Privacy Policy
PEARL Patient Intake System by BrandKlout
Effective date: October 19, 2026
Who we are and what this policy covers
BrandKlout, Inc. ("BrandKlout," "we," "us") runs the PEARL Patient Intake System training at academy.brandklout.ai. That includes the no-account demo call, enrolled team training, AI coaching, and PEARL Certification (together, the "Service"). This policy explains what we collect through the Service, why we collect it, and the choices you have.
This policy applies to visitors, people who try the demo, and team members whose dental practice (the "Practice") enrolls them. Our main website, brandklout.ai, and our agency services are covered by the separate privacy policy posted there. If your Practice has a signed agreement with us, that agreement also governs how we handle the Practice's data.
Information we collect
We collect only what we need to run practice calls, score them, and manage access.
| Category | Examples | Where it comes from |
|---|---|---|
| Contact details | Name, email, practice name, role | You or your Practice |
| Sign-in data | Email, one-time sign-in codes, password (stored hashed), sign-in times | You |
| Voice audio | What you say during a practice call | You, when you start a call |
| Transcripts and results | Call text, PEARL scores, coaching feedback, progress, certification status | Generated by the Service |
| Demo and waitlist submissions | Email, preferred language, marketing opt-in choice | You |
| Device and usage data | IP address, browser, device type, pages viewed, errors, approximate location from IP | Your browser |
| Bot-protection signals | Browser and device signals used to tell people from bots | Cloudflare Turnstile |
We don't ask for information about real patients, and you shouldn't provide it (see Patient information). We don't collect payment card details through the Service. Practice billing is handled under its order form.
How we use information
We use information to run the Service and keep it secure:
- Run practice calls: generate the AI patient's replies, transcribe the call, and score it against the PEARL rubric.
- Manage accounts and sign-in, including sending one-time codes.
- Send the scorecard when you ask for it.
- Show your progress and results to your Practice (see What your Practice can see).
- Improve PEARL scenarios, coaching, and scoring, using de-identified data where we can.
- Send service messages, such as sign-in codes and important changes.
- Send marketing emails, but only if you opt in. Every marketing email has an unsubscribe link.
- Detect and prevent fraud, abuse, and security problems.
- Meet legal obligations and enforce our Terms of Use.
We don't sell your personal information. We don't use it for targeted advertising on other websites.
Voice recordings, transcripts, and AI
We record and transcribe your voice only during a practice call that you start yourself.
- Your consent. When you click to start a call and allow microphone access, you agree to us recording and transcribing what you say. The microphone is used only while a call is running. You can end the call at any time.
- The patients are AI. Every patient in the Service is fictional and generated by AI. The coaching and scores are also generated by AI and can be wrong.
- AI processing. Your audio and transcript are sent to our AI provider, OpenAI, to generate the patient's replies, transcribe the call, and score it. OpenAI may keep this data for a limited time under its API data policies, for example to monitor for abuse.
- No model training by providers. We don't allow OpenAI or any other provider to use your audio or transcripts to train their own models.
- No voiceprints. We don't use recordings to identify you by your voice or to create biometric identifiers.
- Demo calls. We keep demo transcripts for 7 days to build your scorecard, then delete them unless you ask us to keep yours. We don't keep demo audio after the call is transcribed.
- Enrolled training. Transcripts and scores are kept while your Practice's account is active (see How long we keep information).
- Improving PEARL. We may use de-identified transcripts to improve scenarios, coaching, and scoring.
Patient information
The Service is for practicing with fictional AI patients. Don't enter real patients' names, contact details, health information, or anything else that could identify them.
The Service isn't built to store protected health information (PHI). BrandKlout doesn't act as a HIPAA business associate for the Service. If you find that patient information was entered, contact us right away. If we learn that it was entered, we may delete it and let your Practice know.
How we share information
We share information only with the service providers who help us run the Service, with your Practice, and where the law requires it. Service providers may use it only to provide their services to us.
| Purpose | Provider | What they receive |
|---|---|---|
| Bot protection | Cloudflare (Turnstile) | Browser and device signals, IP address |
| Hosting and storage | Amazon Web Services (AWS) | Service data, stored in the United States |
| AI voice, transcription, and scoring | OpenAI | Call audio and transcripts |
| Email delivery | Google (Gmail) | Email address, sign-in codes, scorecards |
| Customer relationship management (CRM) | HighLevel (GoHighLevel) | Email, demo score summary, opt-in choice, waitlist language. Never transcripts. |
We may also share information:
- With your Practice, if it enrolled you (see the next section).
- For legal reasons: to comply with law, a valid legal request, or to protect the rights, safety, or property of anyone.
- In a business transfer, such as a merger, acquisition, or sale of assets. The information would remain subject to this policy.
