1. Overview
AI DentPro LLC ("AI DentPro," "we," "us," or "our") provides dental practice management software and services. This Privacy Policy explains how we collect, use, disclose, and safeguard information we receive from dental practices ("Clients") and their patients ("End Users") through our platform at aidentpro.com and related services.
We are committed to protecting your privacy and complying with all applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA), the Connecticut Data Privacy Act (CTDPA), and other applicable regulations.
Information from Dental Practices (Clients):
- Practice name, address, and contact information
- Billing and payment information (processed securely via third-party payment processors)
- your practice management software credentials and server connection information
- Medicaid provider numbers and payer credentials
- Staff names and email addresses for account access
Patient Information (as a Business Associate under HIPAA):
- Patient name, date of birth, and Medicaid ID — for eligibility verification and payment posting
- Appointment dates and times — for SMS reminder scheduling
- Procedure codes and service dates — for remittance advice processing
- Mobile phone number — for SMS reminders (only when patient has provided written consent)
Website Usage Information:
- IP address, browser type, pages visited, and time spent on pages
- Demo request form submissions (name, email, practice name, message)
3. How We Use Information
We use the information we collect to:
- Provide, operate, and improve the AI DentPro platform
- Post Medicaid and commercial insurance payments to your PMS
- Verify patient Medicaid eligibility on behalf of dental practices
- Send automated appointment reminders to patients (with proper consent)
- Respond to demo requests and support inquiries
- Send service-related communications (billing, updates, security notices)
- Comply with legal obligations
We do not use patient data for marketing, analytics, or any purpose other than providing services to the dental practice that retains us.
4. Sharing of Information
We do not sell, rent, or trade your information to third parties. We may share information only in the following circumstances:
- Service Providers: We use limited third-party services (e.g., Twilio for SMS, hosting providers) under strict data processing agreements
- Legal Requirements: When required by law, court order, or government request
- Business Transfers: In connection with a merger or acquisition, with appropriate privacy protections
- With Your Consent: When you explicitly authorize sharing
5. HIPAA & Protected Health Information
AI DentPro acts as a Business Associate under HIPAA with respect to patient Protected Health Information (PHI). We:
- Sign a Business Associate Agreement (BAA) with every dental practice client
- Use and disclose PHI only as permitted by HIPAA and the applicable BAA
- Implement HIPAA-required administrative, physical, and technical safeguards
- Notify covered entities of any breach of unsecured PHI within 60 days of discovery
- Make our practices available for inspection by the U.S. Department of Health and Human Services
6. Data Security
We implement industry-standard security measures including:
- TLS 1.3 encryption for all data in transit
- Encryption at rest for all stored patient data
- SSH-encrypted tunnels for your practice management software connections
- Role-based access controls limiting data access to authorized personnel only
- Comprehensive audit logging of all access to patient data
- Regular security reviews and vulnerability assessments
7. Data Retention
We retain client account information for the duration of the service relationship plus 3 years. Patient data (PHI) is retained in accordance with HIPAA requirements — a minimum of 6 years from the date of creation or last effective date. Upon termination of service, we will return or securely destroy PHI as specified in the BAA.
8. Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information (subject to legal retention requirements)
- Opt out of marketing communications
- Lodge a complaint with your state data protection authority
To exercise these rights, contact us at privacy@aidentpro.com.
9. Cookies
Our website uses only essential cookies necessary for the platform to function (e.g., session authentication). We do not use tracking cookies, advertising cookies, or third-party analytics that collect personal information.
10. Children's Privacy
Our platform is not directed to children under 13. We do not knowingly collect personal information from children under 13. Dental records for minor patients are handled solely as PHI under HIPAA, processed only on behalf of the treating dental practice.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify clients of material changes by email at least 30 days before they take effect. Continued use of our services after the effective date constitutes acceptance of the updated policy.
For privacy-related questions or to exercise your rights:
- Phone: (959) 248-8810
- Email: privacy@aidentpro.com
- HIPAA inquiries: hipaa@aidentpro.com
- Mailing address: AI DentPro LLC, Connecticut, USA