Privacy Policy

Effective Date: February, 2025

This Privacy Policy describes how Dentifi.co, Inc. ("Dentifi.co," "we," "us," or "our") collects, uses, and discloses information in connection with your access to and use of our patient acquisition platform (the "Service").

1. Scope of this Policy

This policy applies to two main categories of information:

Customer Information: Information we collect directly from our business customers (dental practices, owners, and staff) when they subscribe to, access, or use the Service (e.g., billing, login, support requests).

Customer Data (Patient/Lead Information): Information that our customers process, collect, or store via the Service. Regarding this data, Dentifi.co acts only as a Data Processor on behalf of our Customer (the Dental Practice).

2. Information We Collect (Customer Information)

We collect the following types of information necessary to provide and manage the Service:

2.1. Account and Contact Data

This includes information provided when you sign up for an account, such as:

Dental Practice Name and Address

Owner/Manager Name

Email Addresses and Phone Numbers

Billing and Payment Information (processed by a secure third-party payment vendor)

Login credentials and usage data

2.2. Service Usage Data

We automatically collect information about how you interact with our Platform, which helps us improve the Service:

IP address, browser type, and operating system

Pages viewed, features used, and time spent on the Platform

Error logs and performance metrics

3. How We Use Customer Information

We use the information we collect directly from our customers for the following business purposes:

To Provide the Service: To operate, maintain, and manage your access to the Dentifi.co platform and its features (AI Agents, CRM, Calendar).

Billing and Account Management: To process payments, manage subscriptions, and send transactional communications.

Customer Support: To respond to support requests, resolve technical issues, and improve our services.

Security and Compliance: To detect and prevent fraud, protect the security of our systems, and comply with legal obligations.

Platform Improvement: To analyze usage trends and develop new features, including the training and optimization of our proprietary AI Agent models.

4. Customer Data, PHI, and HIPAA Responsibility (Critical Protection)

This section governs the data the Customer (the Dental Practice) uploads or collects through the use of the Dentifi.co platform, which may include Protected Health Information (PHI).

4.1. Dentifi.co as Data Processor

In connection with the provision of the Service, Dentifi.co operates solely as a Data Processor (or "Business Associate" under HIPAA) on behalf of our Customer (the Dental Practice).

4.2. Customer as Covered Entity

The Customer (the Dental Practice) remains the Covered Entity under HIPAA and is solely responsible for: a. Lawfulness of Collection: Obtaining all necessary consents, authorizations, and regulatory approvals for the collection, use, and disclosure of patient data, including PHI. b. Compliance: Ensuring their use of the Service, including the content of any automated communications sent via the platform (SMS, email), complies with HIPAA, the TCPA (Telephone Consumer Protection Act), and all other applicable privacy laws.

4.3. Business Associate Agreement (BAA)

To the extent that PHI is transmitted, received, or stored within the Service, a separate, fully executed Business Associate Agreement (BAA) must be in place between Dentifi.co and the Customer, which will exclusively govern the handling of PHI. These Terms and this Privacy Policy are secondary to and non-controlling over the BAA regarding PHI.

4.4. AI Agent Use of Customer Data

Any Customer Data processed by our AI Agents is done so solely to provide the contracted Service (e.g., to qualify leads or schedule appointments). Dentifi.co does not use PHI or patient-specific Customer Data to train or improve models outside of the specific Customer's environment or as explicitly permitted by the BAA.

5. Disclosure and Sharing of Information

We will not sell or rent Customer Information or Customer Data. We share information only in the following circumstances:

With Customer's Instruction: We share Customer Data strictly according to the Customer's instructions and the terms of the BAA, as necessary to provide the Service (e.g., syncing patient information with a linked Google Calendar).

Sub-processors and Service Providers: We may disclose Customer Information to third-party sub-processors who perform services on our behalf (e.g., cloud hosting, payment processing, email delivery). These providers are contractually bound to protect the information and use it only for the purposes for which we disclose it to them.

Legal Obligation: We may disclose information if required to do so by law, subpoena, or valid legal process, or if we believe such action is necessary to protect the rights, property, or safety of Dentifi.co, our customers, or the public.

Business Transfers: In connection with a corporate merger, acquisition, or sale of assets, provided the acquiring party agrees to respect this Privacy Policy.

6. Data Security and Retention

6.1. Security Measures

Dentifi.co maintains commercially reasonable administrative, technical, and physical safeguards designed to protect Customer Information and Customer Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, no internet transmission or storage system is 100% secure.

6.2. Data Retention

We retain Customer Information for as long as your account is active and for a commercially reasonable period thereafter for backup, archival, and audit purposes. We retain Customer Data according to the terms of our agreement with you (including the BAA) and your instructions. Upon termination of the agreement, we will delete or return Customer Data as required by the BAA.

7. Your Data Rights

Customers have the following rights regarding their Customer Information (excluding the patient/prospect data, which is governed by the Customer's own policies):

Access and Correction: You may access and update your account information directly within the Service settings.

Deletion: You may request the deletion of your Customer Information by contacting us, subject to our legal and contractual obligations to retain certain records.

8. Changes to this Policy and Contact

8.1. Policy Changes

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a prominent notice on the Service prior to the change becoming effective.

8.2. Contact Information

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

Dentifi.co Phone: 720-799-2586 Email: [email protected]