DENTwire, LLC — Privacy Policy

Effective Date: June 27, 2026

DENTwire, LLC (“DENTwire,” “we,” “our,” or “us”) is committed to protecting your privacy and safeguarding all information entrusted to us, including Protected Health Information (PHI) under HIPAA. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you use dentwire.net and our digital‑dentistry services.

If you do not agree with this Privacy Policy, please discontinue use of our Services.

1. Information We Collect

A. Protected Health Information (PHI)

We may receive PHI from dental practices, labs, clinicians, or authorized users, including:

• Patient names, initials, or identifiers

• Case details, treatment plans, clinical notes

• Dental scans, radiographs, images, and attachments

• Scheduling or case workflow information

• Any PHI transmitted through our platform or support channels

B. Personal Information

We collect:

• Name, email, phone number, role, organization

• Account credentials

• Billing and payment information

• Support communications and attachments

C. Automatically Collected Information

We collect:

• IP address, device identifiers, browser type

• Usage logs, performance data, error logs

• Cookies, authentication tokens, session data

D. Payment Information

We may store payment methods including:

• Credit/debit cards

• PayPal

• Apple Pay

• Google Pay

• Stripe

• Other digital wallets

Payment data is stored securely using PCI‑DSS compliant systems, tokenization, and encrypted processors.

E. Recorded Interactions

We may record, capture, store, analyze, or review:

• Phone calls

• SMS/text messages

• Voicemail

• Online meetings (Zoom, Teams, Google Meet, etc.)

• In‑person meetings

• In‑person visits

• Remote support sessions

• Screen‑sharing sessions

• Screen recordings

• Audio recordings

• Video recordings

• Photographs

• Diagnostic logs

• AI‑generated transcripts, summaries, or analyses

Recordings may contain PHI and are protected accordingly.

2. How We Use Information

We use information to:

• Provide, maintain, and improve our Services

• Facilitate case workflows and communication

• Deliver customer support and technical troubleshooting

• Process payments and manage billing

• Enhance security, detect fraud, and prevent misuse

• Comply with HIPAA and legal obligations

• Train AI systems for transcription, summarization, and workflow enhancement

We do not sell personal information or PHI.

3. HIPAA Compliance

DENTwire acts as a Business Associate under HIPAA. We maintain:

• Administrative safeguards

• Technical safeguards

• Physical safeguards

• Minimum‑necessary access controls

• HIPAA‑compliant subcontractor agreements

PHI is encrypted in transit and at rest.

4. AI Processing

We may use secure AI systems to:

• Transcribe audio

• Analyze conversations

• Generate summaries

• Detect issues or errors

• Improve support workflows

• Enhance platform functionality

AI processing is performed under HIPAA compliance.

5. How We Share Information

We may share information with:

• Covered entities and authorized users

• HIPAA‑compliant service providers

• Payment processors

• Analytics and infrastructure providers

• Legal authorities when required

We do not share PHI with advertisers or data brokers.

6. Data Security

We use:

• Encryption (TLS, AES‑256)

• Multi‑factor authentication

• Access controls

• Audit logs

• Secure data centers

• Regular monitoring and vulnerability assessments

No system is 100% secure, but we follow industry best practices.

7. Data Retention

We retain information only as long as necessary to:

• Provide services

• Support clinical workflows

• Meet legal obligations

• Resolve disputes

You may request deletion of your data, subject to legal requirements.

8. Your Rights

Depending on your jurisdiction, you may have rights to:

• Access your information

• Request corrections

• Request deletion

• Restrict processing

• Obtain copies of your data

• Opt out of non‑essential communications

Contact [email protected] to exercise these rights.

9. Breach Notification

If PHI is accessed or disclosed improperly, DENTwire will:

• Investigate

• Mitigate harm

• Notify affected covered entities

• Provide required HIPAA breach details

10. Cookies & Tracking

Cookies are used for:

• Authentication

• Session management

• Analytics

• Platform performance

We do not use cookies for advertising.

11. Third‑Party Links

We are not responsible for the privacy practices of external websites.

12. Children’s Privacy

DENTwire is not intended for children under 13.

13. International Users

Information may be processed in the United States.

14. Changes to This Privacy Policy

Updates will be posted with a revised effective date.

15. Contact Us

DENTwire, LLC Email: [email protected] Website: https://dentwire.net