Privacy Policy

Holocron AI LLC ("Holocron AI," "we," "us," or "our") is a solo AI engineering practice. We provide AI consulting, AI audits and roadmaps, custom AI builds, and Claude Code setups for operators. We also operate one HIPAA-grade SMS intake service ("Liz") on behalf of a small number of dental practices. This Privacy Policy describes how we collect, use, disclose, and protect your personal information across both lines of work.

1. Consulting Practice and Marketing Website

What we collect

When you submit our contact form on holocronhq.com or correspond with us by email about a potential engagement, we collect:

• Name — provided in the contact form or your email signature.
• Email address — used to reply to your inquiry and conduct the engagement.
• Project details — the outcome you are looking to deliver, what you have already tried, your budget range, and your timeline.
• Correspondence — any messages, attachments, calls, or video conferences exchanged during scoping or delivery.

How we use it

• Reply to your inquiry, scope a potential engagement, and follow up on conversations you have started.
• Deliver consulting work you have engaged us for, including audits, roadmaps, Claude Code setups, and custom builds.
• Send transactional updates related to active engagements (status, deliverables, invoices).

We do not use contact form submissions or consulting correspondence for marketing communications, and we do not add inquirers to any newsletter or list.

Third parties involved

• Netlify — hosts holocronhq.com and processes contact form submissions, which are then forwarded to our internal email.
• Email provider — receives and stores correspondence at [email protected].

During an active engagement, the AI tools, cloud providers, and SaaS platforms involved depend on the scope of work and are disclosed in the written engagement agreement.

2. Liz SMS Intake Service (Dental Practices)

Program description

Liz sends automated SMS messages on behalf of dental practices in response to missed calls. When a dental office misses your call, our system sends you a text message to assist with patient intake and follow-up. Messages are sent from a phone number associated with the dental practice you called.

Message frequency

Frequency varies based on your interaction. When you engage with the SMS intake process, you may receive between 3 and 15 messages per conversation depending on the information being collected. Follow-up messages may be sent if a conversation is not completed. You will not receive recurring marketing messages.

Message and data rates

Message and data rates may apply. Standard messaging rates from your wireless carrier apply to all SMS messages sent and received through our service. Contact your carrier for details about your messaging plan.

Opt-out

You may opt out of receiving SMS messages from Holocron AI at any time by replying STOP to any message you receive from us. After you send STOP, we will send you one final confirmation message to confirm you have been unsubscribed. You will not receive any further SMS messages from our service unless you re-subscribe.

Opt-in / re-subscribe

If you previously opted out and wish to re-subscribe, reply START to any of the numbers you previously received messages from. You will receive a confirmation message and the service will resume.

Help

For assistance with our SMS service, reply HELP to any message you receive from us, or contact us at [email protected].

What we collect through Liz

• Phone number — your mobile phone number, captured when you call the dental office.
• Name — your first and last name, provided during the intake conversation.
• Reason for visit — the dental service you are seeking.
• Insurance information — your insurance provider and member ID, if applicable.
• Scheduling preferences — your preferred days and times for appointments.
• SMS message content — the text messages you send and receive during the intake process.

How we use Liz data

• Facilitate patient intake and follow-up communication on behalf of the dental practice you contacted.
• Communicate with you via SMS about your appointment.
• Provide your information to the dental practice so they can confirm your appointment and prepare for your visit.
• Detect and respond to dental emergencies.
• Improve service quality and reliability.

Liz service providers

• Twilio — SMS delivery (Business Associate Agreement in place).
• Anthropic — AI processing for the intake conversation (Business Associate Agreement in place).
• DigitalOcean — managed PostgreSQL and application hosting (encryption in transit and at rest).

3. Information Sharing

We do not sell, rent, or share your phone number, email, SMS message content, contact form submissions, or any personal information with third parties for marketing or advertising purposes.

We share your information only with:

• The dental practice you contacted (Liz users only) — to complete your patient intake and provide dental care.
• Service providers listed in Sections 1 and 2, solely to operate our service. These providers are contractually obligated to protect your data and use it only for service delivery.
• As required by law — in response to valid legal process, court orders, or to protect the rights and safety of our users.

4. Data Retention and Security

Retention

We retain consulting correspondence and inquiry submissions for as long as necessary to deliver the engagement, support follow-up work, and maintain a reasonable business record. Liz conversation data is retained for the duration of our agreement with the dental practice and for a reasonable period afterward to support continuity of care. We do not delete patient records, as they may be needed for ongoing dental care.

Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (TLS) and at rest (managed database encryption).
• Database access restricted by role and credential; least-privilege access for application services.
• Server access limited to the founder and authorized infrastructure.
• Regular security audits, dependency scanning, and runtime monitoring.
• Prompt-injection filtering on all inbound messages handled by AI systems.
• Output validation on all AI-generated responses.
• Audit logging that records which conversation or record was touched, when, and by which actor — without retaining full message bodies in the log.

5. Your Rights

Depending on your jurisdiction, you may have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate personal information.
• Request deletion of your personal information (subject to legal and regulatory requirements, and to dental record-keeping obligations for Liz).
• Opt out of SMS communications at any time by replying STOP.
• Withdraw a consulting inquiry and have your contact form submission deleted on request.

To exercise any of these rights, contact us at [email protected].

6. Children's Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at [email protected].

7. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

8. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, contact us at:

Holocron AI LLC
Email: [email protected]
Location: Wyoming, United States