may be retained for a reasonable period to support security monitoring, troubleshooting, fraud prevention, reliability and compliance.

9.6 Billing and Transaction Records

Billing, invoice and transaction records may be retained as required for accounting, taxation, audit, contractual or legal purposes.

9.7 Deidentified or Aggregated Information

We may retain information that has been deidentified or aggregated so that it can no longer reasonably identify an individual. We may use such information for analytics, service improvement, operational reporting and research, as permitted by applicable law and contract.

10. Data Security

We use reasonable administrative, technical and organizational safeguards designed to protect Personal Information against unauthorized access, disclosure, alteration, loss or misuse.

Depending on the nature of the information and the Service configuration, these safeguards may include:

• Access controls;
• Authentication and authorization measures;
• Encryption in transit and at rest where appropriate;
• Logging and monitoring;
• Secure cloud infrastructure;
• Vendor and subprocessor controls;
• Employee or contractor confidentiality obligations;
• Incident-response processes; and
• Measures intended to protect health-related and other sensitive information.

No security system is completely secure, and we cannot guarantee absolute security. You should not provide information through the Service that is unrelated to your appointment, inquiry or requested clinic workflow.

11. International Data Transfers

EigenH may process information in the United States and in other locations where we or our service providers operate.

If Personal Information is transferred across jurisdictions, we will take steps designed to protect the information in accordance with this Privacy Policy, applicable contractual obligations and applicable data protection laws.

Clinic Customers are responsible for determining whether their use of EigenH Reach is permitted under laws applicable to their organization and patients.

12. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have rights relating to your Personal Information, including the right to:

• Request access to Personal Information we maintain about you;
• Request correction of inaccurate Personal Information;
• Request deletion of Personal Information, subject to legal and contractual exceptions;
• Request a copy of certain Personal Information;
• Object to or restrict certain processing;
• Withdraw consent where processing is based on consent;
• Opt out of certain communications; and
• Appeal certain privacy-request decisions where required by law.

Where EigenH processes patient information on behalf of a Clinic Customer, we may direct your request to that Clinic Customer or coordinate with the Clinic Customer as required under applicable law or contract.

To submit a privacy request, contact us using the information in the Contact Us section below. We may need to verify your identity before completing a request.

You may unsubscribe from marketing communications by using the unsubscribe instructions included in those communications. Service-related, appointment-related or security-related communications may still be sent where necessary.

13. California Privacy Notice

This section applies to California residents where the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA/CPRA”), applies to EigenH’s processing of their Personal Information.

13.1 Categories of Personal Information We May Collect

Depending on your interaction with EigenH Reach, we may collect the following categories of Personal Information:

We do not intentionally collect biometric identifiers for the purpose of uniquely identifying individuals through EigenH Reach unless separately disclosed and lawfully implemented.

13.2 Sources of Personal Information

We may collect Personal Information from:

• You directly;
• Clinic Customers;
• Your interactions with EigenH-powered voice, phone, chat or scheduling experiences;
• Devices, browsers, cookies and similar technologies;
• Service providers and integration partners; and
• Other sources authorized by you or a Clinic Customer.

13.3 Business Purposes for Collection and Disclosure

We may collect, use or disclose Personal Information for purposes including:

• Providing EigenH Reach;
• Facilitating clinic calls, appointments and administrative requests;
• Authenticating users and managing accounts;
• Providing customer support;
• Maintaining security and preventing fraud;
• Troubleshooting and improving Service performance;
• Processing billing or transactions;
• Complying with legal obligations; and
• Supporting corporate transactions or business administration.

13.4 Categories of Third Parties to Whom Information May Be Disclosed

We may disclose Personal Information to:

• Clinic Customers;
• Cloud, communications, transcription, artificial intelligence, security, customer support, analytics, billing and integration service providers;
• Professional advisers;
• Governmental authorities or other parties where legally required; and
• Parties involved in a permitted corporate transaction.

13.5 Sale or Sharing of Personal Information

EigenH does not sell Personal Information for monetary consideration.

EigenH does not sell or share PHI or patient Health Information for cross-context behavioral advertising.

EigenH does not knowingly sell or share Personal Information of consumers under 16 years of age.

13.6 California Privacy Rights

Subject to applicable exceptions and verification requirements, California residents may have the right to:

• Know the categories and specific pieces of Personal Information collected about them;
• Know the categories of sources, purposes and third parties relating to Personal Information;
• Request deletion of Personal Information;
• Request correction of inaccurate Personal Information;
• Receive a portable copy of certain Personal Information;
• Opt out of the sale or sharing of Personal Information, where applicable;
• Limit certain uses and disclosures of Sensitive Personal Information, where applicable; and
• Exercise privacy rights without unlawful discrimination.

To submit a California privacy request, contact us using the information in the Contact Us section.

Where your request concerns patient information processed by EigenH on behalf of a Clinic Customer, we may refer your request to, or coordinate with, the relevant Clinic Customer.

14. Children’s Privacy

EigenH Reach is not intended to be used independently by children under 13 years of age.

A parent or legal guardian may use a Clinic Customer’s appointment or communication workflow to request healthcare services for a child. In those circumstances, information relating to the child may be processed only as needed to support the requested clinic interaction and as directed by the relevant Clinic Customer.

We do not knowingly create independent consumer accounts for children under 13 through EigenH Reach without appropriate authorization.

If you believe a child has provided Personal Information directly to EigenH without appropriate parental or guardian involvement, please contact us so that we can review the matter and take appropriate action.

15. Third-Party Websites and Services

Our website or Service may contain links to websites, services or integrations operated by third parties, including Clinic Customer websites or third-party scheduling, payment or communication systems.

We are not responsible for the privacy practices of third parties that operate independently from EigenH. We encourage you to review their privacy notices before providing information to them.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Service, our data practices, legal requirements or business operations.

When we make changes, we will post the revised Privacy Policy on this page and update the “Last updated” date above. Where required by applicable law, we will provide additional notice or obtain consent before material changes take effect.

17. Contact Us

If you have questions about this Privacy Policy, wish to exercise a privacy right, or have a concern about our privacy practices, contact us at:

EigenH LLC A Delaware limited liability company Privacy email: [privacy@eigenh.ai] Website: [www.eigenh.ai] Mailing address: 173 Star Light Cir, Cedar Park, TX 78613

For patient care, appointment, treatment or medical-record questions, please also contact the clinic or healthcare organization with which you interacted.