Last updated: April 2, 2026
Overview
ProForma Concepts is a B2B SaaS platform providing AI-powered receptionist services to medical spas and aesthetic clinics. Our AI voice agents handle inbound phone calls, schedule appointments, and send transactional SMS messages including appointment confirmations, reschedule/cancellation notifications, and post-call follow-ups. No marketing or promotional messages are ever sent. All messages are transactional and appointment-related.
Opt-In Method: Verbal Consent During Phone Call
Consent is collected verbally during inbound phone calls handled by our AI voice agent. Before any SMS message is sent, the voice agent reads the following consent script to the caller:
"Before we confirm your appointment, I'd like to ask: would you like to receive a text message confirmation with your appointment details? This would include the date, time, and location of your appointment. Standard message and data rates may apply, and you can reply STOP at any time to opt out. Would you like to receive a text confirmation?"
The caller must verbally confirm "yes" before any SMS message is sent. If the caller declines or does not respond affirmatively, no text message is sent.
Opt-In Workflow
- Caller dials the business phone number. The call is answered by ProForma's AI voice agent, which greets the caller and assists with scheduling.
- Appointment details are collected. The voice agent gathers the caller's name, phone number, preferred service, date, and time.
- Phone number confirmed. The AI receptionist confirms: "Is the number you're calling from the best way to reach you?" The client verbally confirms their phone number.
- Verbal consent script is read. Before confirming the appointment, the agent reads the consent script above and asks the caller if they would like to receive a text confirmation.
- Caller's response is recorded. The caller's verbal response (yes or no) is captured in the call transcript, which is timestamped and stored as the official consent record.
- SMS is sent only if consent is given. If the caller consents, an appointment confirmation SMS is sent with date, time, provider, location, and opt-out instructions.
- Ongoing communication. Clients may text the same number to book, reschedule, cancel, or ask questions. All SMS interactions include opt-out instructions. Reply STOP at any time to opt out.
Consent Records
Every phone call handled by ProForma's voice agent generates a timestamped call transcript. This transcript includes:
- The full conversation between the caller and the AI agent
- The consent script as read to the caller
- The caller's verbal response to the consent request
- Date and time of the call
- The caller's phone number
These transcripts serve as the official record of opt-in consent and are retained in accordance with our Privacy Policy.
Types of Messages
We send only transactional messages related to appointments:
- Appointment confirmations — Sent immediately after booking with date, time, provider, and location.
- Reschedule/cancellation notifications — Sent when an appointment is changed or cancelled.
- Post-call follow-ups — Sent after a call if the client did not complete a booking, offering to help schedule.
- Responses to inbound texts — Clients can text the number to book, ask questions, or manage appointments.
Example Confirmation Message
Your Botox appointment with Dr. Sarah Chen is scheduled for Friday, April 3 at 9:30 AM.
Location: 9400 Brighton Way, Suite 201, Beverly Hills, CA 90210
Need to reschedule or cancel? Reply to this text or call us at this number.
Reply STOP to opt out of messages.
Message Frequency
Message frequency varies based on appointment activity. Typical clients receive 1–3 messages per appointment (confirmation, reminders, follow-ups). No marketing or promotional messages are ever sent.
- Type: Transactional only
- Sender: ProForma toll-free number on behalf of the business
Opt-Out Process
Recipients can opt out at any time by replying with any of the following keywords:
STOP · CANCEL · UNSUBSCRIBE · QUIT · END
Recipients can also opt out by:
- Requesting removal during a phone call
- Contacting us at jonathan@proformaconcepts.com
Upon opting out, the recipient will receive a single confirmation: "You've been unsubscribed and will no longer receive messages from this number. Reply START to re-subscribe."
Opt Back In
Clients who previously opted out can re-subscribe by texting any of the following:
START · YES · SUBSCRIBE
Help
Reply HELP to any message for assistance. Response:
For help, reply HELP or call us at +18445171449. To stop messages, reply STOP.
Message and Data Rates
Standard message and data rates may apply. ProForma does not charge for SMS messages; carrier rates apply. Carriers are not liable for delayed or undelivered messages.
Privacy
We do not sell, share, or rent phone numbers or personal information to third parties. SMS data is used solely for appointment-related communications.
Contact
ProForma Concepts
Email: jonathan@proformaconcepts.com
Phone: +1 (844) 517-1449
Website: proformaconcepts.com
For the full opt-in process documentation, see our SMS Consent & Terms page.
Last updated: February 28, 2026
Introduction
ProForma ("we," "our," "us") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, and safeguard your information when you interact with our services, including our AI-powered scheduling and communication tools.
Information We Collect
Information You Provide
- Contact information: name, phone number, email address
- Appointment details: service requested, preferred provider, preferred date and time
- Communication records: call transcripts and booking confirmations
Information Collected Automatically
- IP address and browser type when visiting our websites
- Usage data related to our scheduling tools
Voice Interaction Data
When you interact with our AI voice scheduling assistant, your voice audio is processed in real time by our AI voice platform (powered by Google Gemini, self-hosted on our AWS infrastructure) to generate responses. Call transcripts are created and stored for consent documentation, quality assurance, and service improvement. Voice audio is processed in real time and is not permanently stored by ProForma beyond the generated transcript.
How We Use Your Information
- To schedule and confirm appointments on your behalf
- To send appointment confirmation messages (SMS, email, or calendar invite)
- To review call transcripts for quality assurance and to improve service accuracy
- To respond to your inquiries and provide customer support
- To document consent for SMS communications as required by law
We never sell, rent, or share your personal information with third parties for marketing purposes.
