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HOW IT WORKS

Website Form
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AI Responds
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Enquiry Qualified
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Follow-Up Sent
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Consultation Booked

Enquiry Care AI connects your enquiries, missed calls, website forms, and booking process into one organised system. New enquiries receive fast responses, are guided toward booking, and followed up automatically if they do not schedule straight away.

Everything your clinic needs to capture, convert and retain more patient enquiries.

WHAT’S INCLUDED

Capture:• Website forms
• Missed call recovery
• Direct enquiriesConvert:• Instant responses
• AI qualification
• Consultation & appointment bookingRetain:• Follow-up sequences
• Reactivation campaigns
• No-show reminders

BUILT TO SUPPORT YOUR TEAM

Enquiry Care AI supports your front desk and admin team, without replacing them. It handles repetitive enquiry follow-up in the background, while your clinic stays in control of patient and client communication, bookings, and final decisions.

FREQUENTLY ASKED QUESTIONSDoes this replace my receptionist?No. Enquiry Care AI supports your team by handling enquiry follow-up and repetitive communication in the background, allowing your staff to focus on patients, clients and in-clinic care.Does it work with website forms and missed calls?Yes. Website enquiries and missed calls can be captured, responded to and followed up automatically, helping reduce lost opportunities.Can messages be customised?Yes. Responses and follow-up sequences can be tailored to suit your clinic, services, tone of voice and patient or client journey.

READY TO RECOVER MORE CLINIC ENQUIRIES?

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Book a free demo and see how Enquiry Care AI can help your dental, aesthetics, skin, or cosmetic clinic respond faster, follow up automatically, and turn more enquiries into booked consultations or appointments.

