Privacy Policy

We collect information you provide directly to us, including: personal identification information (name, email address, phone number), practice information (practice name, address, staff details), patient data processed through our platform (in compliance with HIPAA), job application data (resume, work history, qualifications), usage data and analytics from our AI Receptionist (DentiVoice), and payment and billing information. We also automatically collect certain information when you use our services, including device information, log data, and cookies.

We use the information we collect to: provide, maintain, and improve our services, process transactions and send related information, communicate with you about your job applications via SMS and email, send promotional communications (with your consent), monitor and analyze trends, usage, and activities, detect, investigate, and prevent fraudulent transactions and other illegal activities, personalize and improve your experience, and comply with legal obligations including HIPAA requirements.

When you apply for a job through our recruitment platform or provide your phone number for communication purposes, we may send you SMS text messages. These messages include: job application status updates, interview scheduling and reminders, recruitment-related notifications, and responses to your inquiries. Message frequency varies based on your application activity; you may receive multiple messages during active recruitment periods. You can opt out of SMS communications at any time by replying STOP to any message. After opting out, you will receive a confirmation message and no further SMS messages will be sent. Reply HELP for assistance. We use Telnyx as our SMS service provider. Your phone number may be shared with Telnyx solely for the purpose of delivering messages. We do not sell, rent, or share your phone number with third parties for their marketing purposes.

As a platform serving dental practices, we understand the importance of protecting patient health information (PHI). DentalBase is fully committed to HIPAA compliance. We implement appropriate physical, technical, and administrative safeguards to protect PHI. We enter into Business Associate Agreements (BAAs) with covered entities. Our AI Receptionist (DentiVoice) is designed to handle patient communications in a HIPAA-compliant manner. All data transmission is encrypted using industry-standard protocols.

We implement robust security measures to protect your information, including: encryption of data in transit and at rest, regular security assessments and audits, access controls and authentication measures, secure data centers with physical security controls, and employee training on data protection practices.

We do not sell your personal information. We may share your information with: service providers who assist in our operations (including Telnyx for SMS delivery), professional advisors (lawyers, accountants, auditors), law enforcement when required by law, and business partners with your consent. Any third parties with whom we share data are contractually obligated to maintain confidentiality and use your information only for the purposes for which it was shared.

You have the right to: access and receive a copy of your personal information, correct inaccurate or incomplete information, request deletion of your personal information (subject to legal requirements), opt out of marketing communications, opt out of SMS messages by replying STOP, and withdraw consent where processing is based on consent.

We use cookies and similar tracking technologies to collect information about your browsing activities. You can control cookies through your browser settings. We use analytics tools to understand how our services are used. Third-party services like Meta Pixel may be used for advertising purposes.

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy. Phone numbers and SMS communication records are retained for the duration of your application process and for up to 12 months after for compliance and record-keeping purposes. We may retain certain information as required by law or for legitimate business purposes.

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the 'Last Updated' date.

If you have any questions about this Privacy Policy, our data practices, or SMS communications, please contact us at info@dentalbase.ai or reply HELP to any SMS message.