The Buildwick INC., doing business as DenteCure ("DenteCure," "we," "us," or "our"), provides the DenteCure dental practice platform, including the practice workspace, the doctor's app, the patient app, the AI receptionist and this website (together, the "Platform" or "Service"). This Privacy Policy explains what information we collect, how we use, store, share and protect it, and the choices you have. By using the Platform you acknowledge that you have read this Policy. If you do not agree with it, please do not use the Service.
Who this policy covers
This Policy applies to three groups of people:
- Visitors to this website, including anyone who books a demo or sends us a message.
- Dental practices that subscribe to DenteCure, and the staff and doctors they invite ("practice users").
- Patients of those practices, when they use the patient app, book online, receive reminders, or speak or text with the AI receptionist.
When we handle patient information for a practice, we do so as that practice's business associate under the Health Insurance Portability and Accountability Act (HIPAA). The practice decides how that information is used, its own Notice of Privacy Practices applies, and our obligations are set out in the Business Associate Agreement (BAA) we sign with it. Patients who want to see, correct or delete their records should contact their practice first; we help the practice respond.
Information we collect
We collect information directly from you, automatically when you use the Platform, and from other sources.
Information you send through this website
- Your name, work email address, phone number and practice name
- What you tell us in a demo request or message
Please do not include patient or other health information in website forms.
Account and registration information
- Full name, job title, business email address and phone number
- Practice name, address, locations, and identifiers such as NPI and tax ID that claims require
- Sign-in details (passwords are handled by our identity provider and are never stored in plain text)
- Billing contact details and subscription plan
Calls, messages and AI receptionist conversations
The core of DenteCure is handling a practice's communications. On the practice's behalf we may process:
- Inbound and outbound call recordings and audio, where the practice turns recording on
- Transcripts, summaries, call scores, detected intent, sentiment and next steps generated by AI
- Conversations with the AI receptionist, including the details a caller gives to book, move or cancel a visit
- Text messages, voicemail, faxes and messages exchanged in the patient app
- Call details such as time, length, caller ID and outcome
Patient information processed for practices
- Contact details, appointments, booking history and messages with the practice
- Insurance details, eligibility results, claims, remittances and balances
- Clinical notes, findings, treatment plans, health history answers and forms that the practice records or the patient completes
- A profile picture, if the patient chooses to add one
This information can contain protected health information (PHI). We handle it under HIPAA and the practice's BAA.
Usage and technical information
- IP address, browser, operating system and device type
- Sign-in events, session identifiers and the screens and features used
- A record of who opened which patient record and when
- Error logs and performance measurements
Payment information
Payments are processed by our payment processor, Stripe. We never receive or store full card numbers, security codes or bank account numbers. We keep only the last four digits, the expiry date, billing address, the processor's customer and subscription identifiers, and invoice and payment status.
Cookies and similar technologies
This website does not use advertising cookies, analytics cookies or third-party tracking pixels. The practice workspace, doctor's app and patient app use the cookies and browser storage needed to keep you signed in securely and to remember your settings. You can clear these in your browser, but you will then be signed out.
Information from other sources
- Insurance payers and clearinghouses, during eligibility checks and claims
- Sign-in providers, such as Google, when a patient chooses to sign in with them
- Systems a practice connects, such as its practice management software
- Publicly available business information, such as a practice's name and published business email address, which we may use to tell practices about DenteCure. Every such email identifies us and includes a way to unsubscribe.
How we use information
To provide the Service
- To sign people in securely and give each person only the access their role allows
- To answer, route, record and transcribe calls, and to run the AI receptionist
- To book, change and remind patients about appointments, and to deliver messages, forms and payment requests on a practice's behalf
- To check eligibility, prepare and submit claims, and match remittances and payments
Artificial intelligence and analytics
- To score and summarize calls, detect treatment interest and suggest next steps
- To rate claims for denial risk before submission and draft appeal letters for staff to review
- To show practice dashboards and reports
We do not use protected health information to train artificial intelligence models. Our AI features run on services that do not use the information sent to them to train their models. Any improvement work uses de-identified, aggregated information only.