Enquiry Care AIAI-powered enquiry follow-up and booking systems for private dental, aesthetics, skin and cosmetic clinics.Book a Free Demo
Privacy Policy
Terms & Conditions
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PRIVACY POLICYLast updated: 06 June 2026This Privacy Policy explains how Enquiry Care AI collects, uses, stores, shares and protects personal information when you visit our website, contact us, book a demo, respond to our business communications, or use our services.Enquiry Care AI is a UK-based sole trader business operated from Glasgow, Scotland, United Kingdom.For privacy questions, data requests, or marketing opt-out requests, contact:[email protected]Postal address:Castle Street, Glasgow, Scotland, United Kingdom1. Who we areEnquiry Care AI provides AI-powered enquiry follow-up, booking, reactivation, and communication support systems for private dental, aesthetics, skin, cosmetic, and medical aesthetics clinics in the UK, US, and other English-speaking markets.For information collected directly through our website, demo booking process, email communication, marketing outreach, sales calls, and business enquiries, Enquiry Care AI acts as the data controller.Where we provide services to a clinic and process enquiry, appointment, patient, client, or communication data on that clinic’s behalf, the clinic will usually remain the data controller and Enquiry Care AI will act as a data processor. In those cases, we process information only in line with the clinic’s instructions, our agreement with the clinic, and applicable data protection requirements.For US clinics, if Enquiry Care AI is asked to process protected health information on behalf of a covered healthcare provider or other covered entity, we may be acting as a business associate under HIPAA. Where required, we will only process protected health information under an appropriate written agreement, such as a Business Associate Agreement.2. Information we may collectWe may collect and process the following types of information:• Name
• Email address
• Phone number
• Clinic, practice, or business name
• Job role or position
• Website address
• Business location
• Demo booking details
• Sales call or video call details
• Messages, enquiries, or replies you send to us
• Information about your clinic’s enquiry handling, follow-up, booking process, and communication needs
• Marketing preferences and opt-out requests
• Business relationship and sales communication history
• Payment, invoice, and transaction information where required for business administration
• Technical information such as device type, browser type, IP address, website usage data, and basic analytics information, where applicableIf you are a clinic using our services, information processed through the system may include enquiry details submitted by your patients, clients, prospective patients, or prospective clients, such as:• Name
• Contact details
• Enquiry source
• Treatment, service, or appointment interest
• Follow-up status
• Booking information
• Communication history
• Notes needed to manage enquiry follow-up and booking supportWe ask that sensitive personal information, including medical, health, or treatment information, is only shared where necessary, appropriate, and legally permitted.3. How we collect informationWe may collect information when you:• Visit our website
• Book a free demo
• Contact us by email
• Complete a form
• Speak with us about our services
• Respond to marketing or outreach
• Join a sales call or video call
• Use or enquire about our systems and services
• Communicate with us through email, calendar, phone, video call, website forms, or other business communication toolsWe may also use trusted third-party platforms to help operate our website, business email, calendar booking, video calls, automation systems, customer relationship management, payment processing, data storage, analytics, and business communications.4. How we use your informationWe use personal information to:• Respond to enquiries
• Arrange and manage demo bookings
• Hold sales calls and service discussions
• Provide information about our services
• Communicate with clinics and prospective clients
• Understand your clinic’s needs
• Set up, manage, and improve our services
• Follow up with interested businesses
• Send relevant business communications and marketing
• Manage opt-out and unsubscribe requests
• Process invoices, payments, and business records
• Maintain website security and performance
• Keep business, financial, and legal records
• Comply with applicable legal, regulatory, and contractual obligationsIf we process information on behalf of a clinic, we use that information to provide the agreed services, such as enquiry capture, follow-up, qualification, booking support, reactivation, reminders, review requests, reporting, and related communication support.We do not sell personal information.5. Lawful bases for using informationWhere UK GDPR or similar data protection laws apply, we rely on different lawful bases depending on how and why we use information, including:• Contract: where processing is needed to provide services or take steps before entering into a contract.
• Legitimate interests: where we use information to respond to business enquiries, manage business relationships, improve our services, carry out relevant business-to-business marketing, maintain records, and operate our business.
• Consent: where consent is required, such as certain types of marketing or non-essential cookies.
• Legal obligation: where we need to keep records or comply with applicable laws.Where health-related, treatment-related, or other sensitive information is processed as part of a clinic’s enquiry, follow-up, or booking process, the clinic is responsible for ensuring there is an appropriate lawful basis and any additional condition required under applicable data protection or healthcare privacy law.6. Business marketing and outreachWe may contact clinics, clinic owners, managers, reception teams, treatment coordinators, or other business representatives about services that may be relevant to their clinic or business.Our business outreach may be based on publicly available business contact information, legitimate business interest, prior contact, referral, or another lawful basis where permitted.You can opt out of marketing or outreach communications at any time by contacting:[email protected]You can also reply to any outreach email with “no thanks”, “unsubscribe”, or a similar request, and we will stop sending marketing follow-ups to that contact.For US recipients, our commercial emails are intended to comply with applicable email marketing rules, including clear sender information, accurate subject lines, a valid business contact method, a valid postal address where required, and a clear way to opt out of future marketing communications.7. Cookies and analyticsOur website may use essential cookies or similar technologies needed for the site to function properly.We may also use analytics or performance tools to understand how visitors use the website and improve our service. Where required by law, we will provide appropriate notice or consent options for non-essential cookies or tracking technologies.If we introduce new analytics, advertising pixels, or tracking technologies, we may update this Privacy Policy and any cookie notice accordingly.8. Third-party service providersWe may use trusted third-party service providers to help operate our business and deliver our services. These may include providers for:• Website hosting and website management
