A short, honest privacy policy.

Information we collect

We collect three categories of information:

• Account information. Your name, work email, organisation name, and the payers you work with most often. Provided by you when you sign up or update your settings, or by Clerk during authentication.
• Claim information. The claims you upload via CSV. We hash patient dates of birth with a per-organisation secret before they leave your dashboard, so the DOB never touches our database in plain text. Member IDs are encrypted at rest.
• Operational information. Call recordings, transcripts, and structured summaries the agent produces. Recordings are encrypted at rest with AES-256 and access-logged.

We also collect the usual technical data a web application gathers from a browser: IP address, user agent, and the actions you take inside the dashboard. We use it for debugging, fraud prevention, and product analytics. PHI never appears in this stream.

How we use information

We use account and claim information to do the work you hired us to do: call payers, navigate IVRs, talk to claims reps, and return structured status. We use operational information to improve the agent and to give you an audit trail.

We do not sell information. We do not share it with advertisers. We do not use claim information to train general-purpose models. We do use Anthropic and Retell AI as sub-processors; both are bound by data processing terms that restrict use to the immediate task.

PHI specifically

Patient names, dates of birth, member IDs, and Social Security numbers are protected health information under HIPAA. We treat them accordingly:

• The @dentabill/logger package redacts PHI before any log line leaves the runtime. An application engineer who forgets cannot leak PHI through a stray log statement.
• Patient DOBs are hashed with a per-organisation secret. We use the hash for IVR identity verification with the payer; we cannot reverse it.
• Every database read is org-scoped at a layer below the application. Cross-tenant access is a build-time error, not a code review heuristic.
• Call recordings containing PHI are encrypted at rest, retained for the period your BAA specifies, and purgeable on request within seven days.

For the technical detail, see the security page.

Sharing and disclosure

We share information only with sub-processors that are necessary to operate the service. The current list is published on the security page; we update it at least 30 days before adding a sub-processor that handles production data.

We will disclose information when legally required (subpoena, court order, regulatory request). We will notify you of any such request unless legally prohibited from doing so.

Cookies

We use a small number of cookies to keep you signed in (Clerk session) and to measure how marketing pages perform. We do not use third-party advertising trackers. The notice banner on the site is a notice, not a consent gate; if and when we add cookies that require consent, we will gate them behind an explicit opt-in.

Retention and deletion

Account information is retained for the life of your DentaBill account. Claim information is retained per your BAA, typically six years. Call recordings are retained per your BAA, typically two years.

You can delete an organisation, including all of its claim and call data, from the Settings page in the dashboard. Deletion is hard delete, not soft delete: the rows are removed from the primary database, and recordings are purged from object storage within seven days. Backups roll off within thirty days.

Your rights

You have the right to access, correct, and delete your information. For account information, the controls are in the dashboard. For claim information that needs to be corrected (typo in patient name, wrong member ID), edit the row in the claim detail page; we audit-log the change. For deletion, see the previous section.

If you are a California resident exercising rights under the CCPA, write to privacy@dentabill.example. We respond within 30 days.

Children

DentaBill is a B2B tool used by dental practices. We do not knowingly collect information from children under 13 directly; PHI for minor patients flows through the practice as a normal part of the BAA-covered workflow.

Changes to this policy

We post material changes here and notify account owners by email at least 14 days before they take effect. Minor edits (typos, clarifications) update the "Effective" date at the top.

Contact

Privacy questions: privacy@dentabill.example. BAA questions: legal@dentabill.example. Security findings: security@dentabill.example.