Privacy Policy

Practice Information: When you create an account, we collect your practice name, contact information, provider details, NPI numbers, and billing information.

Patient Data: To provide our services, we process patient names, dates of birth, phone numbers, email addresses, insurance information, appointment history, and clinical notes you create within the platform. This constitutes Protected Health Information (PHI) under HIPAA.

Mobile App Data: Our mobile app (DentalIQ Mobile, on iOS and Android) collects the following data types, as disclosed in the App Store privacy label and the Google Play data safety section: audio data (voice recordings for NoteIQ SOAP documentation), other user content, name, email address, phone number, product interaction data, user ID, and crash diagnostic data. All mobile app data is used solely for app functionality and is linked to the user's identity for authentication purposes.

Partner Data: If you participate in the DentalIQ Network Partner Program, we collect your name, email, company information, and a Partner Agreement you sign electronically on dentaliq.app (we record the signer's typed name, the time, IP address and browser, and a fingerprint of the signed document). Referral activity and payout records are retained for the duration of your participation.

Usage Data: We collect information about how you interact with DentalIQ, including features used, pages visited, modules accessed, and actions taken within the platform.

Payment Information: Billing is handled by Stripe. DentalIQ does not store credit card numbers. We retain records of subscription status and payment history.

We use the information we collect to:

• Provide, maintain, and improve the DentalIQ platform and mobile app
• Check insurance eligibility and send dental claims through Stedi, a healthcare clearinghouse
• Draft clinical notes, patient messages, treatment plan summaries, lab QC summaries, billing narratives, and reports with AI (Anthropic's Claude models, run on Amazon Bedrock), and transcribe voice recordings with OpenAI. A person at the practice reviews AI drafts before they are used or sent.
• Send texts (SMS, via Twilio) and emails from practices to their patients about checkups and visits; texts go only to patients who agreed to receive them (see Text Messages below)
• Process subscription payments and recovery fee invoices via Stripe
• Have partner agreements signed electronically on dentaliq.app and store the signed copies
• Send transactional emails such as welcome messages and audit reports
• Authenticate mobile app users and sync their practice data
• Provide customer support

We do not use your data for advertising or sell it to third parties.

DentalIQ integrates with the following third-party services to provide its functionality:

• Amazon Web Services: runs the AI models DentalIQ uses (Anthropic's Claude, through Amazon Bedrock, in the United States) and sends our email (Amazon SES). Data sent to these models is not used to train them.
• OpenAI: transcription of voice recordings for NoteIQ.
• Stedi: insurance eligibility checks and electronic dental claims.
• Stripe: payment processing, subscription management, and partner commission payouts via Stripe Connect.
• Twilio: SMS delivery for the checkup reminders and visit follow-ups practices send their patients, and for internal operational alerts.
• Clerk: authentication and user account management for both web and mobile.
• Railway: hosting of the DentalIQ backend and database.
• Vercel: hosting of the dentaliq.app website.
• Apple App Store and Google Play: mobile app distribution and crash reporting.

The chat assistant on our public website is separate from the platform and does not receive patient records; please do not type patient information into it.

Each of these providers maintains their own privacy and security practices. See section 5 for which of them have signed a Business Associate Agreement with DentalIQ.

Dental practices that use DentalIQ can text their own patients about their care: reminders that a routine checkup is due, and a short follow-up after a visit with a link to the practice's review page. Texts are sent from the DentalIQ number, (870) 770-3832, and every text names the practice it is from. How patients agree to receive texts is described at dentaliq.app/sms-consent.

• Consent: a patient is texted only after their practice records in DentalIQ that the patient agreed. Consent is not a condition of treatment.
• Frequency: varies, typically a few messages a year. Message and data rates may apply.
• Opting out: reply STOP to any text to stop all texts from this number. Reply START to receive them again, or HELP for help.
• What we keep: the phone number, whether the patient agreed or opted out, and when. We do not keep the content of patients' replies.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. Phone numbers are never sold or rented. Information may be shared with the providers that deliver the messages (Twilio and the wireless carriers) only to deliver them.

Dental practices use DentalIQ to work with their patients' information, which is Protected Health Information (PHI) under HIPAA. We are building DentalIQ to act as a business associate to the practices it serves, and we are open about where that work stands:

• Business Associate Agreements signed: Amazon Web Services (AI models and email), Stedi (eligibility and claims), and OpenAI (voice transcription).
• Not yet covered by a BAA: Railway (backend and database hosting), Vercel (website hosting), and Twilio (SMS). We plan to move the backend and database to Amazon Web Services before practices load real patient data. Until Twilio is covered, texts carry no clinical details (only a first name, the practice's name, and a phone number or link), and emails we send carry no patient health information.

Safeguards in place today include encryption of data in transit (TLS), sign-in through Clerk on web and mobile, data separated by practice so one practice cannot see another's records, and a log of AI-generated drafts and the decisions made on them.

DentalIQ does not disclose PHI to any third party except as necessary to provide the contracted services or as required by law. A practice that needs a Business Associate Agreement with DentalIQ can contact us at [email protected].

We retain your practice data for the duration of your subscription and for up to 90 days after cancellation, during which you may request a full data export. After 90 days, practice data is permanently deleted from our systems. Billing records are retained for 7 years as required by law. Partner agreement records are retained for the duration of the partner relationship and for 3 years following termination.

You have the right to:

• Access and export your practice data at any time
• Correct inaccurate information in your account
• Request deletion of your data upon account cancellation
• Opt out of non-essential communications

To exercise any of these rights, contact us at [email protected]

The DentalIQ platform uses session cookies for sign-in. Our public marketing pages may use advertising and analytics tags (for example, Meta's pixel) to measure our own campaigns. These tags are not used on signed-in pages, where patient data is shown. We do not sell personal information.

We take the security of your data seriously. DentalIQ encrypts all traffic with HTTPS and keeps each practice's data separate, so one practice cannot see another's records. In the event of a data breach affecting PHI, we will notify affected practices within the timeframes required by HIPAA.

DentalIQ is a business-to-business platform intended for licensed dental professionals. We do not knowingly collect personal information from individuals under 18 years of age as end users of the platform.

We may update this Privacy Policy periodically. We will notify you of material changes via email. The effective date at the top of this page reflects the most recent update.

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