• Domain and DNS management
• Business email
• Calendar booking
• Video calls
• Customer relationship management
• Automation and communication systems
• Analytics and performance monitoring
• Data storage and security
• Payment processing
• Banking and business finance
• Accounting and business administrationThese providers only process information where necessary for the services they provide to us.Where required, we use appropriate contractual arrangements with service providers, including data processing terms, confidentiality obligations, security commitments, and transfer safeguards.9. Payments and bankingIf you become a client, we may process payment, invoice, and transaction information for billing and business administration.Payments may be handled through bank transfer, business banking providers, payment processors, invoicing tools, or other professional business payment methods.We do not intentionally collect or store full card details through our website. Where card or online payment services are used, payment information is normally processed by the relevant payment provider in line with their own security and privacy terms.10. International transfersEnquiry Care AI is based in the United Kingdom, but some of the service providers we use may process or store information outside the United Kingdom, including in the United States or other countries.Where personal information is transferred internationally, we take steps designed to ensure appropriate safeguards are in place. These may include contractual protections, data processing agreements, standard contractual clauses, approved transfer mechanisms, or other legally recognised safeguards where applicable.11. HIPAA and US healthcare informationEnquiry Care AI is not a healthcare provider and does not provide medical, dental, clinical, or healthcare advice.For US clinics, if our services involve access to protected health information on behalf of a covered entity or another business associate, Enquiry Care AI may need to act as a business associate under HIPAA. In those circumstances, we will only process protected health information under an appropriate written agreement, such as a Business Associate Agreement, and only for the purposes of providing the agreed services.Clinics remain responsible for determining whether HIPAA or other healthcare privacy laws apply to their use of our services, and for ensuring that their own patient notices, consents, authorisations, policies, and agreements are appropriate.We ask clinics not to send medical records, detailed clinical notes, diagnosis information, or sensitive treatment details to Enquiry Care AI unless this is necessary for the agreed service and the correct legal and contractual arrangements are in place.12. How long we keep informationWe keep personal information only for as long as necessary for the purpose it was collected, unless a longer retention period is required or permitted by law.As a general guide:• Website enquiries and demo booking information may be kept for up to 12 months after the last contact.
• Business outreach and marketing contact information may be kept until you opt out or ask us to stop contacting you.
• Client account and service records may be kept for the duration of the business relationship and for a reasonable period afterwards.
• Financial, contract, invoice, and legal records may be kept for longer where required for tax, accounting, legal, or regulatory reasons.
• Data processed on behalf of a clinic will be retained in line with the agreement with that clinic and the clinic’s instructions.Where we process data on behalf of a clinic, retention periods may be agreed with that clinic and handled in line with their instructions.13. How we protect informationWe take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.These steps may include:• Access controls
• Password protection
• Limited access to information
• Secure business systems
• Use of reputable service providers
• Confidentiality controls
• Appropriate account and device security measures
• Reviewing access where appropriateNo online system is completely secure, but we take data protection, security, and confidentiality seriously.14. Your rightsDepending on where you are located and the laws that apply, you may have rights in relation to your personal information. These may include the right to:• Access the personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete your information
• Ask us to restrict how we use your information
• Object to certain uses of your information
• Request a copy of your information
• Withdraw consent where we rely on consent
• Opt out of marketing communicationsTo make a request, contact:[email protected]If your information has been processed by us on behalf of a clinic, we may need to refer your request to that clinic as the data controller.15. US state privacy rightsIf you are located in the United States, certain state privacy laws may provide additional rights depending on your state, your relationship with us, and whether the law applies to our business.Where applicable, you may have rights to request access, correction, or deletion of certain personal information, or to opt out of certain uses of your personal information.Enquiry Care AI does not sell personal information.To make a privacy request, contact:[email protected]16. ComplaintsIf you are unhappy with how we handle your information, please contact us first so we can try to resolve the issue.If UK data protection law applies, you also have the right to complain to the UK Information Commissioner’s Office, which is the UK data protection regulator.You can contact the Information Commissioner’s Office at:www.ico.org.uk17. Changes to this Privacy PolicyWe may update this Privacy Policy from time to time as our business, website, services, legal obligations, or markets change.The latest version will be available on our website.18. ContactFor privacy questions, opt-out requests, or data protection requests, contact:Enquiry Care AI
Email: [email protected]
Location: Glasgow, Scotland, United Kingdom
Postal address: Castle Street, Glasgow, Scotland, United Kingdom

