1. INTRODUCTION

ESCHEDULEIT INC. ("eScheduleIt," "we," "us," "our") incorporates artificial intelligence ("AI") technologies into its healthcare scheduling platform to enhance the efficiency and effectiveness of scheduling operations for healthcare providers. This Artificial Intelligence Policy ("Policy") explains how AI is used within our Services, what data AI features process, how we safeguard that data, and your rights regarding AI-assisted features.

This Policy supplements and is incorporated into our Terms of Service and Privacy Policy. In the event of a conflict between this Policy and the Terms of Service or Privacy Policy, the Terms of Service shall control, followed by the Privacy Policy, and then this Policy. Capitalized terms not defined herein have the meanings ascribed to them in the Terms of Service.

By accessing or using any AI-powered feature of the Services, you acknowledge that you have read, understood, and agree to be bound by this Policy. If you are accepting this Policy on behalf of an organization, you represent and warrant that you have the authority to bind that organization to this Policy. If you do not agree to this Policy, you must not use any AI-powered features of the Services.

2. AI FEATURES OVERVIEW

eScheduleIt offers the following AI-powered features as part of the Services. Not all features may be available under every subscription tier, and feature availability is subject to change.

2.1 AI Chat Assistant. The AI Chat Assistant is an in-application conversational interface powered by large language models ("LLMs") that enables authorized Users to obtain assistance with scheduling queries, resource management, operational guidance, and general platform support. The AI Chat Assistant is available within the eScheduleIt platform to authenticated Users in accordance with their subscription tier. Responses are streamed in real time via server-sent events. Usage of the AI Chat Assistant is subject to message limits that vary by subscription tier and reset on a daily or monthly basis, as applicable.

2.2 The Scheduler — Voice (AI Phone Agent). The Scheduler is eScheduleIt's AI-powered scheduling agent, branded within the Services as "the Scheduler." Its voice capability (the "AI Phone Agent") is an automated voice agent that initiates and receives telephone calls on behalf of Customers for the purpose of appointment scheduling, appointment confirmation, rescheduling, cancellation follow-up, no-show follow-up, and related scheduling communications. The Scheduler's voice capability operates via Twilio voice infrastructure and is capable of conducting multi-turn conversational interactions. All Scheduler voice calls are subject to the disclosure, consent, and compliance requirements set forth in Section 6 of this Policy.

2.3 The Scheduler — SMS (AI SMS Agent). The Scheduler's SMS capability (the "AI SMS Agent") is an automated messaging system that sends and receives Short Message Service ("SMS") text messages on behalf of Customers for appointment reminders, availability collection, scheduling coordination, confirmation requests, and related scheduling communications. The Scheduler's SMS capability operates via Twilio SMS infrastructure and is subject to the consent, opt-out, and compliance requirements set forth in Section 6 of this Policy.

2.4 The Scheduler — Optimization. The Scheduler's optimization capability employs algorithmic and machine-learning-based techniques to optimize appointment placement within provider schedules. Optimization objectives include, but are not limited to, reducing scheduling gaps, minimizing patient or client travel and drive time, maximizing resource utilization, balancing provider workloads, and improving overall scheduling efficiency. Optimization recommendations are advisory in nature and are always subject to review and override by authorized Users.

2.5 The Scheduler — Transcription. The Scheduler's transcription capability provides automated speech-to-text conversion of voice interactions conducted through the Scheduler's voice feature. Transcriptions are generated for the purposes of record-keeping, quality assurance, compliance monitoring, and to support the Scheduler's conversational capabilities. Transcription data is subject to the retention schedule set forth in Section 8 of this Policy.

3. AI TRANSPARENCY AND DISCLOSURE

eScheduleIt is committed to transparency regarding the use of AI in the Services. We adhere to the following transparency principles:

3.1 AI Phone Call Identification. All telephone calls initiated or handled by the Scheduler include an affirmative disclosure that the caller or respondent is interacting with an automated AI system. This disclosure is made at the beginning of each call, within the first thirty (30) seconds of the interaction, in compliance with Texas Senate Bill 140 (effective September 1, 2025), applicable Federal Communications Commission ("FCC") guidance on AI-generated calls, and any other applicable state or federal laws requiring AI disclosure in voice communications.