Third-Party Services
We use trusted third-party services to operate our platform, including:
- Twilio for SMS delivery
- Google Calendar for appointment scheduling
- Google Cloud (Vertex AI) for AI conversation processing
These providers process data on our behalf under their own privacy policies and are contractually obligated to protect your information. We do not permit these providers to use your personal information for their own purposes.
Cookies and Tracking
Our website uses minimal cookies and tracking technologies:
- Essential cookies: used for login session management and site functionality
- Third-party fonts: we load fonts from Google Fonts, which may log your IP address per Google's privacy policy
We do not use advertising cookies, retargeting pixels, or third-party analytics trackers. We do not track you across other websites.
Data Retention
We retain your personal information only as long as necessary to fulfill the purposes described in this policy. Appointment records are retained for up to 12 months. Call transcripts used for consent documentation may be retained for the duration required by applicable law. You may request deletion of your data at any time by contacting us.
Data Security
We implement industry-standard security measures including encryption in transit, secure API authentication, and access controls to protect your personal information.
Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information
- Opt out of SMS communications at any time
California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
- Right to Know: You may request the categories and specific pieces of personal information we have collected about you.
- Right to Delete: You may request that we delete personal information we have collected from you, subject to certain exceptions.
- Right to Opt Out of Sale or Sharing: We do not sell or share your personal information for cross-context behavioral advertising. No opt-out action is required.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
- Right to Limit Use of Sensitive Personal Information: We only use sensitive personal information (such as phone number and email) for the purposes of providing our services as described in this policy.
To exercise any of these rights, contact us at jonathan@proformaconcepts.com. We will respond to verifiable requests within 45 days.
Children's Privacy
Our services are not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal information, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date.
Contact
For privacy-related questions or data requests:
ProForma
Email: jonathan@proformaconcepts.com
Last updated: February 28, 2026
Agreement to Terms
By using services provided by ProForma ("we," "our," "us"), including our AI-powered scheduling assistants, voice agents, and related tools, you agree to these Terms of Service. If you do not agree, please do not use our services.
Description of Services
ProForma provides AI-powered business automation solutions, including:
- AI voice scheduling assistants
- Automated appointment booking and management
- SMS and email appointment confirmations
- Integration with third-party calendar and CRM platforms
These Terms govern your interaction with ProForma-powered tools as an end user (e.g., a caller booking an appointment). The relationship between ProForma and the businesses that license our technology is governed by separate agreements.
User Responsibilities
When interacting with our services, you agree to:
- Provide accurate and complete information (name, phone number, email)
- Not misuse or attempt to disrupt our services
- Not use our services for any unlawful purpose
Appointment Bookings
Appointments scheduled through our AI tools are subject to the policies of the service provider (e.g., medical spa, clinic, or business). ProForma facilitates the booking process but is not responsible for the services rendered by the provider. Cancellation and rescheduling policies are set by the individual service provider.
SMS Communications
By booking an appointment and providing your phone number, you consent to receive a one-time appointment confirmation via SMS. See our SMS Consent Policy for full details. You may opt out at any time by replying STOP.
Intellectual Property
All content, technology, branding, and materials associated with ProForma are our property or licensed to us. You may not copy, modify, or distribute our materials without written permission.
Disclaimer of Warranties
OUR SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. PROFORMA MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT OUR SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.
Limitation of Liability
To the fullest extent permitted by law, ProForma shall not be liable for:
- Errors or interruptions in our AI scheduling tools
- Missed or incorrect appointments resulting from inaccurate information provided by the user
- Actions or services of third-party providers
- Any indirect, incidental, special, consequential, or punitive damages arising from use of our services
In no event shall our total liability exceed the amount you paid to ProForma in the twelve (12) months preceding the claim, or one hundred dollars ($100), whichever is greater.
Indemnification
You agree to indemnify and hold harmless ProForma, its officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of our services or violation of these terms.
Dispute Resolution and Arbitration
PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS.
Any dispute, claim, or controversy arising out of or relating to these Terms or your use of our services shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. Arbitration will take place in Los Angeles County, California, unless otherwise agreed by the parties.
CLASS ACTION WAIVER: All disputes must be brought in an individual capacity and not as a plaintiff or class member in any purported class, consolidated, or representative proceeding. The arbitrator may not consolidate more than one person's claims.
Exceptions: Either party may bring claims in small claims court if eligible. Nothing in this section prevents either party from seeking injunctive or other equitable relief in court for matters related to intellectual property or unauthorized access to our services.
Account Access and Termination
If you access our services through a user account or dashboard, we reserve the right to suspend or terminate your access at any time for violation of these Terms, misuse of our services, or any other reason at our sole discretion. We will make reasonable efforts to notify you before or promptly after any suspension or termination.
Force Majeure
ProForma shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to: third-party service outages (such as Twilio, Google, or AWS), natural disasters, acts of government, internet disruptions, power failures, or other force majeure events.
Modifications
We reserve the right to update these Terms at any time. Changes take effect upon posting to this page. Continued use of our services constitutes acceptance of the updated terms. For material changes, we will make reasonable efforts to provide notice.
Severability
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it valid and enforceable.
Entire Agreement
These Terms, together with our Privacy Policy and SMS Consent Policy, constitute the entire agreement between you and ProForma regarding your use of our services and supersede all prior agreements, understandings, and communications.
Governing Law
These Terms are governed by the laws of the State of California, without regard to conflict of law principles. Subject to the arbitration clause above, any legal proceedings shall be brought in the state or federal courts located in Los Angeles County, California.
Contact
For questions about these terms:
ProForma
Email: jonathan@proformaconcepts.com