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TERMS AND CONDITIONSLast updated: 06 June 2026These Terms and Conditions explain the basis on which you may use the Enquiry Care AI website, contact us, book a demo, or use our services.By using our website, contacting us, booking a demo, or using our services, you agree to these Terms and Conditions.1. Who we areEnquiry Care AI is a UK-based sole trader business operated from Glasgow, Scotland, United Kingdom.Enquiry Care AI provides AI-powered enquiry follow-up, booking, reactivation, missed call recovery, review request, reporting, and communication support systems for private dental, aesthetics, skin, cosmetic, and medical aesthetics clinics in the UK, US, and other English-speaking markets.You can contact us at:[email protected]Postal address:Castle Street, Glasgow, Scotland, United Kingdom2. Our servicesWe provide custom-built systems designed to help clinics capture, organise, respond to, follow up with, and manage enquiries more consistently.Our services may include:• Enquiry capture and organisation
• Missed call recovery
• Enquiry follow-up workflows
• Appointment and consultation booking support
• Lead and enquiry qualification workflows
• Reactivation campaigns for old enquiries
• No-show reminders
• Review request workflows
• Reporting and performance overview
• Email, SMS, calendar, form, CRM, and automation setup where agreed
• Ongoing support, updates, and system management where agreedThe exact service provided will depend on what is agreed with each client in writing.3. Website informationThe information on this website is provided for general information only.We try to keep the website accurate and up to date, but we do not guarantee that all website content will always be complete, current, or error-free.Nothing on this website should be treated as legal, medical, clinical, dental, financial, regulatory, or professional advice.4. Demo bookings and enquiriesWhen you book a demo or contact us, we may ask for information about you, your clinic, your current enquiry process, and your business needs.Submitting an enquiry or booking a demo does not create a client relationship unless and until we agree to provide services.We may decline to provide services where we believe the service is not suitable, where we do not have capacity, where we cannot support the requested use case appropriately, or where the requested work may create unacceptable legal, compliance, technical, or operational risk.5. Pricing and paymentPricing may include an upfront setup or build fee and an ongoing monthly service fee.The setup or build fee must be paid before work begins, unless agreed otherwise in writing.Ongoing monthly service fees are payable monthly in advance, unless agreed otherwise in writing.Pricing, payment dates, setup fees, monthly fees, service scope, and payment terms will be agreed separately before work begins.We are not required to start build work, setup work, implementation, or ongoing service delivery until any agreed upfront payment has been received.If payment is late, we may pause work, suspend access to services, delay implementation, or stop providing ongoing support until payment is received.Any unpaid fees remain payable.6. Minimum term and cancellationUnless agreed otherwise in writing, ongoing services are provided on an initial 3-month minimum term.After the initial 3-month minimum term, services continue on a monthly rolling basis.Either party may cancel ongoing monthly services after the initial minimum term by giving 30 days’ written notice.Notice must be given by email to:[email protected]Cancellation does not remove the client’s responsibility to pay any fees due up to the cancellation date.If a client cancels before the end of the initial 3-month minimum term, the remaining fees for that minimum term remain payable, unless agreed otherwise in writing.7. RefundsBecause our services involve custom setup, planning, build work, workflow creation, configuration, testing, and implementation, setup and build fees are non-refundable once work has started, unless otherwise required by law.Monthly service fees already paid are non-refundable for periods where services, support, hosting, system access, or agreed availability have been provided.Refunds may be considered at our discretion where required by law or where we have agreed a specific refund term in writing.8. Setup and client responsibilitiesOur systems are custom-built and require cooperation from the client.Clients may be required to provide access, information, approvals, and materials needed to set up and operate the service. This may include access to relevant website forms, calendars, email accounts, phone systems, CRM systems, enquiry sources, communication tools, booking systems, or other business systems where required.Clients are responsible for ensuring that any information, instructions, offers, treatment descriptions, pricing, claims, and communications they provide to us are accurate, lawful, compliant, and suitable for use.Clients must review and approve messages, workflows, offers, campaigns, and booking processes before they are used with patients, clients, prospective patients, or prospective clients.Delays in providing access, information, content, approvals, or feedback may delay setup, launch, or service delivery.9. Clinic and patient responsibilityEnquiry Care AI provides operational and communication support systems. We do not provide dental, medical, clinical, cosmetic, aesthetic, legal, financial, or regulatory advice.Clinics remain responsible for:• Patient care
• Client care
• Clinical judgement
• Treatment advice
• Suitability assessments
• Patient consent
• Client consent
• Regulatory compliance
• Advertising and marketing claims
• Final booking decisions
• The accuracy of patient-facing and client-facing information
• How enquiries, patients, and clients are handled by the clinic
• Any professional obligations that apply to their clinic, team, services, and marketOur systems are designed to support clinic teams, not replace professional judgement, clinical responsibility, or human oversight.10. No medical records or clinical adviceOur services are intended to support enquiry management, follow-up, booking, reactivation, reminders, and general communication workflows.Clients must not send medical records, detailed clinical notes, diagnosis information, treatment records, or sensitive health information to Enquiry Care AI unless this has been specifically agreed in writing and the correct legal, data protection, and contractual arrangements are in place.For US clinics, if the service requires access to protected health information, a separate written agreement may be required before such information is processed.11. No guarantee of resultsWe aim to help clinics improve enquiry handling, follow-up consistency, and booking processes.However, we do not guarantee any specific number of enquiries, bookings, consultations, appointments, sales, revenue, reviews, patient sign-ups, client sign-ups, or business results.Results may vary depending on the clinic’s offer, location, pricing, reputation, response quality, team performance, advertising, demand, competition, existing systems, patient experience, client experience, and other factors outside our control.12. Acceptable useClients must