3.2 AI Chat Identification. The AI Chat Assistant is clearly identified as an AI-powered feature within the platform interface. Visual indicators and labeling distinguish AI-generated responses from communications authored by human support personnel.

3.3 AI SMS Identification. SMS messages generated by the Scheduler are sent from identified business telephone numbers registered to the Customer's account. Where required by applicable law or regulation, messages include a disclosure that the communication is AI-assisted.

3.4 Scope Limitations. AI features within eScheduleIt are designed and intended exclusively for scheduling and operational support purposes. AI features do NOT:

• Provide medical advice, clinical recommendations, or treatment suggestions;
• Render clinical diagnoses or assessments of patient or client health conditions;
• Make decisions that require professional clinical judgment, medical licensure, or clinical certification;
• Replace or substitute for the judgment of licensed healthcare professionals; or
• Access, analyze, or interpret clinical records, diagnostic data, or treatment plans.

3.5 Advisory Nature. All AI-generated outputs, including scheduling recommendations, conversational responses, and optimization suggestions, are advisory and supplementary in nature. AI outputs are intended to assist, not replace, human decision-making. All AI recommendations are subject to human review, approval, and override by authorized Users at any time.

4. DATA USAGE AND AI TRAINING

eScheduleIt maintains strict policies regarding the use of Customer Data in connection with AI features:

4.1 No Training on Customer Data. Customer Data, including without limitation Personal Health Information ("PHI"), Protected Health Information (as defined under HIPAA), conversation transcripts, voice recordings, SMS message content, scheduling data, and any other data provided by or on behalf of Customers or their end users, is NOT used to train, fine-tune, improve, benchmark, or otherwise develop any AI foundation models, large language models, or machine learning models, whether owned by eScheduleIt or by any third party.

4.2 Real-Time Processing Only. Customer Data transmitted to AI services is processed in real time solely for the purpose of generating responses and providing the specific Service function requested. Customer Data is not retained by third-party AI providers after the completion of the applicable processing request, except as may be required for transient caching necessary to complete the request.

4.3 Third-Party Data Processing Agreements. All third-party AI providers engaged by eScheduleIt operate under binding data processing agreements ("DPAs") that expressly prohibit the use of Customer Data for model training, model improvement, or any purpose other than providing the contracted service to eScheduleIt. These DPAs include provisions for data security, confidentiality, breach notification, and data deletion.

4.4 Aggregated Analytics. eScheduleIt may collect and use anonymized, aggregated, and de-identified usage statistics derived from AI feature usage to monitor Service performance, identify technical issues, and improve the overall quality of the Services. Such aggregated data does not contain any individually identifiable information, PHI, or Customer Data that can be re-identified to any specific individual, Customer, or organization.

4.5 No Sale of Data. eScheduleIt does not sell, license, rent, or otherwise provide access to Customer Data to AI model developers, researchers, data brokers, or any other third party for the purpose of AI training, development, or research.

5. DATA PROCESSED BY AI FEATURES

eScheduleIt adheres to the principle of data minimization: each AI feature accesses only the minimum data necessary to perform its specific function. The following describes the categories of data processed by each AI feature:

5.1 AI Chat Assistant. The AI Chat Assistant processes: (a) User query text entered into the chat interface; (b) relevant scheduling context necessary to respond to the query, which may include appointment dates, times, and statuses, resource names and identifiers, availability windows, and location information; and (c) conversation history within the current chat session for continuity purposes.

5.2 The Scheduler — Voice. The Scheduler processes: (a) caller identification information, including telephone number and, if available, caller name; (b) appointment details relevant to the specific call, such as appointment date, time, provider, and status; (c) conversation audio in real time for the duration of the call; and (d) transcription text generated from the conversation audio.

5.3 The Scheduler — SMS. The Scheduler processes: (a) recipient telephone number; (b) SMS message content, both inbound and outbound; (c) scheduling context relevant to the message, including appointment details and availability information; and (d) consent and opt-in/opt-out status of the recipient.

5.4 The Scheduler — Optimization. The Scheduler's optimization capability processes: (a) appointment data, including dates, times, durations, types, and statuses; (b) resource and provider availability schedules; (c) location and address data necessary for drive time and distance calculations; and (d) scheduling rules and preferences configured by the Customer.

