Privacy Policy

This Privacy Policy explains how Retain Dental ("we", "us") collects, uses, and protects information when you visit our website or use our platform. It applies to our marketing site and to the services we provide to dental practices.

Who we are

Retain Dental provides a patient retention platform for dental practices. When a practice uses Retain Dental, the practice is the data controller for its patient information and Retain Dental acts as a service provider (a Business Associate under HIPAA). We process that information only on the practice's instructions.

Information we collect

• Information you give us when you start a trial, book a demo, or contact us: name, work email, mobile number, practice name, practice type, number of locations, and any branding preferences you select.
• Patient information that a dental practice enters or imports into the platform, which may include protected health information (PHI). We handle this only to provide the service to that practice.
• Usage and device information such as pages viewed, referring source, approximate location derived from IP address, browser and device type, and interactions with the product. This helps us improve the platform and understand what is working.
• Cookies and similar technologies used for essential functionality and, where enabled, analytics and advertising measurement.

How we use information

• To provide, operate, and improve the platform, including recalls, aftercare, loyalty, referrals, and reporting.
• To create and manage your account and to respond to your requests.
• To send service messages, and, where you have opted in, marketing messages you can unsubscribe from at any time.
• To measure performance and detect security incidents, fraud, or misuse.
• To comply with legal obligations.

Protected health information and HIPAA

Retain Dental is HIPAA-aligned. We enter into a Business Associate Agreement (BAA) with every practice, and we require our subprocessors that handle PHI to do the same. PHI is encrypted in transit and at rest, access is role-based and logged, and we limit PHI to what is needed to deliver the service. We do not sell PHI.

Sharing

We share information only with service providers who help us operate the platform, and only under contracts that protect it. Our core subprocessors include:

• Supabase for database and authentication, on SOC 2-audited infrastructure.
• Cloudflare for content delivery, hosting, and edge functions.
• Vercel for hosting our marketing site.
• Analytics and advertising providers where enabled, for measurement of site performance.

We may also disclose information if required by law or to protect the rights, safety, and security of our users.

Data retention

We keep account and lead information for as long as needed to provide the service or as required by law. If a practice cancels, patient data is exported or deleted according to the practice's instructions and the terms of our agreement.

Security

We use encryption in transit (TLS 1.3) and at rest, role-based access controls, audit logging, and least-privilege practices across our infrastructure. No system is perfectly secure, but we take these protections seriously and review them regularly. See our Security page for more detail.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or restrict processing of your personal information, and to object to marketing. To make a request, email hello@retaindental.com. If your request concerns patient information held by a practice, please contact that practice directly, since they control that data.

International transfers

We process information in the United States and may use service providers in other regions. Where we transfer personal information across borders, we use appropriate safeguards.

Children

Our website and platform are intended for dental practices and their adult staff. We do not knowingly collect personal information from children through our marketing site.

Changes to this policy

We may update this policy from time to time. When we do, we will revise the date at the top of this page.

Contact

Questions about privacy? Email hello@retaindental.com and we will respond, usually within one business day.