Privacy Policy

Information We Collect

Account Information

When you create an account, we collect your name, email address, practice name, and billing information necessary to provide our services.

Clinical Data

Our AI tools process audio recordings of patient encounters to generate clinical documentation. This data is processed in real-time and encrypted at rest.

Phone Numbers and Communication Data

When patients interact with dental practices through our platform (including our AI receptionist, Dentgentic), we collect phone numbers provided by patients during booking calls. Phone numbers are used solely to send appointment-related text messages on behalf of the dental practice. We also collect call recordings (when enabled by the practice with patient consent), call transcripts, and messaging history for service delivery and quality assurance.

Usage Data

We collect information about how you interact with our services, including features used, session duration, and performance metrics to improve our products.

How We Protect Your Data

Encryption

All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption. Audio recordings are processed in secure, isolated environments.

Access Controls

We implement strict role-based access controls. Only authorized personnel with legitimate business needs can access customer data, and all access is logged and audited.

Infrastructure Security

Our services run on SOC 2 Type II certified infrastructure with continuous monitoring, intrusion detection, and regular security assessments.

How We Use Your Information

Service Delivery

We use your information to provide, maintain, and improve our AI documentation services, including generating clinical notes and insurance narratives.

Appointment Communications

When patients provide their phone number and consent during a booking call, we send text messages on behalf of the dental practice. These messages are limited to appointment confirmations, appointment reminders, and post-visit follow-up messages. We do not send marketing, promotional, or advertising messages to patients. See our SMS Messaging Terms for complete details.

Communication

We may send you (the dental practice user) service-related announcements, security alerts, and product updates. You can opt out of promotional communications at any time.

AI Training

Text Messaging

Our Dentgentic platform enables dental practices to send appointment-related text messages to patients. The following applies to all text messages sent through our platform:

Consent

Text messages are only sent to patients who provide explicit consent. Consent is collected verbally during booking calls with our AI receptionist. The receptionist asks patients to confirm that they agree to receive text messages, and this consent is logged with a timestamp. Patients who do not consent do not receive text messages.

Message Types

Messages sent through our platform are strictly transactional and informational. They include appointment confirmations, appointment reminders (typically 24 to 48 hours before a visit), and post-visit care follow-up messages. No marketing, promotional, or advertising messages are sent.

Opt-Out

Patients can opt out of text messages at any time by replying STOP to any message. Upon opting out, they receive one final confirmation message and no further texts are sent. Patients may resubscribe by replying START or by contacting their dental practice.

Phone Number Use

Patient phone numbers collected through our platform are used solely for appointment-related communications from the specific dental practice the patient called. Phone numbers are not shared with third parties, are not sold, and are not used for any purpose other than the appointment communications described above.

Message and Data Rates

Standard message and data rates may apply based on the patient's wireless carrier plan. Neither Dental Document nor the dental practice is responsible for carrier charges.

For complete SMS messaging terms, see our SMS Messaging Terms page.

Information Sharing

Third-Party Service Providers

We work with carefully vetted service providers who help us operate our business, including cloud infrastructure, payment processing, and communication services (such as SMS delivery). All providers are bound by strict confidentiality agreements and Business Associate Agreements (BAAs) where applicable.

Legal Requirements

We may disclose information when required by law, such as in response to valid legal process or to protect the rights and safety of our users.

Business Transfers

In the event of a merger or acquisition, your information may be transferred. We will provide notice before your information becomes subject to a different privacy policy.

Your Rights

Access and Portability

You have the right to access your personal data and request a copy in a portable format. Contact us to make a data access request.

Correction

You can update or correct your account information at any time through your dashboard settings or by contacting our support team.

Deletion

You may request deletion of your personal data, subject to our legal retention requirements and obligations under healthcare regulations.

SMS Opt-Out

Patients may opt out of text messages at any time by replying STOP to any message received from a dental practice through our platform.

Cookies and Tracking

Essential Cookies

We use essential cookies necessary for the operation of our services, including authentication and security cookies.

Analytics

We use analytics tools to understand how our services are used. You can opt out of analytics tracking through your browser settings.

Do Not Track

We respect Do Not Track browser signals and do not track users who have enabled this feature.

Data Retention

We retain your information for as long as your account is active or as needed to provide you services. Clinical documentation is retained in accordance with healthcare record retention requirements, which vary by jurisdiction.

Text message records (message content, delivery status, and consent logs) are retained for a minimum of five years for compliance purposes.

When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate business purposes such as resolving disputes.

Questions About This Policy?

If you have questions about this Privacy Policy or our data practices, please contact us.