5.5 General Data Limitation. AI features do not access full patient or client medical records, insurance details, diagnosis codes, treatment plans, clinical notes, or financial information, unless such information has been explicitly included in scheduling data fields by the Customer. Customers are advised not to include sensitive clinical information in scheduling fields that are processed by AI features.

6. VOICE CALL AND SMS COMPLIANCE

eScheduleIt is committed to full compliance with applicable federal, state, and provincial laws and regulations governing automated voice calls and SMS messages. The following compliance measures apply to all AI-powered voice and SMS communications:

6.1 TCPA Compliance. eScheduleIt obtains prior express written consent before initiating AI-powered outbound calls or SMS messages to individuals, in compliance with the Telephone Consumer Protection Act, 47 U.S.C. § 227, and implementing regulations promulgated by the Federal Communications Commission ("FCC"). Consent is documented and maintained in accordance with FCC record-keeping requirements.

6.2 One-to-One Consent. In compliance with the FCC's one-to-one consent rules effective January 27, 2025, consent for AI-powered communications is obtained specifically and exclusively for eScheduleIt communications. Consent is not bundled, shared, or transferred with or to any third party. Each consent record identifies eScheduleIt as the sole entity authorized to make communications pursuant to that consent.

6.3 Recording Disclosure. All voice calls conducted by the Scheduler include a clear and conspicuous disclosure at the beginning of the call that the call is being recorded. This disclosure is made prior to the substantive portion of the conversation, in compliance with applicable federal and state wiretapping, eavesdropping, and recording consent laws, including but not limited to two-party consent jurisdictions.

6.4 AI Identification. All voice calls conducted by the Scheduler include a disclosure that the caller or respondent is interacting with an artificial intelligence system. This disclosure is made within the first thirty (30) seconds of the call, in compliance with Texas Senate Bill 140 and all other applicable state and federal laws requiring disclosure of AI-generated or AI-assisted voice communications.

6.5 Opt-Out Rights. Recipients of AI-powered voice calls and SMS messages may opt out of such communications at any time through any of the following methods: (i) saying "stop" or requesting removal during a phone call; (ii) replying "STOP" to any SMS message; (iii) contacting eScheduleIt customer support; or (iv) adjusting communication preferences within their account settings, if applicable. eScheduleIt honors all opt-out requests in real time. Upon receipt of an opt-out request, no further AI-powered communications will be initiated to the opted-out number unless and until new, valid consent is obtained.

6.6 Quiet Hours. No automated voice calls or SMS messages are initiated before 8:00 AM or after 9:00 PM in the recipient's local time zone, in compliance with TCPA requirements (47 C.F.R. § 64.1200(c)(1)). eScheduleIt determines the recipient's local time zone based on the area code of the recipient's telephone number and, where available, geographic location data.

6.7 Do Not Call Compliance. eScheduleIt maintains internal Do Not Call ("DNC") lists and honors all opt-out requests. Outbound contact lists are scrubbed against applicable National Do Not Call Registry lists and state-specific DNC registries prior to initiating any AI-powered outbound communications. Customers are responsible for ensuring that telephone numbers provided to eScheduleIt for AI-powered outreach have been obtained in compliance with applicable consent requirements.

6.8 HIPAA Compliance. All voice and SMS communications involving PHI are conducted in compliance with the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), the HITECH Act, and their implementing regulations, including the HIPAA Privacy Rule (45 C.F.R. Part 160 and Subparts A and E of Part 164) and the HIPAA Security Rule (45 C.F.R. Part 160 and Subparts A and C of Part 164). All transmissions involving PHI are encrypted, and access to PHI in voice and SMS communications is restricted to authorized personnel and systems. Customers who are Covered Entities or Business Associates under HIPAA must execute a Business Associate Agreement with eScheduleIt prior to using AI features that process PHI.

6.9 Canadian Compliance. For Customers operating in Canada, AI-powered voice and SMS communications comply with Canada's Anti-Spam Legislation ("CASL"), the Canadian Radio-television and Telecommunications Commission ("CRTC") Unsolicited Telecommunications Rules, and applicable provincial privacy legislation, including the Personal Information Protection and Electronic Documents Act ("PIPEDA").