Billing, security and compliance
- To process subscription payments and send receipts and notices
- To detect and prevent unauthorized access, fraud and misuse
- To keep the audit and access records HIPAA expects
- To comply with law and enforce our terms
Communication
- To answer your requests and support questions
- To send service, maintenance and security notices
- To send product information to practices, where the law permits, with an unsubscribe option in every message
How long we keep information
We keep information while an account is active and as long as needed to provide the Service, meet legal obligations, resolve disputes and enforce agreements. As a guide:
- Website enquiries: as long as needed to respond and follow up, and no longer than three years
- Account and contact information: for the life of the account and up to three years after it ends
- Call recordings and transcripts: up to seven years, unless the practice's BAA sets a different period
- Insurance, claims and billing records: up to seven years, in line with CMS, HIPAA and tax record-keeping rules
- Records of who opened a patient record: six years, as HIPAA documentation rules expect
- Usage and technical logs: up to 24 months, then aggregated or deleted
- Text message consent records: at least five years
When a practice's account ends, we delete or de-identify its information within 90 days, unless the law or the BAA requires us to keep it longer.
How we protect information
We use administrative, technical and physical safeguards appropriate to health information, including:
- Encryption in transit for all traffic between browsers, our servers and the services we use
- Encrypted database storage, plus an extra layer of encryption on selected sensitive fields such as clinical note text, health history answers and insurance member numbers
- Role-based access by job and by location, with every request checked against the practice the person belongs to
- An append-only record of who opened each patient record, which also drives alerts on unusual access
- Sign-in through a managed identity provider, with single sign-on available to practices
- Automated database backups with point-in-time recovery
- Regular reviews of our code, configuration and the software we depend on
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach affects your information, we will notify you as the law and any BAA require. More detail is on our Compliance and Security page.
Your rights and choices
Depending on where you live, you may have the right to:
- Access the personal information we hold about you
- Correct information that is wrong or incomplete
- Delete your information, subject to legal and contractual retention requirements
- Receive your information in a portable, machine-readable format
- Object to, or ask us to restrict, certain processing, including direct marketing
- Opt out of any sale or sharing of personal information (we do not sell or share it)
To make a request, email sales@dentecure.com. We will respond within 30 days, or sooner where the law requires, and we will not treat you differently for exercising your rights. We may need to verify your identity first. Where we hold information on behalf of a practice, we will pass your request to that practice, which decides how to respond.
You can unsubscribe from our emails using the link in any message, and stop text messages by replying STOP.
California and other state privacy rights
If you live in California, the California Consumer Privacy Act and the California Privacy Rights Act give you the right to know what personal information we collect, use and disclose; to delete it; to correct it; to opt out of its sale or sharing; to limit the use of sensitive personal information; and not to be discriminated against for using these rights. We do not sell or share personal information, and we use sensitive personal information only to provide the Service.
Residents of other states with comprehensive privacy laws, including Virginia, Colorado, Connecticut, Utah, Texas and Oregon, have similar rights. Information we process as a HIPAA business associate is generally governed by HIPAA instead. To use any of these rights, email us; you may appeal a decision by replying to our response.
Text messages
Text messages sent through DenteCure are covered by our SMS Terms. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text message opt-in data and consent are never shared with any third party, except the providers that deliver the messages.
International use
DenteCure is operated in the United States and stores information in the United States. If you use it from another country, your information will be transferred to, stored and processed in the United States.
Children's privacy
This website and the practice workspace are for businesses and are not directed at children. We do not knowingly collect personal information directly from children under 13. A practice may record information about patients who are minors, which a parent or guardian manages with the practice. If you believe a child has given us personal information directly, contact us and we will delete it.
Changes to this policy
We may update this Policy from time to time. We will tell practice users about material changes by email or in the Platform at least 30 days before they take effect, and the date at the top of this page always shows the latest version. Continuing to use the Platform after a change takes effect means you accept the updated Policy.
Contact us
For privacy questions, data requests or to report a concern:
- Email: sales@dentecure.com (for HIPAA matters, put "HIPAA" in the subject line)
- Mail: The Buildwick INC., attn. Privacy, 7802 Perthshire Drive, Oakridge, North Carolina 27310, United States
Use the contact form and choose Security and compliance, or write to sales@dentecure.com. Please do not include patient information in either.