- With your consent.
What your Practice can see
If your Practice enrolled you, its administrators can see your name, email, progress, PEARL scores, coaching feedback, and certification status.
Your Practice is your employer, not BrandKlout. How it uses your results is governed by its own policies. For enrolled accounts, we handle training data on the Practice's behalf, so some requests may need to go through your Practice.
Your Practice can't see demo calls you take without signing in.
Cookies and similar technologies
We use only the cookies and similar technologies the Service needs to work:
- Essential cookies keep you signed in and remember your session.
- Cloudflare Turnstile checks that visitors are people, not bots.
We don't use analytics cookies, advertising cookies, or tracking pixels on academy.brandklout.ai.
Do Not Track and Global Privacy Control. We don't track you across other websites, so we don't change anything when your browser sends a Do Not Track signal. If your browser sends a Global Privacy Control signal, we treat it as a request to opt out of the sale or sharing of your personal information. We don't sell or share it in the first place.
How long we keep information
We keep information only as long as we need it for the purposes below, then delete or de-identify it.
| Information | How long we keep it |
|---|---|
| Demo transcripts and scorecards | 7 days, unless you ask us to keep yours |
| Demo audio | Not kept after the call is transcribed |
| Enrolled account data, transcripts, scores | While your Practice's account is active, plus 90 days after it ends |
| Certification records | 3 years after the certification is earned, so it can be verified |
| Waitlist and marketing email data | Until you unsubscribe or ask us to delete it |
| Security and access logs | Up to 12 months |
We may keep de-identified data that can no longer reasonably identify you. We may also keep information longer if the law requires it or to resolve a dispute.
Security
We use reasonable safeguards to protect your information:
- Encryption in transit (HTTPS) and at rest
- Access controls that limit which staff can see your data
- Sign-in protections, including one-time codes and bot protection
No system is perfectly secure. If a breach affects your personal information, we'll notify you and the authorities as the law requires.
Your choices and rights
You can ask us to:
- Tell you what personal information we hold about you, and give you a copy
- Correct information that's wrong
- Delete your information
- Keep a demo transcript beyond 7 days, or delete it sooner
Email [email protected] with your request. We'll verify your identity, usually by confirming your email address, and respond within 30 days, or sooner where the law requires. If your Practice enrolled you, we may refer some requests to your Practice. We won't treat you differently for using your rights.
Marketing emails. Unsubscribe with the link in any marketing email. We'll still send service messages, such as sign-in codes.
Microphone. You can turn off microphone access in your browser at any time. You won't be able to take practice calls while it's off.
California residents
California residents have the rights in Your choices and rights, plus the disclosures below under the California Consumer Privacy Act (CCPA). In the past 12 months we collected these categories and disclosed them for business purposes:
| CCPA category | Examples | Disclosed to |
|---|---|---|
| Identifiers | Name, email, IP address | Hosting, email, CRM, and bot-protection providers |
| Internet or network activity | Pages viewed, device and browser data | Hosting and bot-protection providers |
| Audio and electronic information | Voice audio, call transcripts | AI and hosting providers |
| Professional or employment information | Practice name, role, scores, certification status | Hosting providers; your Practice |
| Sensitive personal information | Account sign-in credentials | Hosting provider, only to provide the Service |
- No sale or sharing. We don't sell personal information or share it for cross-context behavioral advertising. That includes the information of people under 16.
- Sensitive personal information is used only to provide the Service, as the CCPA allows.
- Your rights: to know, delete, and correct your information, and not to be discriminated against for using these rights. An authorized agent can make a request for you with your signed permission.
- Shine the Light: we don't share personal information with third parties for their own direct marketing.
Canadian residents
If you're in Canada, we handle your personal information under Canadian privacy law, including PIPEDA and Quebec's privacy law.
- Privacy officer. Jessica Acosta is responsible for protecting personal information. Contact: [email protected].
- Storage outside Canada. Your information is stored and processed in the United States. It may be accessible to US courts and authorities under US law.
- Your rights. You can ask to access or correct your information, or withdraw consent, subject to legal limits.
- Automated scoring. If a PEARL Certification result is decided only by automated scoring, you can ask why and have a person review it.
- Complaints. You can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information. Please contact us first so we can try to help.
Children
The Service is for adults in the workplace. We don't knowingly collect information from anyone under 18. If we learn that we have, we'll delete it.
Where we process information
We're based in the United States, and we process information there. We serve users in the United States and Canada.
Changes to this policy
If we change this policy, we'll post the new version here with a new effective date. If a change is significant, we'll also tell you by email or in the Service before it takes effect.
Contact us
BrandKlout, Inc., 15911 Pomona Rincon Rd, Unit 120, Chino Hills, CA 91709
Email: [email protected]