Introduction

Summit AI Limited ("Summit AI", "we", "us", or "our") provides AI-driven automation solutions for healthcare clinics ("Service"). By accessing or using the Service, you agree to these Terms and Conditions ("Terms"). If you do not agree, you may not have access to the Service.

Service Description

Our Service automates administrative functions such as call handling, appointment scheduling, and workflow automation through AI-powered voice and messaging agents. The Service does not provide medical advice, diagnoses, or treatment.

Data Processing and Privacy

Clinics are responsible for the collection and lawful processing of patient data and must obtain all necessary consents.
Summit AI acts as a data processor, processing data solely on the Clinic’s instructions to deliver the Service.
Clinics must inform patients that interactions may be handled by an automated AI system.
Details of data handling are governed by our Privacy Policy and any applicable Data Processing Agreement.

Data Processing and Privacy

4.1 Purpose and Scope

Summit AI Limited (“Summit AI”, “we”, “us”, or “our”) is committed to protecting the privacy of all individuals who interact with our services. This section explains how we collect, use, disclose, and safeguard personal data in connection with the Service.
This applies to all individuals whose data we process, including:
Customers: Healthcare clinics and their staff who subscribe to and use our Service
End Users: Patients and callers whose data is processed by our AI receptionist
Website Visitors: Individuals visiting our website at https://usesummitai.com/
Business Partners: Vendors and partners involved with our services
As a data processor, Summit AI processes personal data on behalf of healthcare clinics, which act as data controllers responsible for ensuring appropriate notices and consents are obtained in line with applicable healthcare and privacy laws.

4.2 Types of Personal Data Collected

We collect data through various means:
Provided by Individuals: Clinic details, staff roles, account credentials, payment information, call recordings, transcripts, patient contact and appointment data
Automatically Collected Data: Call metadata (timestamps, duration), device and technical information (IP addresses, browser types), and usage logs for security and service improvement
Third-Party Sources: Information obtained from Practice Management Systems and other integrated platforms to facilitate scheduling and communication
Our Service is designed for healthcare providers and is not intended for children under 16. Clinics are responsible for securing parental consent where applicable.

4.3 How We Use Personal Data

Personal data is used to:
Operate and improve the Service, including call management and appointment scheduling
Provide customer support and respond to inquiries
Comply with legal and regulatory obligations in New Zealand and Australia
Send marketing communications with consent

4.4 Legal Basis for Processing

We process data based on:
Consent: Clear consent given by individuals, which can be withdrawn at any time
Contractual Necessity: To fulfil service agreements with Clinics
Legitimate Interests: To enhance our services and maintain operational efficiency, balanced with respect for privacy rights

4.5 Data Sharing and Transfers

Personal data is accessed only by authorised Summit AI personnel and shared with trusted third-party service providers necessary for service delivery, including telephony, transcript storage, workflow automation, and payment processing platforms. We ensure appropriate safeguards for any cross-border data transfers.

4.6 Data Retention

We retain personal data only for as long as necessary to provide the Service, comply with legal obligations, or resolve disputes. Specific retention periods and data deletion policies are detailed in our Privacy Policy.

Intellectual Property

Summit AI retains all intellectual property rights in the Service and associated technology. Clinics retain ownership of their input data and grant Summit AI a limited license to use it solely to provide and improve the Service.

Permitted Use

You agree to use the Service lawfully and responsibly. Prohibited uses include:
Violating any laws or regulations
Attempting to interfere with the Service’s security or functionality
Reverse engineering or extracting underlying technology
Using the Service in any way that harms patients, users, or third parties

Limitation of Liability

To the fullest extent permitted by law, Summit AI’s total liability to you for any claims related to the Service shall not exceed the fees paid by you in the preceding 12 months. We are not liable for indirect, incidental, or consequential damages.

Indemnification

You agree to indemnify and hold Summit AI harmless against claims, losses, or damages arising from your use of the Service or breach of these Terms.

Termination

Summit AI may suspend or terminate your access at any time for breach of these Terms or legal requirements. You may stop using the Service at any time. Upon termination, you may request your data within 30 days; thereafter, data will be deleted in line with our Privacy Policy.

Governing Law

These Terms are governed by the laws of New Zealand. Any disputes will be resolved in New Zealand courts.

Contact

For questions, please contact:
Summit AI Limited
Email: contact@usesummitai.com
Website: https://usesummitai.com