Data
How Warmdesk handles data
Last updated October 31, 2026. We wrote this ourselves; a lawyer has not reviewed it yet, and it may change.
This is a plain description of what happens to information when someone calls or chats with a Warmdesk front desk. It describes how the service works today.
Who is in the data path
| Vendor | Used for | What that means |
|---|---|---|
| Cloudflare | Hosting and database | Runs the service and stores its records. |
| Retell AI | Voice | Handles the live phone conversation. Its stored transcripts have personal details redacted (see below). |
| Twilio | Phone calls | Carries the call between the caller and the voice service. |
| OpenRouter, routing to DeepSeek models on US providers | Website chat | Runs chat replies. Routing is set to US providers with data collection denied. |
| Google Calendar | Bookings | Used only for the calendar the clinic connects. |
| Resend | Sends the owner's email after each call, and sends us the demo requests made on this website. |
Where information is processed
All of the vendors above are US companies, so information from calls and chats is processed in the United States, including for clinics in Canada. If your clinic must keep patient information in Canada, Warmdesk is not the right fit yet, and we would rather tell you now.
Voice transcripts
Transcripts stored by the voice vendor have these redacted: names, phone numbers, email addresses, street addresses, dates of birth, medical IDs and card numbers.
Recording notice
The AI says at the start of every call that it is the clinic's AI assistant and that the call may be recorded.
Chat
Website chat replies come from DeepSeek models, reached through OpenRouter. We route to providers in the United States and set data collection to denied.
Calendar
Warmdesk reads and books only in the Google Calendar the clinic chooses to connect.
Your visibility and control
- The owner gets an email after every call with who called, what happened, a summary and the transcript.
- An activity page lists every conversation and booking.
- The owner can pause the service at any time. While it is paused or off, calls ring the owner's phone.
Compliance status
Reviews under PHIPA and PIPEDA (Canada) and HIPAA (US) have not been done yet, and we do not sign BAAs yet. We make no compliance claims until they are done.
This website
When you ask for a demo, we receive your clinic's website and your email address, and use them only to build your demo and reply to you.
Questions
Write to hello@warmdesk.ai.