Privacy Policy

Hedwig Flow is a service of Kalqore Private Limited (“Kalqore”, “we”, “us”). It answers phone calls for businesses such as clinics and hospitals, books their appointments, and sends WhatsApp confirmations and reminders. This policy explains what personal data we handle, why, who helps us, and what you can ask of us.

Who this policy is for

• Callers: people who phone a business that uses Hedwig Flow.
• Clients: the businesses that use Hedwig Flow, and the people who log in to their dashboard.
• Visitors to this website.

When you call a business that uses Hedwig Flow

We handle your data on behalf of that business, only to answer your call and look after your appointment. For anything about your appointment, you can also contact the business directly. We keep:

• your phone number, as the phone network shows it;
• the name you give;
• what you ask for, such as the service, the doctor, the place, the day and the time;
• the text of the conversation and a short summary of it;
• when the call happened and how long it lasted;
• your appointment, and whether it was moved, cancelled or attended.

The sound of the call is processed by Sarvam AI, which runs the conversation for us.

Health information. When you say why you want an appointment, you may tell us something about your health. We use it only to book and manage that appointment.

WhatsApp. When an appointment is booked, moved or cancelled, we send a WhatsApp message to the number you called from, and a reminder the evening before the appointment.

An AI receptionist. It tells you it is an AI assistant, it does not give medical advice, and it books only after you clearly say yes.

Clients and their staff

We keep the business’s details (such as its name, address, timings, services, fees and staff), the names and mobile numbers of the people allowed to log in to its dashboard, and records of its calls, plan and bills. Logging in to the dashboard is by a one-time code sent on WhatsApp.

Visitors to this website

This website sets no cookies and uses no analytics or advertising trackers. The client dashboard uses one cookie, only to keep you logged in.

What we use data for

• answering calls, and booking, moving and cancelling appointments;
• sending WhatsApp confirmations, reminders and login codes;
• showing each business its own calls and appointments;
• billing our clients;
• keeping the service secure and fixing problems;
• meeting our legal obligations.

We do not sell personal data, and we do not use it for advertising.

Who helps us

We share personal data only with the companies that help us run Hedwig Flow, and only for that purpose:

• Sarvam AI, which runs the phone calls: understanding speech, speaking and the conversation;
• Amazon Web Services, where our servers are, in Mumbai;
• Supabase, which hosts our database, in Mumbai;
• Interakt and WhatsApp, which deliver our WhatsApp messages.

We may also disclose data when the law requires it.

Where data is kept

Our servers and our database are in India, in Mumbai.

How long we keep it

We keep a business’s data, including its callers’ appointments and conversations, for as long as the business uses Hedwig Flow. When a business stops using Hedwig Flow and asks us to, we delete its data, except what the law requires us to keep, such as billing records.

How we protect it

Our website, our dashboards and the connections between our systems are encrypted (HTTPS). Each business can see only its own data, and access to our systems is limited to the people who run the service.

What you can ask of us

You can ask to see, correct or delete your personal data, or withdraw your consent. Contact the business you called, or message us (below), and we will reply as soon as we can.

Changes

If we change this policy, we will update this page and the date at its top.

Contact

Kalqore Private Limited. For privacy questions or complaints, message us on WhatsApp at +91 99403 30141.