1. Introduction and Scope

At Dentplicity, we are committed to protecting your privacy and handling your personal information with care and transparency. This Privacy Policy explains how we collect, use, process, and protect your information when you use our AI-powered business intelligence platform, including our DentGPT assistant, market analysis tools, and related services (collectively, the "Services").

HIPAA-Considerate Practices: While Dentplicity is not a covered entity under HIPAA, we implement HIPAA-considerate security measures and data handling practices designed to protect practice information and maintain professional healthcare standards.

This policy applies to all users of our Services and is updated to comply with applicable privacy laws including GDPR, CCPA, and other state privacy regulations effective as of 2025.

2. Information We Collect

We collect various types of information to provide and improve our AI-powered Services:

2.1 Practice Information and Business Data

Practice Details: Practice name, location, specialty, services offered, business model descriptors
Professional Information: Treatment modalities, patient demographics, target markets, growth goals
Competitive Data: Market positioning, competitive analysis, local market intelligence
Website and Online Presence: Website URL, social media accounts, online review profiles
Marketing Preferences: Content preferences, communication channels, campaign objectives

2.2 AI Interaction Data

DentGPT Usage: Chat conversations, content generation requests, AI assistant interactions
Dashboard Analytics: Intelligence report views, analysis requests, dashboard usage patterns
Content Generation: AI-generated content, user modifications, approval/rejection feedback
Search and Analysis: Market research queries, competitor analysis requests, performance metrics

2.3 Account and Authentication Information

User Credentials: Email address, encrypted passwords, authentication tokens
Profile Information: Name, contact information, professional role, practice association
Subscription Data: Billing information, subscription tier, usage limits, payment history

2.4 Technical and Usage Information

Device and Browser Data: IP address, browser type, device information, operating system
Usage Analytics: Feature usage, session duration, page views, interaction patterns
Performance Data: System performance metrics, error logs, debugging information
Location Information: General geographic location (for market analysis purposes)

3. AI Data Processing and Third-Party Services

🤖 AI Integration Transparency: Our platform uses advanced AI services to provide intelligent analysis and content generation:

3.1 OpenAI Integration

Data Processing: Practice information is processed by OpenAI's models to generate market analysis and insights
Content Generation: Your data may be used to create personalized business intelligence and marketing content
Privacy Safeguards: We implement data processing agreements with AI providers to protect your information
Data Retention: AI processing follows strict data retention and deletion policies

3.2 Market Intelligence Enhancement

Web Search Integration: We may use web search services to gather publicly available market intelligence
Competitive Analysis: Public information about competitors may be collected and analyzed
Geographic Data: Location-based market analysis using publicly available demographic information

4. How We Use Your Information

We process your information for the following purposes:

4.1 Core Service Delivery

AI-Powered Analysis: Generate personalized market intelligence, competitive analysis, and business insights
Content Generation: Create customized marketing content, social media posts, and patient communications
Dashboard Intelligence: Provide real-time analytics, performance metrics, and strategic recommendations
DentGPT Assistant: Deliver AI-powered assistance for content creation and marketing strategy

4.2 Platform Improvement and Analytics

Service Enhancement: Analyze usage patterns to improve AI accuracy and platform features
Personalization: Customize recommendations based on practice characteristics and preferences
Quality Assurance: Monitor AI-generated content quality and system performance
Research and Development: Develop new features and improve existing AI capabilities

4.3 Communication and Support

Customer Support: Respond to inquiries, troubleshoot issues, and provide technical assistance
Service Communications: Send service updates, feature announcements, and important notices
Educational Content: Provide industry insights, best practices, and educational resources

5. Information Sharing and Disclosure

🔒 We do not sell your personal information. We may share your information in the following limited circumstances:

5.1 Service Providers and AI Partners

AI Processing Partners: OpenAI and other AI service providers (under strict data processing agreements)
Technical Infrastructure: Cloud hosting, database management, and security service providers
Analytics Providers: Third-party analytics services for platform improvement (with anonymized data)
Payment Processors: Billing and payment processing services (with encrypted financial data)

5.2 Legal and Compliance Requirements

Legal Process: When required by law, court orders, or government requests
Safety and Security: To protect our platform, users, or public safety
Rights Protection: To enforce our Terms of Service or protect intellectual property
Regulatory Compliance: To comply with healthcare industry regulations and professional standards

5.3 Business Transactions

In connection with any merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to equivalent privacy protections.

6. Your Privacy Rights and Controls

⚙️ Enhanced Privacy Rights (2025 Compliance): Depending on your location, you have specific rights regarding your personal information:

6.1 GDPR Rights (EU Residents)

Right to Access: Request a copy of all personal information we hold about you
Right to Rectification: Correct inaccurate or incomplete information
Right to Erasure: Request deletion of your personal information ("right to be forgotten")
Right to Restrict Processing: Limit how we process your information
Right to Data Portability: Receive your data in a structured, machine-readable format
Right to Object: Opt out of certain types of processing
Right to Withdraw Consent: Withdraw consent for data processing at any time

6.2 CCPA Rights (California Residents)

Right to Know: Information about what personal information we collect and how it's used
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt out of the sale of personal information (note: we do not sell personal information)
Right to Non-Discrimination: Equal service and pricing regardless of privacy choices

6.3 Additional State Privacy Rights

Residents of Virginia, Colorado, Connecticut, and other states with comprehensive privacy laws have similar rights to access, delete, correct, and control the processing of their personal information.

