Privacy Policy

Effective date: August 17, 2026

MyOlakai is operated by SDK Ventures Inc. This policy explains what information the platform handles, why it is handled, and the choices available to the businesses that use MyOlakai and to the clients and patients those businesses serve. Throughout this policy, "you" refers to the business operating a MyOlakai account, and "your clients" refers to the people that business books, calls, or messages.

What we collect

MyOlakai collects the information needed to provide practice management services to your business. This includes:

Business account and staff profile information (name, email, role, business identifier).
Client or patient records entered by your business, including contact details, appointment history, notes, chart templates, documents, and recall or follow-up preferences.
Call and message data, including AI voice call recordings and transcripts, SMS messages, delivery receipts, and email reminders sent through the platform.
Payment information processed by Stripe, such as billing details and subscription status. MyOlakai does not store full payment card numbers.
Limited technical data generated when the product is used — sign-in timestamps, IP address, browser type, and error diagnostics — used to keep accounts secure and the service stable.

How we use data

We use the data we collect to operate the platform, authenticate users, schedule and manage appointments, place and answer phone calls, send reminders and recalls, process billing, provide customer support, investigate abuse, and improve reliability. Our use of your client data is limited to what is necessary to deliver the service you have asked us to provide.

Call recording and AI transcription

Calls that reach a business through MyOlakai's AI voice agent may be recorded and converted to text so the service can function: the agent needs the content of the conversation to understand what the caller is asking for, book or change an appointment, and hand off an accurate summary to staff. Recordings, transcripts, and call summaries are stored against the business's account and are viewable by that business's authorized staff inside MyOlakai.

Recording and transcription law differs by state and country, and some jurisdictions require that one or every party to a call be told about recording, or affirmatively agree to it. The business operating the MyOlakai account decides how its phone line is used and is therefore responsible for giving any notice and obtaining any consent its jurisdiction requires. This matches the allocation of responsibility set out in the MyOlakai Terms of Service. MyOlakai provides configurable greeting and disclosure options to help, but cannot determine what the law requires for any individual business.

A business can request deletion of specific recordings or transcripts, or ask that recording be disabled on its account, by contacting support.

Text messaging (SMS) program

MyOlakai sends and receives text messages on behalf of the businesses that use it. Typical messages include appointment confirmations, appointment reminders, schedule changes, recall and check-up notices, and replies to inbound texts from clients. MyOlakai may also text a business's own account contacts with service or account notices, such as delivery failures or registration status for its phone number.

To run that program we handle:

The mobile number supplied to the business by its client, or entered by staff.
Opt-in and opt-out status, including the date a client texted STOP or was marked as opted out by staff, so we can stop sending.
Message content and delivery metadata (timestamps, carrier status, error codes) so the business can see what was sent and whether it arrived.

SMS opt-in information and consent are never shared with or sold to any third party for marketing purposes, under any circumstances. Mobile numbers and consent status are disclosed only to the telephony and messaging providers that are technically required to transmit a message to the recipient's carrier, and only for that delivery. They are not rented, traded, licensed, or used to build marketing audiences.

Recipients can reply STOP to any MyOlakai-delivered message to stop further messages from that business, and START to resume. Reply HELP, or write to the support address below, for assistance. Message and data rates may apply, and message frequency varies with how often a client books, reschedules, or is due for a recall.

How we share information

MyOlakai does not sell personal information. We do not use client or patient records — including call recordings, transcripts, notes, and message content — for advertising, for building marketing profiles, or to train artificial intelligence models. Information is disclosed only in these situations:

To the subprocessors listed below, strictly to deliver the features you use.
To the business whose account the data belongs to, and its authorized staff.
Where a valid legal process, court order, or regulatory obligation requires it.
Where necessary to investigate fraud, abuse, or a threat to someone's safety.
To a successor entity in connection with a merger, acquisition, or sale of assets, subject to this policy continuing to apply.
With your instruction or consent.

Subprocessors

MyOlakai uses the following subprocessors to deliver the service. Each is bound by appropriate confidentiality and security obligations:

Supabase — cloud database, authentication, and storage for encrypted data at rest and in transit.
Twilio — voice telephony, SMS delivery, and phone number provisioning.
Retell AI — AI voice agent that answers calls, qualifies callers, and captures transcripts.
Stripe — payment processing, subscription billing, and invoice management.

Security

MyOlakai is designed with HIPAA-aligned handling in mind. Data is encrypted at rest and in transit, and each business's data is isolated at the database level through Row Level Security (RLS) and tenant scoping. Role-based access controls restrict what each staff member can view or modify. We maintain audit logging.

No platform can promise perfect security. If we become aware of a breach affecting your account data, we will notify affected businesses without undue delay and describe what we know and what we are doing about it.

Data retention

We retain account and client data for as long as the business maintains an active MyOlakai account. After cancellation, data is retained for a limited grace period to allow recovery or export, then securely deleted. Call recordings, transcripts, and message logs are retained according to the same schedule. You can request deletion earlier by contacting support. We may keep minimal billing and transaction records for as long as tax and accounting rules require.

Your rights

Business owners and authorized staff can access, correct, and delete client records through the MyOlakai interface. For requests that cannot be handled in-product, or for data-export requests, contact support. If you are a client of a business that uses MyOlakai and want your record corrected or removed, contact that business directly — it controls its own records — and we will assist it in carrying the request out.

Contact: support@fieldbase.io

Cookies and analytics

MyOlakai uses essential cookies to keep you signed in and maintain session state. We do not currently use third-party analytics or advertising cookies on the marketing site or inside the application.

Children's privacy

MyOlakai is not directed at children under 13, and we do not knowingly collect data from children. Where a business records a minor as a patient, that record is treated as the business's data and is subject to the same protections described here.

International transfers

Our subprocessors may process data in data centers outside your country. We rely on standard contractual safeguards and the security practices described above to protect that data.

Changes to this policy

We may update this Privacy Policy as the service evolves. We will post the effective date at the top of the page and notify active customers of material changes.

Contact

Questions about privacy, recordings, or messaging can be sent to SDK Ventures Inc. at support@fieldbase.io.