HIPAA Compliance & Data Protection

Telovora – A Series of The Alhara Group LLC

At Telovora, we understand that healthcare providers are entrusted with highly sensitive patient information. We are committed to maintaining strict data privacy, security, and compliance standards in alignment with the Health Insurance Portability and Accountability Act (HIPAA).

Our Commitment to HIPAA Compliance

Telovora designs its AI communication systems to support healthcare providers in maintaining compliance with HIPAA regulations. Our platform is built with security-first architecture to protect Protected Health Information (PHI) during all interactions.

We implement administrative, technical, and physical safeguards to ensure that all patient-related data processed through our AI voice agents is handled securely and responsibly.

Protected Health Information (PHI)

PHI may include, but is not limited to:

  • Patient names and contact information

  • Appointment details and scheduling data

  • Call recordings and transcripts

  • Treatment inquiries or service requests

  • Any information that can be linked to an individual’s healthcare services

Telovora limits the collection and storage of PHI to only what is necessary to provide services.

Data Security Measures

Telovora employs industry-standard security protocols, including:

  • End-to-end encryption for data in transit

  • Secure data storage with encryption at rest

  • Role-based access controls (RBAC)

  • Authentication and access logging

  • Continuous monitoring and system auditing

Access to sensitive data is restricted strictly to authorized personnel with a legitimate business need.

AI Call Handling & Data Processing

Our AI voice agents are designed to:

  • Collect only essential patient information

  • Avoid unnecessary or excessive data capture

  • Follow structured workflows aligned with healthcare intake standards

  • Minimize risk of improper disclosure

Call recordings and transcripts may be stored for quality assurance, training, and operational purposes, subject to client configuration and applicable laws.

Business Associate Agreement (BAA)

Telovora offers a Business Associate Agreement (BAA) to healthcare clients where required.

The BAA outlines:

  • Responsibilities for safeguarding PHI

  • Permitted uses and disclosures of data

  • Breach notification procedures

  • Compliance obligations under HIPAA

Execution of a BAA is required prior to processing PHI for covered entities.

Third-Party Infrastructure

Telovora utilizes trusted third-party providers (including telecommunications and AI infrastructure services) to deliver its platform.

While we carefully select partners that maintain strong security standards, clients acknowledge that:

  • Certain services rely on third-party systems

  • Full HIPAA compliance may depend on proper configuration and use

  • Additional agreements (including BAAs) with third-party providers may be required

Client Responsibilities

Healthcare clients using Telovora agree to:

  • Use the platform in a HIPAA-compliant manner

  • Avoid transmitting unnecessary PHI through AI systems

  • Properly configure workflows and data handling preferences

  • Obtain patient consent where required for recorded communications

Telovora provides tools and guidance, but ultimate compliance depends on how the system is implemented and used.

Data Retention & Deletion

Telovora retains data only for as long as necessary to provide services and fulfill legal obligations.

Clients may request:

  • Data access

  • Data export

  • Data deletion (subject to legal and operational requirements)

Breach Notification

In the event of a confirmed data breach involving PHI, Telovora will:

  • Notify affected clients promptly

  • Provide relevant details regarding the incident

  • Cooperate in mitigation and compliance efforts

Disclaimer

While Telovora is designed to support HIPAA-compliant operations, we do not guarantee compliance in all use cases.

Compliance depends on:

  • Proper system configuration

  • Execution of required agreements (including BAA)

  • Client usage and internal policies

Healthcare providers are responsible for ensuring their own compliance with applicable laws and regulations.

Contact

For questions regarding HIPAA compliance or to request a Business Associate Agreement (BAA), please contact:

Telovora – The Alhara Group LLC
Email: contact@telovora.com
Phone: 212-763-3397

Designed for discretion. Built for trust.
Telovora brings enterprise-grade privacy and security to every patient interaction—so your practice can operate with confidence, professionalism, and peace of mind.