Privacy Policy

We collect information that you provide directly, information collected automatically when you use our services, and information from third-party sources.

Information You Provide

• Account registration details for practice accounts (name, email, practice name, phone number)
• Patient scheduling information collected by our voice agent, including name, date of birth, phone number, reason for visit, and appointment details
• Practice management system credentials for integration purposes
• Billing and payment information
• Communications you send to us (support requests, feedback)

Information Collected Automatically

• Call logs and interaction metadata (duration, timestamps)
• Device and browser information when accessing our dashboard
• Usage patterns and analytics data
• IP addresses and approximate location data

We use the information we collect to:

• Provide, maintain, and improve our AI receptionist services
• Process appointments and integrate with your practice management system
• Send service-related communications and updates
• Analyze usage patterns to improve product performance
• Comply with legal obligations, including HIPAA requirements
• Detect and prevent fraud or abuse

Dentlo may send SMS text messages to on-call providers at dental clinics that use our platform. These messages notify providers when there is an update in Dentlo's portal, such as when a patient is trying to reach the clinic and relevant details have been updated in the portal.

How We Collect Phone Numbers for SMS

Provider phone numbers are collected during app setup. A Dentlo representative meets with the on-call provider personally and verbally asks for opt-in consent before SMS notifications are enabled. Only providers who give verbal consent receive SMS messages.

The opt-in message explains: “By providing your phone number, you agree to receive SMS from Dentlo for Community Dental Clinic. Message frequency may vary. Standard Message and Data Rates may apply. Reply STOP to opt out. Reply HELP for help. We will not share mobile information with third parties for promotional or marketing purposes.”

What We Send

Text messages are strictly transactional. Messages notify on-call providers that there is an update available in Dentlo's portal. SMS messages do not contain patient details, protected health information, promotional content, marketing content, or third-party advertising.

Message Frequency and Rates

Message frequency may vary based on clinic activity and portal updates. Standard message and data rates from your mobile carrier may apply.

How to Opt Out

You can opt out at any time by replying STOP to any message. Opt-outs are honored immediately. Reply HELP for assistance. You may also contact us directly at azad@dentlo.ai to request removal.

How We Share SMS Information

Phone numbers and SMS message content are processed by Telnyx Inc., our telecommunications provider, on our behalf. We do not share mobile information with third parties or affiliates for promotional or marketing purposes. We do not sell phone numbers under any circumstances.

As a HIPAA-compliant service, we handle Protected Health Information (PHI) with the highest standards of care. PHI is governed by our Business Associate Agreement (BAA) and is subject to additional protections beyond those described in this Privacy Policy.

We never sell PHI. We never use PHI for marketing purposes. Access to PHI is strictly limited to authorized personnel on a need-to-know basis.

We do not sell your personal information. We may share information with:

• Service providers: Third parties who help us operate our services (cloud hosting, payment processing, analytics) under strict contractual obligations
• Telecommunications providers: Telnyx Inc. processes provider phone numbers and SMS content on our behalf to deliver transactional portal update notifications
• Practice management systems: Your chosen PMS to facilitate appointment scheduling and patient record synchronization
• Legal requirements: When required by law, regulation, or legal process
• Business transfers: In connection with a merger, acquisition, or sale of assets

We implement industry-leading security measures to protect your data, including:

• 256-bit AES encryption for data at rest
• TLS 1.3 encryption for data in transit
• SOC 2 Type II certified infrastructure
• Regular penetration testing and security audits
• Role-based access control with multi-factor authentication

We retain your information for as long as your account is active or as needed to provide services. When you terminate your account, we will delete or anonymize your data within 90 days, unless retention is required by law or for legitimate business purposes.

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, contact us at azad@dentlo.ai.

We use essential cookies to operate our dashboard and optional analytics cookies to understand how our services are used. You can manage cookie preferences through your browser settings.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email.