6.4 Exercising Your Rights

To exercise any of these rights, contact us at privacy@dentplicity.comor support@dentplicity.com. We will verify your identity and respond within the timeframes required by applicable law.

7. Data Security and Protection

HIPAA-Considerate Security Measures: We implement robust security measures designed to protect your information:

7.1 Technical Safeguards

Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
Access Controls: Multi-factor authentication and role-based access controls
Network Security: Firewalls, intrusion detection, and network monitoring
Secure Infrastructure: SOC 2 compliant cloud hosting with enterprise-grade security

7.2 Administrative Safeguards

Employee Training: Regular security training with focus on healthcare data sensitivity
Access Management: Strict need-to-know access policies and regular access reviews
Security Audits: Regular third-party security assessments and penetration testing
Incident Response: Comprehensive breach response procedures and notification protocols

7.3 Data Protection Measures

Data Minimization: We collect only the information necessary for our Services
Purpose Limitation: Data is used only for the purposes disclosed in this policy
Retention Limits: Automatic deletion of data according to defined retention schedules
Vendor Management: All third-party processors undergo security assessments

8. Data Location and International Users

Data Storage Location: All user data is stored on servers located exclusively in the United States. Our platform is designed primarily for U.S.-based dental practices.

International Users Notice: If you access our Services from outside the United States, please be aware that:

Your data will be transferred to and processed in the United States
U.S. privacy laws may differ from those in your country
By using our Services, you consent to this transfer and processing
We implement appropriate safeguards to protect your data regardless of location

9. Data Retention and Deletion

Retention Schedule: We retain information only as long as necessary for legitimate business purposes:

Active Accounts: While your account remains active and for legitimate business purposes
Account Termination: Deleted within 72 hours of your deletion request
AI Training Data: Anonymized data may be retained longer for AI model improvement
Legal Requirements: Extended retention when required by law or for legal proceedings
Automatic Deletion: Automated systems ensure timely deletion according to retention policies

10. Cookie Policy and Tracking Technologies

Cookie Usage: We use cookies and similar technologies to enhance your experience:

10.1 Types of Cookies

Essential Cookies: Required for platform functionality and security
Analytics Cookies: Used to understand usage patterns and improve Services (Google Analytics, Microsoft Clarity, Kissmetrics)
Preference Cookies: Remember your settings and preferences
Marketing Cookies: Used for personalized content and relevant communications

10.2 Cookie Management

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

11. Children's Privacy

Our Services are designed for dental professionals and business users. We do not knowingly collect information from individuals under 18 years of age. If you believe we have collected information from a minor, please contact us immediately.

12. Privacy Policy Updates

Change Notifications: We may update this Privacy Policy to reflect changes in our practices, services, or applicable law. Material changes will be communicated through:

Email Notice: Direct notification to registered users
Platform Notice: Prominent notice within our Services
Website Update: Updated "Last Updated" date and change summary
Consent Requirements: Request for new consent when required by law

13. Regional Privacy Information

13.1 California Residents - CCPA Supplemental Notice

In the preceding 12 months, we have collected the following categories of personal information:

Identifiers (name, email, practice information)
Professional information (dental practice details, services)
Commercial information (subscription data, usage patterns)
Internet activity (website usage, AI interactions)
Geolocation data (general location for market analysis)

13.2 European Residents - GDPR Compliance

Legal Basis for Processing: We process your information based on:

Contractual Necessity: To provide our Services as outlined in our Terms
Legitimate Interests: For platform improvement, security, and business operations
Consent: For marketing communications and optional features
Legal Compliance: To comply with applicable laws and regulations

14. Contact Information and Privacy Requests

Privacy Team Contact: For questions about this Privacy Policy, to exercise your privacy rights, or to report privacy concerns:

Dentplicity Systems - Privacy Team
30 N Gould Street Suite 6610
Sheridan, WY 82801

Primary Contact: contact@dentplicity.com
Privacy Officer: privacy@dentplicity.com
HIPAA Inquiries: hipaa@dentplicity.com

Privacy Request Process

Response Time: We respond to privacy requests within 30 days (45 days for complex requests).
Identity Verification: We may require identity verification to protect your information.
Free Requests: The first two requests per year are free; additional requests may incur a reasonable fee.
Appeal Process: You may appeal our decisions regarding privacy requests by contacting our Privacy Officer.

Effective Date: This Privacy Policy is effective as of June 26, 2025, and replaces all previous versions. By continuing to use our Services after this date, you acknowledge that you have read, understood, and agree to this updated Privacy Policy.