Privacy Policy

Last Updated: February 7, 2026

1. Introduction

Vaelo ("we," "us," or "our") provides a clinical orchestration platform designed to streamline administrative workflows for orthodontic practices. We are committed to protecting the privacy and security of the data entrusted to us. This Privacy Policy explains how we collect, use, and safeguard information within our services.

2. Vaelo as a Business Associate (HIPAA)

Vaelo operates primarily as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). In this capacity, we process Protected Health Information (PHI) on behalf of our "Covered Entity" clients (Orthodontic Practices). Our use of PHI is governed by the Business Associate Agreements (BAAs) we enter into with our clients and by applicable federal and state laws.

3. Information We Collect

  • Practice Information: Name, address, and contact details of the orthodontic practice.
  • Account Information: Contact details of practice staff using the platform (e.g., ashton@getvaelo.com).
  • Patient Data (PHI): Information synced from Practice Management Systems (such as Dolphin Management), including names, appointment times, and triage notes.
  • Voice Data: Audio recordings and transcripts from AI-driven voice interactions, used strictly for scheduling and clinical triage.

4. How We Use Information

We use the collected data to:

  • Provide, maintain, and improve our clinical orchestration services.
  • Facilitate real-time synchronization with your Practice Management System.
  • Ensure the accuracy of AI-driven scheduling and triage.
  • Comply with legal and regulatory obligations under HIPAA.

5. Data Security and Infrastructure

  • Encryption: All data is encrypted at rest using AES-256 and in transit via TLS 1.3.
  • HSTS: We enforce HTTP Strict Transport Security (HSTS) across the .dev TLD.
  • Cloud Infrastructure: Our platform is hosted on AWS within HIPAA-eligible environments (US-West-2).
  • AI Safety: We utilize Amazon Bedrock for AI processing; your PHI is never used to train public foundational models.

6. Contact Information

For privacy-related inquiries, please contact: admin@getvaelo.com.