Patient intake privacy policy
Updated November 3, 2026. Visentia, LLC provides this check-in service on behalf of your clinic. This policy applies to the Visentia Intake website and iOS app.
Information used for your check-in
We process your invitation and appointment identifiers, name, date of birth, contact details, and the information your clinic makes available for your intake. Depending on your clinic’s workflow and what you provide, this can include medical history, medications, allergies, symptoms, insurance details and card photos, answers, and signed forms. Your clinic’s care team can review the information you submit.
We also process session credentials and limited service and security records to authenticate access, prevent misuse, troubleshoot delivery, and operate check-in. Do not send medical information or verification codes in an ordinary support email.
Optional camera, microphone and AI features
The camera can scan a clinic invitation QR code or photograph a card. QR scanning happens on the device; card photos are uploaded when you use the card-upload workflow. You can paste an invitation and enter card details manually.
If you choose voice check-in, Amazon Web Services processes your speech and relevant check-in information to help enter answers. When enabled and permitted by your recorded choice, Amazon Textract reads card photos for you to review. The app explains these choices before use. You can use the form instead, stop voice, or turn off card reading in Privacy preferences. Read the AI Policy for details. Stopping a feature does not delete answers already saved.
Sharing and storage
Visentia processes this information for your clinic and uses service providers, including Amazon Web Services, for hosting, storage, code delivery and optional AI features. Photos uploaded for your clinic are stored in storage Visentia controls. Information you confirm can become part of your clinic’s records. Using check-in does not authorize training AI on information that identifies you.
Mobile information and SMS opt-in information are not shared with third parties or affiliates for marketing or promotional purposes. Telecommunications providers receive information needed to deliver messages. See our existing SMS terms and privacy information.
Access and your choices
Your invitation is bound to an appointment. Identity verification is required before medical details are shown. Session credentials use protected cookies; the native app does not place them in a share sheet, clipboard or app link. Finish securely closes your session and forgets remembered access for that appointment.
There is no separate patient account to create or delete. For access, corrections, retention questions, withdrawal of optional processing, or a request to delete information, contact your clinic or email ayma@visentia.ai. We handle requests with your clinic, verify the requester’s identity, and explain what can be removed and what must remain in clinic records. Removing the app does not remove information already submitted to your clinic.
Contact and policy changes
For questions about this policy, contact ayma@visentia.ai. Your clinic’s Notice of Privacy Practices describes its handling of health records. Updates to this policy appear on this page with a new revision date. The check-in Terms and the current policy shown in your check-in also apply.