Security
Patient privacy, built for dental offices
You should pressure any phone vendor about patient privacy. Here’s how Renia is built for Florida dental offices.
Encryption
TLS in transit. Patient information is protected in transit and at rest in production systems.
Access control
Only the right people on your team can see sensitive information.
Audit trails
Important actions are logged so you can see who did what, and when.
Business Associate Agreement
We sign a Business Associate Agreement (BAA). Ask us for the current template on your demo call.
Florida two-party consent
Renia opens with a natural disclosure that identifies the AI receptionist and that the call is recorded — configurable to your clinic brand.
“Hi, thanks for calling [Clinic Name]. I’m Renia, an AI receptionist, and this call is recorded to help coordinate your care. How can I help you today?”
Encryption — in transit and at rest
All voice data between the patient and Renia is encrypted in transit using TLS 1.3. Call recordings and transcripts are encrypted at rest using AES-256. Encryption keys are managed through a key management service with automatic rotation. No raw audio files or unencrypted transcripts are stored on any device accessible outside the production environment.
Outbound-only sync agent — zero inbound exposure
The Renia Sync Agent connects to your practice management system from inside your office network. It communicates outbound-only over TLS 1.3 — never accepting inbound connections. This means no firewall ports are opened, no VPN is required, and your Dentrix, Eaglesoft, or Open Dental database is never exposed to the internet. The agent only reads schedule availability and writes confirmed appointments; it never accesses clinical notes, financial ledgers, or imaging data.
Audit logging and access control
Every call handled by Renia is logged with a timestamp, duration, outcome (booked, transferred, message taken), and operator identity. Administrative dashboard access is role-based: practice owners control which staff members can replay recordings, view transcripts, or modify call routing rules. All access events are logged for compliance review.
Data retention and deletion
Call recordings and transcripts are retained for 90 days by default. Practices may request shorter or longer retention windows. Upon contract termination, all practice-specific data — including recordings, transcripts, patient records, and sync agent logs — is permanently deleted within 30 days. A deletion certificate is provided upon request.
Frequently asked questions
Is Renia HIPAA compliant?
Renia is built to HIPAA technical safeguard standards: encryption in transit and at rest, role-based access control, audit logging, and automatic session timeouts. A Business Associate Agreement is included standard with every subscription.
What is Florida §934.03 and how does Renia comply?
Florida Statute §934.03 requires all parties on a recorded call to consent to the recording. Renia opens every call with a clear, natural-language disclosure identifying itself as an AI receptionist and stating the call is recorded. This disclosure is configurable to include your practice name.
Can I get a copy of the BAA before signing up?
Yes. Request the current BAA template during your demo or contact sales@reniadental.com. We'll send it immediately — no NDA required, no commitment.