7. SECURITY SAFEGUARDS FOR AI DATA

eScheduleIt implements comprehensive technical, administrative, and physical security measures to protect data processed by AI features. These safeguards are consistent with industry best practices and applicable regulatory requirements, including HIPAA Security Rule requirements:

7.1 Encryption in Transit. All data transmitted to and from AI services, including third-party AI providers, is encrypted using Transport Layer Security ("TLS") version 1.2 or higher. This includes all API communications, voice data streams, SMS transmissions, and internal service-to-service communications involving AI data.

7.2 Encryption at Rest. All AI interaction data stored by eScheduleIt, including conversation logs, voice recordings, transcripts, and SMS message logs, is encrypted at rest using Advanced Encryption Standard ("AES") 256-bit encryption or equivalent cryptographic protection.

7.3 PII Detection and Sanitization. eScheduleIt employs automated Personally Identifiable Information ("PII") detection and sanitization services that identify and redact sensitive personal information, including but not limited to telephone numbers, email addresses, Social Security numbers, credit card numbers, and other identifiable data elements, before data is transmitted to third-party AI providers, where technically feasible and appropriate. PII detection operates through pattern matching, risk scoring, and configurable sensitivity thresholds.

7.4 Access Controls. Access to AI conversation data, voice recordings, transcripts, and SMS logs is restricted to authorized personnel with a legitimate business need and appropriate role-based access credentials. Access is governed by the principle of least privilege and is subject to periodic access reviews.

7.5 Audit Logging. Comprehensive audit logging tracks all AI data access and processing activities, including but not limited to data queries, data exports, administrative actions, and access attempts. Audit logs are retained in accordance with eScheduleIt's data retention policies and are available for compliance review and incident investigation.

7.6 Infrastructure Security. AI interaction data is stored within the same secure infrastructure as all other Customer Data, hosted in Microsoft Azure data centers located in the United States (East region). AI data is subject to the same physical, technical, and administrative safeguards applicable to all Customer Data, as described in the Privacy Policy and applicable Business Associate Agreement.

8. DATA RETENTION FOR AI FEATURES

eScheduleIt retains AI interaction data for the minimum period necessary to fulfill the purposes described in this Policy, comply with legal obligations, and support legitimate business operations. The following retention schedule applies to AI feature data:

• AI Chat Conversations: Ninety (90) days from the date of the conversation.
• Voice Call Recordings: Ninety (90) days from the date of the call.
• Voice Transcripts: Ninety (90) days from the date of the call.
• SMS Message Logs: Ninety (90) days from the date of the message.
• AI-Generated Scheduling Recommendations: Retained for the duration of the related appointment lifecycle, including any applicable follow-up period, after which they are deleted.

After the applicable retention period expires, AI interaction data is securely deleted using industry-standard data destruction methods, in accordance with the data deletion procedures described in the Privacy Policy. Retention periods may be extended where required by applicable law, regulation, legal hold, or valid legal process (e.g., subpoena, court order, or regulatory investigation).

Customers may request early deletion of AI interaction data at any time, subject to applicable legal retention requirements, by contacting us as described in Section 14 of this Policy.

9. HUMAN OVERSIGHT AND ESCALATION

eScheduleIt maintains robust human oversight mechanisms to ensure that AI features operate safely, accurately, and in compliance with applicable laws and professional standards. The following human-in-the-loop safeguards are implemented:

9.1 Human Assistance in Chat. Users interacting with the AI Chat Assistant may request transfer to a human support representative at any time during the conversation. The AI Chat Assistant is designed to recognize requests for human assistance and facilitate a seamless transition.

9.2 Human Transfer During Phone Calls. Callers interacting with the Scheduler may request transfer to a human operator at any time during the call. The Scheduler is designed to recognize and honor such requests promptly. Certain situations, as described in Section 9.4, may also trigger automatic transfer to a human operator.

9.3 Override of AI Recommendations. All scheduling decisions made or recommended by AI features, including appointment placement, optimization suggestions, and scheduling modifications, can be reviewed, modified, and overridden by authorized Users at any time. AI recommendations do not take effect without appropriate authorization, as configured by the Customer.

