Legal

Privacy policy

Last updated October 31, 2026.

Warmdesk is run by Juan Gomez in London, Ontario, Canada. This policy explains what personal information we handle, why, and who we share it with. Questions go to hello@warmdesk.ai. Juan Gomez is responsible for privacy at Warmdesk.

People who visit this website

• When you ask for a demo, we receive your clinic's website and your email address. We use them only to build your demo and reply to you.
• This website sets no cookies and runs no analytics or advertising trackers. Our host, Cloudflare, keeps standard request logs, such as IP addresses, to run and protect the site.

Clinics that use Warmdesk

We keep the owner's and staff's names, email addresses and phone numbers, the clinic's services, prices and hours, and billing details, to run the service and bill for it.

People who call or chat with a clinic

When someone calls or chats with a clinic that uses Warmdesk, we handle their information on behalf of that clinic, which decides how it is used. This can include:

• name, phone number and email address, if they give them;
• what they asked for, such as a treatment, a preferred time or a callback;
• the conversation itself: a transcript, a summary and, for calls, a recording kept by our voice provider.

We use it only to answer, book, take requests and send the clinic its emails and records. We do not sell it, use it for advertising, or use it to train AI models. To see, correct or delete this information, contact the clinic, or write to us and we will pass the request on.

Who we share it with

We use these service providers to run Warmdesk. Each gets only what it needs for its part: Cloudflare (hosting and database), Retell AI (voice calls), Twilio (phone lines), OpenRouter and the US model providers it routes to, with data collection set to denied (chat replies), Google Calendar (only the calendar a clinic connects) and Resend (email). Our data page lists what each one does. We may also disclose information when the law requires it.

Where it is processed

These providers are US companies, so information is processed and stored in the United States, including for clinics and callers in Canada. It may be accessible to US authorities under US law.

How long we keep it

We keep a clinic's records while it uses Warmdesk. After a clinic cancels, we delete its data within 30 days of a written request. Demo requests are deleted on request.

Security

Access to systems and keys is limited to the people who run the service. Transcripts kept by our voice provider have names, phone numbers, addresses, dates of birth and card numbers redacted. No system is perfectly secure. If a breach puts your information at real risk, we will tell the affected clinic and, where the law requires, the people affected and the regulator.

Changes

If we change this policy, we will update the date above, and for material changes we will email the clinics that use Warmdesk.

Contact and complaints

Write to hello@warmdesk.ai. If you are in Canada and we don't resolve your concern, you can contact the Office of the Privacy Commissioner of Canada.