Privacy Policy

Last updated: March 2026

Information We Collect

When you use Valian or contact us, we may collect:

  • Contact information (name, email, phone number)
  • Practice information (name, location, PMS type)
  • Usage data (how you interact with our platform)
  • Call recordings and transcripts (for AI training and quality)

How We Use Your Information

  • To provide and improve our services
  • To process demo requests and communications
  • To train and improve our AI systems
  • To send relevant updates about our services

Data Sharing

We do not sell your personal information. We share data only with service providers necessary to deliver our platform (hosting, communications, AI processing), and only under strict data processing agreements.

Data Security

All data is encrypted in transit (TLS 1.3) and at rest (AES-256). We follow HIPAA-ready security practices and maintain strict access controls. No patient health information (PHI) is used for AI model training.

Your Rights

You may request access to, correction of, or deletion of your personal information at any time by contacting us at privacy@valiansystems.com.

SMS / Text Messaging

When you provide your phone number and consent to receive text messages from Valian Systems LLC, you may receive the following types of messages depending on your relationship with us:

If you requested a product demo:

  • Demo scheduling confirmations — confirming your demo date and time
  • Demo appointment reminders — reminders before your scheduled demo
  • Demo rescheduling notifications — notifications if your demo is rescheduled to a new date or time

If you are a patient of a practice using Valian:

  • Appointment reminders — confirmations, rescheduling notifications, and upcoming visit reminders
  • Missed call follow-ups — text messages sent after a missed call to help you book an appointment
  • Service notifications — updates about your appointments and care

Message frequency: Message frequency varies based on your interaction with our service. You may receive up to 10 messages per month during onboarding, and ongoing messages based on your appointment activity and service usage.

Message and data rates: Standard message and data rates may apply depending on your mobile carrier and plan. Valian Systems LLC is not responsible for any charges from your mobile carrier.

Opt-out: You can opt out of text messages at any time by replying STOP to any message you receive from us. After opting out, you will receive a final confirmation message and no further texts will be sent.

Help: For help with text messages, reply HELP to any message or contact us at support@valiansystems.com.

Carriers: Carriers are not liable for delayed or undelivered messages. Supported carriers include AT&T, T-Mobile, Verizon, and all other major US carriers.

Consent: Consent to receive text messages is not a condition of purchase. You may use our services without opting in to text messages.

Opt-in data sharing: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Your phone number is shared only with the healthcare practice you are communicating with and with our SMS delivery provider (Twilio) solely for the purpose of delivering the messages described above. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

For full details on how we collect SMS consent, see our Demo SMS Consent Policy or Patient SMS Consent Policy.

Opt-Out

You can unsubscribe from marketing emails using the link in any email. To opt out of SMS communications, reply STOP to any message. You will receive a confirmation that you have been unsubscribed and will not receive any additional text messages. To resume messages, text START.

Contact

For privacy inquiries, contact privacy@valiansystems.com.