Privacy Policy

1. Information We Collect

1.1 Account Information

When you create an account, we collect your name, email address, practice name, and billing information. This information is necessary to provide our services and process payments.

1.2 Website Data

When you connect your dental practice website, our system reads publicly available content from your site — including service descriptions, office hours, insurance information, and FAQs — to train your AI chatbot. We store this content to power chatbot responses.

1.3 Chatbot Conversations

We collect and store conversations between your website visitors and the AI chatbot. This includes messages sent by visitors (which may contain their name, phone number, email address, and service interests) and responses generated by the AI. These conversations are stored to provide lead capture functionality and to improve chatbot accuracy for your practice.

1.4 Visitor Information

We collect technical information about visitors who interact with the chatbot, including browser type, device type, approximate geographic location, referring URL, and pages visited on your website. We use browser fingerprinting and cookies to recognize returning visitors.

1.5 Usage Data

We collect information about how you use our dashboard, including pages viewed, features used, and actions taken. This helps us improve our product.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI chatbot service
• Train your chatbot on your practice-specific information
• Deliver lead notifications and conversation transcripts to your team
• Recognize returning visitors and provide them with contextual responses
• Process payments and manage your subscription
• Send transactional emails (lead alerts, account updates, billing receipts)
• Analyze usage patterns to improve our product
• Respond to your support requests

3. Data Storage and Security

All data is stored on secure, encrypted servers hosted in the United States. We use industry-standard security measures including:

• TLS/SSL encryption for all data in transit
• AES-256 encryption for data at rest
• Access controls limiting employee access to customer data
• Regular security audits and vulnerability assessments
• Secure, isolated database environments per organization

We retain your account data for as long as your account is active. Chatbot conversation data is retained for the duration of your subscription. Upon account deletion, we remove all associated data within 30 days, except where retention is required by law.

4. Third-Party Services

We use the following categories of third-party services to operate our platform:

• AI Processing: We use OpenAI to generate chatbot responses. Conversation content is sent to OpenAI for processing. OpenAI does not use this data to train their models under our agreement.
• Payment Processing: Stripe handles all payment transactions. We do not store credit card numbers on our servers.
• Authentication: We use a third-party authentication provider to manage secure login.
• Email Delivery: Transactional emails (lead notifications, receipts) are sent through a third-party email service.
• Analytics: We use analytics services to understand product usage and improve our service.
• Error Monitoring: We use error tracking services to identify and fix software issues.

We do not sell, rent, or share your data or your patients' data with third parties for marketing purposes. Data shared with third-party services is limited to what is necessary to provide our service.

5. Cookies and Tracking

Our service uses cookies and similar technologies for the following purposes:

• Essential Cookies: Required for authentication, session management, and core functionality.
• Visitor Recognition: The chatbot widget uses cookies and browser fingerprinting to recognize returning visitors, enabling personalized greetings and continuity across visits.
• Analytics Cookies: Help us understand how our dashboard is used so we can improve the product.

6. Your Rights

You have the right to:

• Access: Request a copy of the data we hold about you and your practice.
• Correction: Request correction of inaccurate data.
• Deletion: Request deletion of your account and associated data.
• Data Portability: Request an export of your lead and conversation data.
• Opt-Out: Opt out of non-essential analytics tracking.

If you are a California resident, you have additional rights under the CCPA, including the right to know what personal information is collected, the right to delete, and the right to opt out of the sale of personal information. We do not sell personal information.

7. Data Processing for Dental Practices

As a service provider to dental practices, we act as a data processor on your behalf. You remain the data controller for all patient inquiry data collected through the chatbot. We process this data only according to your instructions and the terms of our service agreement.

We recommend that dental practices include a notice on their website informing visitors that an AI chatbot is in use and that conversations are recorded for the purpose of responding to inquiries and scheduling.

8. Children's Privacy

Our service is intended for use by dental practice staff and adult website visitors. We do not knowingly collect information from children under 13. If you believe a child has provided personal information through the chatbot, please contact us so we can remove it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a notice on our dashboard. Your continued use of the service after changes become effective constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us:

Email: support@DentzAI

Or visit our contact page.