not use our services for unlawful, misleading, harmful, abusive, spammy, discriminatory, or non-compliant activity.Clients must not use our systems to send communications that breach applicable law, advertising rules, data protection rules, professional standards, platform terms, or communication provider rules.We may suspend or stop providing services if we believe the system is being used improperly, unlawfully, or in a way that could harm Enquiry Care AI, the client, patients, clients, third parties, or the reputation of any party involved.13. Marketing complianceClients are responsible for ensuring that their marketing, advertising, offers, treatment claims, pricing claims, before-and-after content, patient communications, and client communications comply with applicable laws, professional standards, and advertising rules.This is especially important for dental, aesthetics, skin, cosmetic, and medical aesthetics clinics, where patient-facing and client-facing claims must be accurate, responsible, and not misleading.We may provide operational support and communication workflow support, but the client remains responsible for approving and checking the content used by their clinic.For US clients, commercial email and outreach activity must comply with applicable US marketing rules, including clear sender information, accurate subject lines, a valid postal address where required, and a clear way to opt out of future marketing communications.14. Data protectionWe take data protection seriously.Where we collect information through our own website, demo booking process, direct business communications, outreach, sales calls, or enquiries, we may act as the data controller.Where we process enquiry, appointment, patient, client, or communication data on behalf of a clinic, the clinic will usually remain the data controller and Enquiry Care AI will act as a data processor.Clients are responsible for ensuring they have the appropriate lawful basis, privacy notices, consents where required, internal policies, and procedures for the data they ask us to process.Before handling live clinic data, patient data, client data, or sensitive information, additional data processing terms or a separate agreement may be required.Please read our Privacy Policy for more information about how personal information is handled.15. Third-party platformsOur services may rely on third-party platforms for website hosting, business email, calendars, forms, CRM, automation, communication, SMS, video calls, analytics, reporting, payment processing, banking, or data storage.We are not responsible for outages, delays, changes, restrictions, pricing changes, errors, limitations, account suspensions, or failures caused by third-party platforms.Clients may need their own accounts, subscriptions, permissions, integrations, or platform access for certain third-party tools.We may recommend or help configure third-party tools, but the client is responsible for complying with the terms, payment requirements, usage rules, and policies of those third-party providers.16. Access and permissionsTo provide services, the client may need to grant us access to certain business systems, accounts, forms, calendars, email settings, CRM systems, websites, or communication tools.Clients must only provide access that they are authorised to provide.Clients are responsible for managing their own passwords, account permissions, security settings, staff access, and platform administration.We will take reasonable care when using access provided to us, but we are not responsible for issues caused by incorrect access, revoked permissions, platform restrictions, client-side changes, or unauthorised access outside our control.17. Intellectual propertyUnless agreed otherwise in writing, Enquiry Care AI retains ownership of its own templates, processes, workflows, system designs, copy structures, automations, methods, strategies, know-how, and materials created before or outside a specific client project.Clients receive permission to use the agreed system and materials for their own clinic during the period they are using our services, subject to payment and compliance with these Terms.Clients must not copy, resell, reproduce, share, license, distribute, reverse engineer, or provide our systems, workflows, templates, or materials to third parties without written permission.Any content, branding, clinic information, patient-facing information, or materials provided by the client remain the responsibility of the client.18. ConfidentialityBoth parties should treat confidential business, operational, technical, patient, client, and commercial information responsibly.We will take reasonable steps to keep client information confidential and expect clients to do the same with information about our systems, methods, pricing, processes, workflows, and materials.Confidential information must not be shared with third parties unless required to provide the service, required by law, or agreed in writing.19. Service changes and supportWe may make reasonable updates, improvements, fixes, or changes to systems, workflows, automations, and service delivery where needed to maintain or improve the service.The level of support included will depend on the service agreed with the client.Unless agreed otherwise in writing, support is provided remotely by email, video call, or other agreed business communication channels.We do not guarantee that support will be available at all times or outside normal working hours.20. Limitation of liabilityWe will take reasonable care in providing our services.However, to the fullest extent permitted by law, Enquiry Care AI will not be liable for indirect losses, loss of profit, loss of revenue, loss of business opportunity, loss of goodwill, loss of data caused by third-party platforms, missed enquiries, missed bookings, clinical issues, regulatory issues, or losses caused by client errors, inaccurate information, lack of approval, misuse of systems, third-party failures, or factors outside our reasonable control.Nothing in these Terms limits liability where it would be unlawful to do so.21. Suspension or terminationWe may suspend or terminate services if:• Fees are unpaid
• The client breaches these Terms
• The client uses the service unlawfully or improperly
• The client fails to provide required access, information, or approvals
• A third-party platform prevents us from providing the service
• Continuing to provide the service would create legal, compliance, reputational, security, or operational riskIf services are suspended or terminated, any unpaid fees remain payable.22. Changes to services or termsWe may update our website, services, systems, and these Terms and Conditions from time to time.The latest version will be available on our website.If changes materially affect an active client relationship, we will take reasonable steps to notify the client.23. Governing lawThese Terms and Conditions are governed by the laws of Scotland.Any disputes will be subject to the courts of Scotland, unless applicable law requires otherwise.24. ContactFor questions about these Terms and Conditions, contact:Enquiry Care AI
Email: [email protected]
Location: Glasgow, Scotland, United Kingdom
Postal address: Castle Street, Glasgow, Scotland, United Kingdom

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