9.4 Safety and Compliance Violation Detection. eScheduleIt's AI systems incorporate automated safety monitoring that continuously evaluates AI interactions for potential compliance violations, harmful or inappropriate content, emergency situations, and other circumstances requiring human intervention. When the safety monitoring system detects a potential issue, the AI interaction is immediately escalated to a human operator or flagged for human review, as appropriate. Safety triggers include, but are not limited to, expressions of medical emergency, threats of harm, regulatory compliance concerns, and requests that exceed the scope of AI-authorized actions.

9.5 Quality Assurance. AI interactions are subject to periodic quality assurance review to evaluate accuracy, appropriateness, compliance, and overall performance. Quality assurance activities are conducted by authorized personnel and may include review of conversation transcripts, call recordings, and AI-generated recommendations. Findings from quality assurance reviews are used to identify areas for improvement in AI feature configuration, prompts, and operational parameters.

10. YOUR RIGHTS REGARDING AI

eScheduleIt respects your rights in connection with AI-powered features. You have the following rights, which may be exercised as described below:

(a) Right to Know. You have the right to know when you are interacting with an AI system rather than a human being. eScheduleIt provides affirmative disclosures in accordance with Section 3 of this Policy to ensure that you are informed when an AI system is participating in a communication or generating content.

(b) Right to Opt Out. You may opt out of AI-powered outreach communications, including automated phone calls and SMS messages, at any time using any of the methods described in Section 6.5 of this Policy. Opting out of AI-powered communications does not terminate your account or subscription. Alternative manual scheduling options remain available to you through the platform and through direct contact with Customer support.

(c) Right to Deletion. You may request deletion of AI interaction data associated with you or your organization, including chat conversation logs, voice call recordings, voice transcripts, and SMS message logs, at any time. Deletion requests are processed in accordance with the data deletion procedures described in the Privacy Policy, subject to applicable legal retention requirements, regulatory obligations, and valid legal holds.

(d) Right to Human Review. You may request human review of any AI-assisted scheduling decision, recommendation, or action at any time. Human review requests can be made through the platform interface, by contacting Customer support, or by using the Contact Us form.

(e) Right to Access. You may request access to transcripts, recordings, and logs of AI interactions involving you or your organization's data, subject to applicable privacy laws, third-party privacy rights, and technical feasibility. Access requests are processed in accordance with the data access procedures described in the Privacy Policy.

(f) Right to Explanation. You may request a meaningful explanation of how AI features process your data, generate recommendations, and produce outputs. eScheduleIt will provide a plain-language explanation of the AI processes applicable to the specific feature(s) in question, including the categories of data used, the general logic involved, and the purpose of the processing.

To exercise any of the foregoing rights, please contact us at privacy@eschedule.it or through the Contact Us form on the Site. We will respond to all rights requests within thirty (30) days of receipt, or such shorter period as may be required by applicable law.

11. THIRD-PARTY AI PROVIDERS

eScheduleIt engages the following third-party service providers in connection with the delivery of AI features. Each provider is contractually bound to process Customer Data only as instructed by eScheduleIt and in accordance with applicable data protection requirements:

11.1 OpenAI. OpenAI provides large language model services used by eScheduleIt for chat response generation, text analysis, and natural language processing. eScheduleIt operates under a Data Processing Agreement with OpenAI that expressly prohibits the use of Customer Data for model training, fine-tuning, or improvement. OpenAI's privacy practices are described in their Privacy Policy, available at https://openai.com/privacy.

11.2 Twilio. Twilio provides voice calling infrastructure and SMS messaging infrastructure used by the Scheduler. eScheduleIt operates under a Business Associate Agreement ("BAA") with Twilio for HIPAA compliance. Twilio's privacy practices are described in their Privacy Policy, available at https://www.twilio.com/legal/privacy.

11.3 Microsoft Azure. Microsoft Azure provides cloud infrastructure, hosting, and AI services used by eScheduleIt. eScheduleIt operates under a Business Associate Agreement ("BAA") with Microsoft for HIPAA compliance. All eScheduleIt data is hosted in Microsoft Azure data centers located in the United States (East region). Microsoft's privacy practices are described in their Privacy Statement, available at https://privacy.microsoft.com.

