Terms of Service

These terms govern your use of VaaniYantra, a platform that provides AI receptionists for clinics and hospitals. By creating an account you accept them on behalf of your practice.

The service

You configure AI agents that answer phone calls and messages, book appointments, send confirmations and reminders, and — if you enable it — let your patients read the prescriptions you file. Features depend on your plan, and usage such as call minutes is metered and billed against your plan’s limits and overage rates.

This is not a medical device, and the agent is not a clinician

VaaniYantra is administrative software. It is not a medical device, not a diagnostic tool, and not a triage system. It must not be used to make or support clinical decisions.

The agent’s replies are generated by a large language model and can be wrong. It can misunderstand a caller, mis-transcribe a medicine name, or state something that is not in your records. You are responsible for reviewing what it books, what it records and what it tells patients. Nothing it says is medical advice, and you must not configure it to give any.

The emergency safeguard is a backstop, not a safety system. The chatbot watches for phrases that suggest a medical emergency and, when it sees one, replies with emergency numbers instead of answering, and alerts you. It matches phrases — it will miss emergencies described in ways it does not recognise, and it will sometimes fire on messages that are not emergencies. It is not a substitute for a human being, a triage line, or an emergency number, and you must not present it to patients as one.

Your responsibilities as the clinic

For patient data you are the Data Fiduciary and we are your processor. By uploading or capturing patient information you confirm that:

you have the lawful basis to hold it and to have us process it on your behalf; you have given your patients the notice the law requires, including that an AI agent handles their calls and messages and that their data is processed by our providers, some of them outside India; you have obtained any consent required, including for a child; you are entitled to upload the medical records you upload; and you will meet your own obligations under the DPDP Act 2023 and the IT Act, including answering your patients’ requests about their data.

You are also responsible for the content you upload, the behaviour of the agents you configure, and compliance with the rules that apply to your practice — including medical-council advertising and telemedicine rules, and call-recording consent. The service no longer sends SMS, so TRAI/DLT sender registration is not something you need for it; patient messages go over WhatsApp under Meta’s own business-messaging policies. Where you connect your own telephony or messaging account, their terms apply to you directly.

You must not use the service for spam, deception, or unlawful content, and you must not use it to contact people who have not agreed to hear from you.

Data protection

Our Privacy Policy explains what we hold and why. Our Data Processing Addendum governs our handling of patient data as your processor and forms part of these terms. The third parties involved are listed on our sub-processor page.

Third-party services

Calls, messages and AI features depend on third parties — Google, Twilio, Plivo, Exotel, Meta and others. Their availability is outside our control, and connecting your own accounts subjects you to their terms.

Billing

Paid plans are billed monthly in advance; metered overages are billed after the month ends. You can cancel at any time, effective at the end of the billing period. See our Refund & Cancellation Policy.

Availability

We work to keep the service running and publish live status on our status page, but we do not offer a contractual uptime guarantee on standard plans. Do not rely on this service as the only route by which a patient can reach you, and keep a way for calls to reach a human.

Disclaimers and liability

The service is provided “as is”. To the maximum extent permitted by law, our aggregate liability for any claim is limited to the fees you paid in the three months before it arose. We are not liable for clinical decisions, for the consequences of relying on an agent’s output without reviewing it, or for losses arising from a third-party provider’s failure. Nothing here limits liability that cannot be limited by law.

Termination

You may stop using the service and ask us to close your account at any time; see our data deletion page for what happens to your data. We may suspend or terminate accounts that breach these terms or create risk for the platform or for patients, with notice where practicable. Export anything you need before closing — we are not obliged to keep it afterwards.

Governing law

These terms are governed by the laws of India, and the courts of Andhra Pradesh have exclusive jurisdiction.

Contact

Questions: info@vaaniyantra.com. Registered details are on our contact page.