Dentaperx Privacy Policy

Effective Date: November 1, 2025
Entity: Dentaperx LLC, a Michigan limited liability company
Contact: privacy@dentaperx.com
Website: https://www.dentaperx.com

1. Introduction

Dentaperx LLC (“Dentaperx,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal and sensitive information of users (“you,” “your”) who access our mobile applications, websites, and services (collectively, the “Services”).

This Privacy Policy explains how we collect, use, disclose, store, and secure your data, including any personally identifiable information (“Personal Data”) and sensitive device data, when you use our app, website, or related services.

This Policy applies to all Dentaperx apps, including but not limited to the Dentaperx mobile app and Dentaperx Admin Portal, regardless of platform (Android, iOS, or Web).

2. Information We Collect

We may collect the following categories of information depending on how you use our Services:

A. Personal and Identifiable Information

Name, email address, phone number, and contact details
Account registration information (username, PIN, or password)
Dental clinic affiliation (clinic name, provider ID, and assigned organization ID)
Demographic information such as city, state, and country
Payment or billing details (only when used for premium features or rewards redemption)

B. Device and Technical Data

Device type, model, and operating system version
Unique device identifiers (App Set ID, Android ID, Firebase Installation ID)
IP address, app version, crash logs, and diagnostic data
Cookies and analytics tags (for web-based interactions)

C. Health and Clinical-Related Data (HIPAA-Relevant)

Appointment attendance records and visit history
Reward points and redemption history
Clinic-assigned identifiers linking to patient management systems (PMS)
Any other information voluntarily provided in forms, feedback, or support communications

Note: Dentaperx does not collect or store dental treatment notes, diagnoses, or protected health information (PHI) beyond the minimal data required for reward calculation and attendance verification. All integrations with dental PMS systems are HIPAA-compliant and use secure APIs and encryption-in-transit.

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and maintain our Services
To enable users to earn, track, and redeem rewards
To manage user authentication, logins, and app access
To communicate updates, offers, and transactional notifications
To improve app performance and develop new features
To comply with legal obligations (HIPAA, GDPR, CCPA)
To detect, prevent, and address technical or security issues
To conduct analytics, usage trend analysis, and performance measurement

We do not sell, lease, or trade user data under any circumstances.

4. Data Sharing and Disclosure

We may share limited data with the following categories of parties:

A. Service Providers

Trusted third parties who perform services on our behalf, such as:

Cloud hosting (Google Firebase, Cloudflare)
Analytics (Google Analytics, Firebase Analytics)
Payment and rewards partners (Stripe, PayPal, or equivalent)

Each provider is bound by contractual privacy and security obligations.

B. Clinics and Dental Organizations

If you register through or are affiliated with a participating dental clinic or DSO, certain non-sensitive identifiers (e.g., your patient ID, attendance verification status, and reward points) may be shared with that clinic solely to manage participation in the Dentaperx rewards program.

C. Legal and Compliance

We may disclose your data:

To comply with applicable laws or lawful requests from public authorities
To protect our legal rights, investigate fraud, or prevent harm
In case of a merger, acquisition, or sale of company assets (with prior notice)

5. Data Security

Dentaperx implements advanced technical and organizational measures to ensure data protection:

All communications use TLS 1.2+ HTTPS encryption
Data stored in the cloud uses AES-256 encryption at rest
HIPAA-compliant access controls and audit logs are maintained
Firebase Authentication and Firestore enforce strict access rules
Data access is role-based (Super Admin, Clinic Admin, etc.)
Regular penetration testing and vulnerability scans are performed

Despite our safeguards, no digital platform is completely immune from risks, and users are advised to maintain secure passwords and device hygiene.

6. Data Retention and Deletion

We retain your personal data only as long as necessary to fulfill the purposes described in this policy or as required by law.

You may request deletion of your account and associated data at any time through:

The “Delete My Account” option within the Dentaperx app, or
By emailing privacy@dentaperx.com

Upon verified request:

Your account and associated data will be permanently deleted within 30 days
Data required for legal, security, or fraud-prevention purposes may be retained as allowed by law
Aggregated or anonymized data may be retained for analytics

7. Children’s Privacy

Dentaperx complies with the Children’s Online Privacy Protection Act (COPPA) and related international standards.
We do not knowingly collect data from children under 13 (or the applicable age of consent in your region). If we become aware of such data collection, it will be deleted promptly.

8. Cookies and Tracking Technologies

Dentaperx uses cookies and analytics SDKs to improve app performance and user experience. These technologies help us understand how users interact with the app but do not store personal identifiers unless explicitly authorized.

Users can opt out of analytics or advertising preferences through device settings or by contacting us.

9. User Rights

Depending on your location, you may have the following rights under applicable laws (GDPR, CCPA, etc.):

Access: Request a copy of your personal data
Correction: Update or correct inaccurate information
Deletion: Request deletion of your account and data
Restriction: Limit how we process your data
Portability: Receive your data in a portable format
Objection: Withdraw consent for data processing

You can exercise these rights by contacting privacy@dentaperx.com.

10. International Data Transfers

Your information may be transferred to and processed on servers located outside your home country, including the United States.
When transferring data, we ensure appropriate safeguards such as Standard Contractual Clauses (SCCs) and compliance with the EU-U.S. Data Privacy Framework.

11. Third-Party SDKs and Integrations

Dentaperx integrates third-party SDKs to enable app functionality (e.g., Firebase, Google Maps, and analytics).
All SDKs used in the app are vetted to ensure compliance with Google Play and Apple App Store privacy requirements.
No SDK used in Dentaperx sells or redistributes user data.

12. Account Deletion Policy

Users who create an account through the app may request full account deletion at any time:

Submit a written request to privacy@dentaperx.com

Upon verification, Dentaperx will:

Delete all identifiable user data from its systems
Notify integrated service providers to remove related data
Send an email confirmation once deletion is complete

13. Updates to this Policy

Dentaperx may update this Privacy Policy periodically. When we make changes, the “Effective Date” will be revised, and users will be notified via app notification or email. Continued use of the app after updates indicates acceptance of the new terms.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or your data, contact:

Dentaperx LLC
Attn: Privacy Officer
Email: privacy@dentaperx.com
Address: Michigan, USA

15. Compliance Certifications

Dentaperx operates in compliance with:

HIPAA (U.S. Health Insurance Portability and Accountability Act)
GDPR (EU General Data Protection Regulation)
CCPA (California Consumer Privacy Act)
Google Play Developer Policy
Apple App Store Data and Privacy Requirements