Privacy Policy

1Information We Collect

We collect information you provide directly to us and information collected automatically through your use of our services.

Information you provide:

• Account registration information (name, email address, password)
• Dental practice information (practice name, address, phone number, website)
• Practice Management Software (PMS) type and credentials for integration
• Billing and payment information (processed securely through Stripe)
• Communications you send us (support requests, feedback)

Information collected automatically:

• Log data (IP address, browser type, pages visited, time spent)
• Device information (hardware model, operating system, unique device identifiers)
• Usage data (features used, clicks, navigation patterns)
• Google Analytics data (aggregated, anonymized website traffic)

Patient call data (collected through our AI voice agent):

• Caller phone numbers
• Call recordings and transcripts
• Appointment details (name, date, type of appointment)
• Call duration and outcome

2How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI voice agent services
• Process appointments and sync with your practice management software
• Send service notifications, account alerts, and appointment confirmations
• Respond to your comments, questions, and customer support requests
• Monitor and analyze usage patterns to improve our platform
• Process payments and send invoices
• Send promotional communications (with your consent — you may opt out at any time)
• Comply with legal obligations and enforce our Terms of Service

3Information Sharing & Disclosure

We may share your information only in the following circumstances:

• Service providers: We work with trusted third-party vendors (Supabase for database, Retell AI for voice technology, Stripe for payments, Resend for email) who are contractually obligated to protect your data
• Legal requirements: We may disclose information if required by law, court order, or governmental authority
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred (we will notify you before this occurs)
• With your consent: We may share information for any other purpose with your explicit consent

We do not share patient call data, transcripts, or appointment information with any third party except as necessary to deliver our services to you.

4Data Security

We take data security seriously and implement industry-standard measures to protect your information:

• All data is encrypted in transit using TLS 1.2 or higher
• Data at rest is encrypted using AES-256 encryption
• Access to production systems is restricted and monitored
• We use Supabase (SOC 2 Type II certified) for database storage
• Regular security audits and vulnerability assessments
• Multi-factor authentication required for admin access

While we implement these safeguards, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but commit to notifying you promptly in the event of a data breach.

5Patient Data & HIPAA

Regarding Protected Health Information (PHI):

• We collect only the minimum PHI necessary to provide our services
• PHI is stored on HIPAA-compliant encrypted servers
• We maintain a Business Associate Agreement (BAA) with covered entities
• Patient call transcripts are stored securely and accessible only to the dental practice
• We do not use PHI for marketing or share it with unauthorized parties
• PHI is retained only as long as necessary to provide services or as required by law

For full details on our HIPAA compliance practices, please see our HIPAA Compliance page.

6Cookies & Tracking Technologies

We use cookies and similar tracking technologies on our website and application:

• Essential cookies: Required for the platform to function (authentication, session management)
• Analytics cookies: Google Analytics to understand how users interact with our platform (anonymized)
• Preference cookies: Remember your settings and preferences

You can control cookie settings through your browser. Note that disabling certain cookies may affect platform functionality.

7Data Retention

We retain your information for as long as your account is active or as needed to provide services:

• Account data: Retained for the duration of your account plus 90 days after termination
• Call logs & transcripts: Retained for 12 months by default (configurable)
• Appointment data: Retained for 24 months
• Payment records: Retained for 7 years as required by tax law
• Backup data: May be retained for up to 90 days after deletion

You may request deletion of your data at any time by contacting us at hello@diginetdental.com.

8Your Rights & Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request your data in a machine-readable format
• Opt-out: Unsubscribe from marketing emails at any time
• Restrict processing: Request that we limit how we use your data

To exercise any of these rights, contact us at hello@diginetdental.com. We will respond within 30 days.

9Children's Privacy

DigiNetDental is a business-to-business platform intended solely for dental practices and healthcare professionals. Our services are not directed to children under 13, and we do not knowingly collect personal information from children. If we discover we have inadvertently collected such information, we will delete it immediately.

10Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Sending an email to the address associated with your account
• Displaying a prominent notice on our platform
• Updating the "Last updated" date at the top of this policy

Your continued use of our services after changes become effective constitutes your acceptance of the revised policy.

11Contact Us

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