Compliance & Data Security

What Lumobot Does

Lumobot is a scheduling and lead capture assistant for local businesses. It helps website visitors find information about services, hours, insurance, and pricing — and connects them with your team for appointments. It is designed as a front-desk tool, not a health intake platform.

HIPAA & Protected Health Information

Lumobot is designed to operate outside the scope of HIPAA-regulated activities. Our chatbot does not:

• Ask about or collect symptoms, diagnoses, medical history, or health conditions
• Connect to Electronic Health Records (EHR) or patient portals
• Process medical records, treatment plans, or prescriptions
• Store insurance ID numbers, SSNs, or medical record numbers

The AI is explicitly instructed to redirect health-related conversations to your team directly. If a visitor voluntarily shares health details, the chatbot acknowledges them briefly and connects the visitor with the office — it does not record, repeat, or discuss specific health information.

Lumobot only collects: visitor name, phone number, email (if enabled), service interest, and scheduling preferences. This is general contact information, not Protected Health Information (PHI).

Data Security

Even though we don't handle PHI, we take security seriously:

• Encryption in transit: All data transmitted over HTTPS/TLS 1.2+
• Encryption at rest: AES-256 database encryption via Supabase
• Application-layer encryption: Sensitive credentials (API keys, OAuth tokens) encrypted with AES-256-GCM
• Access controls: Row-Level Security (RLS) ensures each business can only access their own data
• Role-based access: Team members have Owner, Admin, or Viewer roles with appropriate permissions
• Audit logging: All access to conversations, leads, exports, and transcripts is logged with user identity, timestamp, and IP address
• Login tracking: Authentication events are recorded in an immutable audit log
• PHI-free notifications: Email and SMS notifications contain no visitor data — only a link to the secure dashboard
• AI processing: Conversations are processed via Anthropic's Claude API, which does not use customer data for model training
• No data selling: We never sell, share, or monetize visitor data

Audit Trail

Lumobot maintains a comprehensive, immutable audit log that records every access to conversation data, lead exports, transcript emails, login/logout events, settings changes, and team member actions. Business owners can view their complete audit history from the dashboard under Settings → Audit Log.

Data We Collect

Through the chatbot widget, we may collect:

• Contact information — name, email, phone (only if voluntarily provided by the visitor)
• Service interest — what service or appointment type they're interested in
• Conversation content — messages exchanged between the visitor and the AI chatbot
• Metadata — page URL, timestamp, anonymous visitor identifier

Third-Party Services

Lumobot integrates with the following trusted providers:

For Healthcare Practices

Lumobot is purpose-built to stay outside the scope of HIPAA by functioning as a scheduling and information assistant. We recommend healthcare practices:

• Use the "Topics to Avoid" feature to limit sensitive discussion areas
• Configure the chatbot to focus on scheduling, not health intake
• Add a disclaimer near the chatbot about its purpose (scheduling, not medical advice)
• Direct patients to your secure patient portal for health-related communications

For enterprise healthcare organizations (DSOs, multi-location practices) that require a Business Associate Agreement, please contact us at mike@lumobot.io.

Data Retention & Deletion

Conversation data is retained for the duration of your subscription. Upon cancellation, you can export all data, and it will be deleted within 90 days. You can also delete your account and all associated data at any time from Settings → Account.

AI Safety Guardrails

The Lumobot chatbot has hardcoded safety rules that cannot be overridden by conversation or configuration. These protect your business from liability.

What the Chatbot CAN Discuss

• Your services, hours, location, and parking
• Insurance acceptance (plans you list)
• General pricing ranges (with "final pricing depends on your situation" disclaimer)
• Scheduling and appointment booking
• Custom FAQs you configure
• Your Google rating (if enabled)
• Spanish and English language support
• Emergency guidance (directing to 911 or your office)

What the Chatbot Will NEVER Do

When the chatbot encounters a prohibited topic, it acknowledges the question and redirects the visitor to contact your team directly.

Contact

For compliance questions, data requests, or to discuss your specific needs: mike@lumobot.io