11.4 Contractual Obligations. All third-party AI providers engaged by eScheduleIt are contractually bound to: (i) process Customer Data only as instructed by eScheduleIt and solely for the purpose of providing the contracted services; (ii) implement and maintain appropriate technical and organizational security safeguards; (iii) not use Customer Data for their own model training, improvement, benchmarking, or development purposes; (iv) comply with all applicable data protection laws and regulations; (v) promptly notify eScheduleIt of any data breach or security incident involving Customer Data; and (vi) delete or return Customer Data upon termination of the service agreement, in accordance with eScheduleIt's instructions.

12. LIMITATIONS AND DISCLAIMERS

12.1 Accuracy. AI-generated outputs, including but not limited to chat responses, scheduling recommendations, optimization suggestions, voice conversation content, and SMS message content, may be inaccurate, incomplete, outdated, or contextually inappropriate. AI systems are probabilistic in nature and do not guarantee correct, complete, or optimal results. Users and Customers should independently verify all AI-generated information before relying on it or taking action based upon it.

12.2 Not Professional Advice. AI features are NOT a substitute for professional medical, legal, clinical, or other licensed professional advice. AI-generated content does not constitute medical advice, clinical guidance, legal counsel, or any form of professional recommendation requiring licensure or certification. Users and Customers should consult qualified professionals for matters requiring professional judgment.

12.3 No Warranty. eScheduleIt does not guarantee or warrant the accuracy, reliability, availability, completeness, timeliness, or fitness for a particular purpose of any AI-generated content or AI feature. AI features are provided on an "AS IS" and "AS AVAILABLE" basis, subject to the limitations of liability and disclaimer of warranties set forth in the Terms of Service.

12.4 Service Availability. AI features are subject to availability and may be modified, updated, suspended, rate-limited, or discontinued at any time, with or without notice, at eScheduleIt's sole discretion. eScheduleIt does not guarantee uninterrupted or error-free operation of any AI feature.

12.5 Data Quality Dependency. The quality, accuracy, and usefulness of AI outputs are dependent upon the quality, completeness, and accuracy of input data provided by Users and Customers. Incomplete, inaccurate, or insufficient input data may result in suboptimal or incorrect AI outputs. Customers are responsible for the quality of data provided to AI features.

12.6 Limitation of Liability. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ESCHEDULEIT'S TOTAL LIABILITY ARISING OUT OF OR RELATED TO AI FEATURES SHALL BE SUBJECT TO THE LIMITATIONS OF LIABILITY SET FORTH IN THE TERMS OF SERVICE. IN NO EVENT SHALL ESCHEDULEIT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING OUT OF OR RELATED TO THE USE OF, OR INABILITY TO USE, ANY AI FEATURE, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOST PROFITS, LOST DATA, MISSED APPOINTMENTS, SCHEDULING ERRORS, BUSINESS INTERRUPTION, OR ANY OTHER COMMERCIAL DAMAGES OR LOSSES.

13. CHANGES TO THIS POLICY

eScheduleIt reserves the right to update, modify, or replace this Policy at any time. When we make material changes to this Policy, we will: (a) post the updated Policy on the Site with a revised "Last Updated" date; and (b) use commercially reasonable efforts to notify affected Users and Customers by email to the primary email address associated with their account, by in-application notification, or by other reasonable means. Non-material changes, such as typographical corrections, formatting adjustments, or clarifications that do not substantively alter the rights or obligations described herein, may be made without prior notice.

Material changes to this Policy take effect thirty (30) days after notice is provided, unless a longer notice period is required by applicable law. Your continued use of any AI-powered feature of the Services after the effective date of the updated Policy constitutes your acceptance of the updated Policy. If you do not agree to the updated Policy, you must discontinue use of all AI-powered features prior to the effective date of the changes.

14. CONTACT

If you have any questions, concerns, complaints, or requests related to this Policy or eScheduleIt's AI practices, please contact us using any of the following methods:

• Privacy Officer: privacy@eschedule.it
• General Inquiries: Contact Us form on the Site
• Mailing Address: ESCHEDULEIT INC., Plantation, Florida, USA

We will acknowledge receipt of your inquiry within five (5) business days and will use commercially reasonable efforts to respond substantively within thirty (30) days.

Last Updated: March 22, 2026

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Related Documents

• Terms of Service
• Privacy Policy
• HIPAA Business Associate Agreement