HIPAA & PHI Position

Last updated: July 20, 2026 — Version 1.0

Zero Headache works with healthcare practices, including dental offices, med spas, weight-loss and wellness clinics, and in-home elderly care providers. This page explains how we handle protected health information (PHI) under the U.S. Health Insurance Portability and Accountability Act (HIPAA) and the HIPAA Privacy and Security Rules.

Before you process PHI

Do not route protected health information through the Service until a Business Associate Agreement (BAA) has been signed and a HIPAA-aligned configuration has been enabled on your account. The BAA and the zero-data-retention option are paid add-ons, scoped and priced during your onboarding call. Contact us at contact@zeroheadache.co before your go-live date if you operate in a regulated healthcare vertical.

1. Business Associate Agreement (BAA)

When a healthcare client (a Covered Entity, or a Business Associate acting on one's behalf) uses the Service to handle PHI, Zero Headache acts as a Business Associate. A signed BAA is available to healthcare clients as a paid add-on. The BAA defines our permitted uses of PHI, our safeguards, and our breach-notification obligations under 45 CFR Part 164. Pricing is confirmed during the onboarding call.

2. HIPAA-aligned configuration

A HIPAA-aligned account configuration includes the following. The BAA and zero-data-retention are paid add-ons; pricing is confirmed during the onboarding call. Each item is enabled before the account processes any PHI.

Encryption of PHI in transit (TLS 1.2 or higher) and at rest (AES-256).
Zero-data-retention add-on: call audio and transcripts are purged from our systems after they have been synced to your CRM, and no PHI is retained for model training or service improvement.
Access controls limited to personnel who require access to operate the Service for your account, with audit logging of access.
Region-pinned hosting for clients who require data residency inside the United States.
Sub-processors bound by HIPAA-compliant terms where they touch PHI. See the Sub-processor List for the current set.

3. The AI agent does not advise

The AI agent qualifies leads and books appointments strictly within the rules you approve. It never diagnoses, prescribes, or provides medical advice. If a caller asks for medical guidance, the agent routes the call to a human on your team immediately. This boundary is part of the configuration and is not optional.

4. Breach notification

Under the BAA and HIPAA's Breach Notification Rule, we will notify you of any breach of unsecured PHI without unreasonable delay and in no case later than 60 calendar days after discovery. The notice will include the information required by 45 CFR § 164.410 to allow you to meet your own notification obligations. We provide the information you need to meet your own individual-notification obligations under 45 CFR 164.404, including the individuals affected and the data involved, to the extent available at the time of notice.

5. Data Protection Impact Assessment

We have conducted a Data Protection Impact Assessment covering the processing of call audio, transcripts, and lead data in healthcare contexts. A summary is available to healthcare clients on reasonable request, under NDA.

6. What the Service does not do

We are not a Covered Entity and we do not make treatment decisions. We do not store PHI for our own purposes. We do not use PHI to train, improve, or fine-tune any AI model. We do not sell or share PHI. On termination, PHI is returned or destroyed at your direction, as required by the BAA.

7. Contact

To request a BAA, enable a HIPAA-aligned configuration, or ask questions about PHI handling, contact us at legal@zeroheadache.co. BAA and zero-data-retention pricing is confirmed during the onboarding call.

What Our Customers Say?

They've Stopped Missing Calls. So Can You.

See how local service operators use our AI agent to answer the leads while you're busy on the job, qualify leads instantly & keep their calendars full.

Full schedule without lifting the phone.

"My front desk person quit on a Thursday. On the Friday we set this up, and by Monday morning it was booking appointments on its own. I do not really understand how it works, and I do not need to. My calendar has been full since that first week."

Massimo Ferretti

Owner, Weight-loss & Wellness Clinic
Milan, Italy

It actually gets the details right.

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Office Manager, Plumbing & HVAC Company
Dublin, Ireland

The lead is in my CRM before they hang up.

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Founder, Roofing Services Business
Johannesburg, South Africa

Every call gets answered now.

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Owner, Landscaping Company
Munich, Germany

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Hamish Caldwell

General Manager, Chain of Auto Repair Shops
Manchester, UK

Like a receptionist I can finally afford.

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Lucía Vargas

Owner, Cleaning Services Company
Madrid, Spain

Patients do not realise it is not a person.

"What sold me is that it does not sound like one of those awful phone menus. Patients talk to it normally and it books them in. We had an older patient call last month and she asked the receptionist in our office when our new receptionist had started. She had been talking to the agent the whole time."

Sander de Vries

Operations Head, Chain of Dental Practices
Amsterdam, Netherlands

We cut response time without hiring.

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Henrik Lindqvist

Director, Property Management Company
Stockholm, Sweden

Support answered me at 11 at night.

"We had a strange issue with how it was syncing to our calendar at about 11 at night. I sent a message not expecting a reply till morning. They got back to me in maybe twenty minutes and had it sorted before I went to bed. I have not had support like that from a vendor in years."

Callum Gallagher

Owner, Electrical Services Business
Brisbane, Australia

The first one I trust with our patients.

"I have looked at a lot of these AI phone tools for our locations. Most of them fall apart the second a caller goes off script. This is the first one where I actually trust it with our patients. Bookings are up, no-shows are down, and my front desk team is not burned out anymore."

Camille Laurent

VP Operations, Group of Med Spas
Paris, France