Privacy Policy

1. What this policy covers

This policy covers information we handle through TrueWave websites, inquiry forms, scheduling, business communications, and our customer portal. Our Inquiry and Messaging Privacy Policy adds specific protections for SMS and MMS information and consent. Those protections continue to apply.

2. Information we collect

• Information you give us: your name, email, phone number, business name and type, location, inquiry details, appointment information, and communication preferences.
• Customer and portal information: account details, organization and access permissions, training progress, support messages, device and warranty records, and supply or service requests when you use those features.
• Business contact information from referrals and publicly available business sources, such as company websites, including business contact details, services, location, and notes about potential interest in TrueWave.
• Technical and usage information, such as IP address, browser and device details, pages visited, referral source, approximate location, and interactions collected through website services, logs, and analytics.

Please don't submit patient records, medical histories, payment card details, or other sensitive personal information through general inquiry forms or support chats.

3. How we use information

We use information to answer inquiries, arrange consultations and demonstrations, maintain business contact records, provide account access and customer support, administer training and service requests, document communication preferences, protect our systems, and understand website performance. We may use relevant business contact information for business outreach, subject to applicable law and your communication preferences. Submitting an inquiry doesn't automatically enroll you in marketing texts.

4. Cookies, analytics, and booking services

Our website uses Google Analytics to understand traffic and usage. Cookies and similar technologies may collect browser, device, and activity information. You can manage cookies through your browser and learn about Google's controls at Google's partner site privacy information. Blocking cookies may affect some features. We don't currently use advertising pixels or retargeting. If that changes, we'll update this policy and implement any choices or consent required before enabling those practices.

We use Calendly for scheduling and Google Meet for virtual consultations. When a booking calendar loads or you interact with it, Calendly may receive technical information and the booking details you provide. We may pass your name and email from your inquiry to the calendar so you don't have to retype them. These providers also have their own privacy policies, including Calendly's policy and Google's policy.

5. AI tools and meeting information

TrueWave uses AI assisted tools to organize business information, research prospective businesses, help prepare responses, and support customer service. Relevant information may be processed by the service providers supporting those features. Our consultations are recorded and automatically transcribed. We use recordings, transcripts, summaries, and action items to document the discussion and support follow up, and they may be processed by our meeting, transcription, and AI service providers. This privacy policy doesn't replace any recording notice or consent required for an individual meeting. If you don't want to be recorded, contact us before the consultation so we can discuss an alternative. Please don't share patient information during recorded consultations.

6. Who receives information

Authorized team members and service providers may process information needed for hosting, data storage, analytics, scheduling, communications, AI assistance, and customer services. Providers may process information in the United States or other countries where they operate. We may also disclose information when required by law, to respond to lawful requests, or to protect rights and security.

We don't sell or share mobile information with third parties or affiliates for marketing or promotional purposes. Text messaging opt in data and consent aren't shared with third parties except service providers helping operate and deliver the messaging program. See the messaging policy for the full program details.

7. Retention and security

Retention depends on the purpose of the record, the customer relationship, consent history, and applicable recordkeeping obligations. A deletion request may be subject to legitimate recordkeeping needs, including consent and withdrawal records. No website, electronic transmission, or storage system can be guaranteed completely secure. Keep account credentials private and contact us if you suspect unauthorized access.

8. Your choices and requests

Email results@truewaveusa.com to ask about your information, request access, correction or deletion, or ask us to stop business outreach. Depending on where you live and which laws apply, you may have additional privacy rights. We may need to verify your identity before handling a request. Use an unsubscribe option where provided for marketing emails, and reply STOP to unsubscribe from texts. Essential account or service communications may still be necessary.

9. Children and other websites

Our website and business services are intended for adults, not children under 13. Please contact us if you believe a child has provided personal information. Other websites linked from ours have their own practices; this policy doesn't govern their independent services.

10. Changes and contact

We'll identify updates by changing the date on this page and provide any additional notice required by applicable law. For questions, contact TrueWave USA, LLC at results@truewaveusa.com.