Effective Date: September 1, 2026
This Privacy Policy explains how DentaTrak ("we," "us," or "our") collects, uses, and protects your information when you use our dental case tracking service ("Service"). DentaTrak is a case management tool designed for dental practices.
1. Information We Collect
We collect the following types of information when you use the Service, limited to what is actually collected for the purposes described below:
- Account Information: Your name, email address, and any profile or contact details you or your Practice provide to create and manage your account
- Practice Affiliation Information: The dental practice, organization, or other entity ("Practice") you are associated with, including organization type and similar descriptive details
- Membership, Role, and Permission Information: Your membership, role, permissions, labels, and assignments within a Practice, including status information such as invitations (accepted, pending, or otherwise) and related administrative settings
- Account and Practice Administration Activity: Actions taken by or about you in connection with administering your account or a Practice, such as role changes, membership updates, and other account-management events
- Security, Access, Device, Session, and Audit Information: Information used to maintain security and audit access, such as device, session, IP, and access or activity logs, to the extent our systems collect these for authentication, security, or audit purposes
- Practice and Case Data: Information you and authorized users in your Practice enter into the Service, including patient case details, notes, due dates, documents, and related practice information
- Subscription and Billing Information: Information related to your Practice's subscription, billing account, or account status, to the extent we collect and process this information to manage access to the Service
- Authentication Data: Information necessary to verify your identity when you sign in
2. Google OAuth Disclosure
DentaTrak uses Google OAuth solely for authentication purposes. When you sign in with Google:
- We access only your basic profile information (name and email address)
- We use this information only to identify your account and enable sign-in
- We do not sell, share, or transfer your Google user data to any third parties
- We do not use your Google data for advertising or any purpose unrelated to providing the Service
3. How We Use Your Information
We use your information to:
- Provide access to your account and the Service
- Enable your dental practice to track and manage cases
- Administer memberships, roles, permissions, and assignments within a Practice
- Enable collaboration with authorized users and External Collaborators (such as users or organizations invited by your Practice to access cases or other information)
- Verify account eligibility and Practice affiliation
- Enforce subscription and Practice limits
- Detect unauthorized, fraudulent, abusive, or insecure activity
- Maintain audit, security, and access records
- Communicate with you about invitations, account changes, security, and the Service
- Deliver the core functionality of the Service
4. Data Protection
We take reasonable measures to protect your information, including:
- Encryption of data during transmission and storage
- Access controls to limit who can view your data
- Regular review of our security practices
5. Data Sharing
We do not sell your information. Sharing within the Service is primarily controlled by the Practice that owns or manages the data:
- Practice administrators may invite users and External Collaborators to access the Service or specific Practice or case information
- Practice and case information may be accessible to authorized users and External Collaborators based on the roles, permissions, and access levels the Practice has assigned
- The Practice controls invitations and is responsible for authorization decisions; we provide the mechanism, but the Practice decides who is invited and what they may access
- Practice administrators may view membership, role, invitation, access, and related activity information for their Practice to manage accounts and access
- An External Collaborator invited by multiple Practices accesses each Practice's information under the permissions independently granted by each Practice; permissions granted by one Practice do not extend to another Practice's information unless separately authorized
- Being invited to access one Practice's information is not permission to use or disclose that information for unrelated purposes
- We share information with service providers who help us operate the Service (under appropriate agreements)
- We may share information when required by law or to protect our rights
- We may share information with your consent
6. Your Rights
You may:
- Access your data: Request a copy of the information we hold about you
- Correct your data: Update inaccurate information in your account
- Delete your data: Request deletion of your account and associated data
- Revoke access: Remove DentaTrak's access to your Google account at any time through your Google account settings
To exercise these rights, contact us at privacy@dentatrak.com.
7. Data Retention
We retain your data while your account is active and for the period reasonably needed to provide the Service, comply with legal obligations, resolve disputes, or enforce agreements. If you request account deletion, we will remove your data within 30 days, except where we are required or permitted to retain it for legal, security, or technical reasons. Complete erasure from all systems, backups, or logs may not always be technically possible, and retained data may be limited to what is necessary for those purposes.
8. Changes to This Policy
We may update this Privacy Policy from time to time. We will post changes on this page and update the effective date. Continued use of the Service after changes constitutes acceptance of the updated policy.
9. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
privacy@dentatrak.com