Client Disclaimer – AI Marketing & Automation Services
1. General Disclaimer
Wynter Systems (“we,” “us,” or “our”) provides AI-powered social media automation, chatbot solutions, reputation management, and digital marketing services exclusively for dental clinics. Our services are designed to enhance patient engagement, attract new patients, and build brand authority.
🚨 We do NOT collect, store, or process Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA).
🚨 We comply with the General Data Protection Regulation (GDPR) when processing personal data of EU residents.
2. Scope of Services
Our AI-powered marketing services include:
✅ Social Media Automation – AI-generated content and scheduled posts on Facebook, Instagram, TikTok, and Google Business Profile.
✅ Chatbot Solutions – AI chatbots that handle general inquiries (e.g., office hours, services offered) and lead generation.
✅ Reputation Management – Automated review requests, monitoring, and response suggestions for online reviews.
✅ Paid Ads – AI-driven ad campaigns on Facebook, Instagram, and Google Ads for local patient acquisition.
3. No Medical or Patient Data Handling
By using our services, the client acknowledges and agrees that:
Our AI chatbot only handles general inquiries and does not collect or store medical records, treatment history, insurance details, or any other PHI.
All appointment scheduling, patient communications, and medical discussions should be directed to the clinic’s HIPAA-compliant systems (e.g., EHR, patient portals).
Any PHI shared by patients via social media, chatbots, or automated messaging is solely the responsibility of the client.
4. HIPAA Compliance Responsibility
Our agency is not a Covered Entity or Business Associate under HIPAA, as we do not handle PHI.
It is the client’s responsibility to ensure that all patient communications comply with HIPAA and other privacy laws.
If the client requires HIPAA compliance, they must use HIPAA-certified platforms for patient data collection or communication.
5. GDPR Compliance
We comply with the General Data Protection Regulation (GDPR) when processing personal data of EU residents.
We only collect personal data necessary for marketing and communication purposes (e.g., names, email addresses, and contact details).
We do not collect or process sensitive personal data such as health information.
All personal data is processed based on legitimate interest or explicit consent and is securely stored.
📌 User Rights under GDPR:
Right to Access: Users can request a copy of their personal data.
Right to Rectification: Users can request corrections to inaccurate data.
Right to Erasure ("Right to be Forgotten") – Users can request the deletion of their personal data.
Right to Object – Users can opt out of marketing communications.
Right to Data Portability – Users can request their data in a machine-readable format.
📩 To exercise these rights, contact us at: contact@wyntersystems.com
6. AI Chatbot & Review Management Limitations
AI chatbots are programmed to provide general responses and are not a substitute for medical advice.
Our reputation management system automates review requests and suggests responses but does not edit or filter patient reviews in a way that violates legal guidelines.
7. Liability Waiver
Wynter Systems shall not be liable for:
❌ Any HIPAA violations, data breaches, or privacy concerns resulting from how the client uses our services.
❌ Any misuse of AI chatbots, automation, or social media tools that leads to unauthorised sharing of PHI or personal data.
❌ Any legal actions, fines, or regulatory consequences related to the client’s failure to comply with HIPAA, GDPR, or other data privacy laws.
8. Client Responsibilities
The client is responsible for:
✔ Ensuring that all patient data remains secure and HIPAA-compliant.
✔ Complying with GDPR requirements when collecting personal data from EU residents.
✔ Educating their staff on proper use of AI tools to avoid sharing PHI or sensitive data.
✔ Complying with all applicable data privacy regulations, including HIPAA and GDPR.
9. Agreement & Acknowledgment
By using our services, the client acknowledges that they:
✔ Understand that our AI-powered solutions are for marketing and engagement only and do not involve patient data processing.
✔ Accept full responsibility for ensuring that patient communications remain HIPAA-compliant and GDPR-compliant.
✔ Agree to indemnify and hold Wynter Systems harmless from any claims, fines, or legal actions related to HIPAA or GDPR compliance issues.
10. Updates to This Disclaimer
We may update this disclaimer from time to time. Any significant changes will be communicated via email or on our website.
📌 Last updated: 15/02/25
11. Contact Information
For questions or concerns about this disclaimer or our services, please contact:
📧 Email: contact@wyntersystems.com
🌐 Website: wyntersystems.com