Privacy Policy

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.

2. Information We Collect

AI DentPro offers two categories of services with different data footprints: (a) EOB Sidekick, a zero-storage tool, and (b) RA posting, eligibility verification, consent forms, and contracts, which involve retained account and patient data as described below. What applies to you depends on which features your practice uses.

Information from Dental Practices (Clients):

• Practice name, address, and contact information
• Billing and payment information (processed securely via third-party payment processors)
• If you use RA posting/eligibility features: your practice management software credentials and connection information, Medicaid provider numbers and payer credentials
• Staff names and email addresses for account access

Patient Information (as a Business Associate under HIPAA) — only for practices using RA posting/eligibility/consent/contract features:

• 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)

EOB Sidekick is different: images you upload and the AI's explanation are processed in memory for your session only and are not written to our database or disk. We do not retain the patient name, claim details, or the EOB image itself after your session ends.

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 security measures including:

• TLS encryption for all data in transit
• EOB Sidekick: zero disk storage — scans are processed in memory and discarded immediately, by design, rather than relying on encryption of retained data
• Encrypted private network tunnel (VPN) or direct encrypted API connection for practice management software connections, depending on your PMS
• Role-based access controls limiting data access to authorized personnel only
• Account and data-posting action logging, with expanded audit coverage and at-rest encryption for retained data (RA postings, consent forms, contracts) on our active security roadmap
• Regular security reviews and vulnerability assessments

7. Data Retention

EOB Sidekick scans are never retained — there is nothing to delete because nothing is stored in the first place. For RA posting, eligibility, consent forms, and contracts: 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.

12. Contact Us

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