Your information at Hexyl

This page explains what the Hexyl website collects when you build a package, make an enquiry, try a demo or set up your business, how we use it and how long we keep it. Our privacy policy gives the full picture, including your rights.

Voice and WhatsApp demo details

A demo asks for your first name, your WhatsApp mobile number, your industry, how you would like to start (in your browser, by voice call or on WhatsApp) and whether to try a booking with or without payment. We use these details to prepare the example conversation and to send you the booking confirmation and any changes you ask for. Before you start, you agree to receive the messages needed for the demo at that number. This does not sign you up for marketing. If we need to check that the number is yours, we send a verification code to it on WhatsApp. If you choose to try a booking with payment in a voice call or WhatsApp demo, the deposit is a test payment and no real money is taken. In a browser demo, the payment step uses the demo clinic’s example checkout.

The website sends your details to our demo service, which keeps them for as long as described below. They are not saved in a browser draft or shown in a web address. The demo page links to this notice before you submit. Please use your own contact details and keep real health information out of the demo. If you try the demo in your browser, cookies link this browser to your demo for about a day.

The demo conversation runs over WhatsApp, a phone call or your browser, using the messaging, telephony, speech and payment providers listed in our privacy policy. The demo’s replies, and any summary of a demo call, are produced by language models we operate on our own servers, hosted by Hetzner in Germany; we do not send your data to external AI providers for this. Speech is converted to and from text by the speech providers listed in our privacy policy. We do not currently use your data to train AI models.

You can watch the product videos without giving any details. Demo appointments use an example diary and do not create a real appointment.

How long we keep demo details

For a voice call or WhatsApp demo, the details you enter on the demo form are deleted, with the record of your demo session, 30 days after your demo.

A browser demo’s conversation, and any example booking and contact details created in it, are normally deleted 7 days after your last message. If you also tried the demo on WhatsApp with the same number, if our team took over the conversation, or if an example booking became linked to a payment, a patient-portal account or practice software, we keep and delete them as described in the next paragraph instead. If the demo used one of our assigned demo numbers instead of yours, the conversation is deleted 25 hours after the last message; an example booking made on it stays in the demo diary until we remove it.

Messages and call transcripts from a voice call or WhatsApp demo are deleted 90 days after the demo. An example booking made in that demo stays in the demo diary, with the name and number it was made with, until we remove it. The demo clinic also keeps a contact record with your number (and your name, if you gave one) until we remove it, and a log of the messages sent to you for 180 days.

You can ask us to delete any of your demo details sooner by emailing hello@hexyl.ai.

Business onboarding

Setting up your business collects the account holder’s name, email address, telephone number and password, and your business name, type, public contact details, website, address and legal details (the legal name and, if you give them, company and VAT numbers). Depending on your products, it also asks for locations, opening hours and closures, booking rules, services, team members, practice software, common questions and answers, hand-over contacts and assistant settings. To register your phone number, setup also asks for a named representative’s name, mobile number and email address with your company details. If you set up payouts, Stripe collects the details it needs on its own pages.

Public business contact details are entered separately from the account holder’s. Where a public contact field can be left blank, the form says that your own email address or number will be used in its place.

If you give your website address, we can read your public website after activation to suggest services and common questions for you to review. This uses language models we operate on our own servers.

When you accept the data processing agreement and call-recording terms, we record the time, your IP address and your browser details as evidence of your acceptance.

Your setup draft is kept on our servers so you can continue later, and we can email you a link to resume it. We delete a setup draft 60 days after it was last used, whether or not you finished setting up. Once your account is active, our privacy policy explains how we keep account information.

Card payments are made through Stripe’s payment form, so your card details go to Stripe rather than to Hexyl. If you connect your practice software during setup, the connection details you enter are used to link it to your Hexyl account.

Setup pages load Stripe’s payment script, which can set Stripe’s own fraud-prevention cookies, including on steps where you make no payment. Our classic sign-up, channel-connection, set-up-complete and account-paused pages also load Meta’s software as soon as the page opens, including pages where no WhatsApp connection is offered, and Meta may set its own cookies. When you click to connect WhatsApp, Meta’s automatic event logging sends Meta information about the connection flow.

Please read our terms of service, data processing agreement and privacy policy before you activate your account.

What the enquiry form stores

The form stores the name, email address, phone number, business name, sector, product selections, selected booking bundle, package requirements and optional message you provide, together with a request reference and submission time. If they are in the page’s web address, the campaign source, medium and name are saved with the enquiry to show which campaign brought you here.

How the information is used

Your enquiry is saved on our servers as a demo request for our team, who are told about it by email at hello@hexyl.ai and by a WhatsApp message to their work phones, so that we can understand the products and setup you want and contact you. We email you a confirmation with your reference. The form does not subscribe you to marketing or take payment. We delete your enquiry, and the copies emailed and sent by WhatsApp to our team, 24 months after we receive it, and you can ask us to delete it sooner by emailing hello@hexyl.ai.

Saved packages

If you choose “Save on this device”, your selected products, industry and any goals you chose (or that you chose to pick products yourself) are stored in your browser until you choose “Delete saved package” or clear this site’s data in your browser. Contact details are not saved in this draft. A copied package link contains only your package choices, such as products, industry, goals and number of locations, and never your contact details; prices are refreshed when it is opened.

Anonymous journey counts

The website counts industry page views, package builder visits, the start of a product selection and package reviews. Each count record contains only the type of event, an industry category and the time it was recorded. It does not include names, email addresses, form contents, IP addresses or visitor identifiers, and counting adds no cookie or identifier of its own. These are event counts, not tracking of individual visitors. Like any other request to the website, the request that sends a count appears in our web server’s logs, described below.

Cookies, fonts and server logs

Apart from Stripe’s and Meta’s software on the setup pages described above, the website sets only first-party cookies it needs to work: security and session cookies, the browser-demo cookies described above and, for people who hold a preview link, a preview cookie. Apart from Meta’s automatic event logging on those setup pages, it uses no advertising pixels or analytics trackers, and it sets no analytics or advertising cookies. If we introduce analytics or advertising cookies, we will ask for your consent first with a cookie banner, and you will be able to change your choice at any time through “Cookie settings” in the site footer (the link appears once such cookies are in use). Once we ask, the banner remembers your choice in a first-party cookie called hexyl_consent for 180 days.

Most pages, including some setup pages, load their fonts from Google Fonts, so your browser sends your IP address and browser details to Google when a page opens. One older product page also loads images from Unsplash and Clearbit, which receive your IP address and browser details in the same way. Our web server also keeps standard request logs, which record your IP address, browser details, the page address requested and the page you came from, for security and troubleshooting.

Our privacy policy explains your rights and the providers we use, and our cookie policy lists the cookies in detail.

Who is responsible for your information

The Hexyl website and platform are run by HEXYL LTD, a company registered in Scotland (company number SC875134), registered office 18 Woodside Place, 2nd Floor, Glasgow, G3 7QL. HEXYL LTD is responsible for the information described on this page. To ask a question or make a request about your information, email hello@hexyl.ai.