Privacy Policy

This policy explains how DentalMember ("we") collects, uses and shares information on www.dentalmember.com ("DentalMember"). It applies to patients, people enrolled by a family member, and dental practice staff who use DentalMember.

1. Information we collect

• Account information: name, email, phone number and password (stored only in scrambled, hashed form).
• Membership information: the plan and practice you join, the member's name, email, phone and date of birth, the number of people covered, your start date, notes you send the practice, and your membership status.
• Benefit records: the practice records which included services each member has used and when, so you can both see what's left for the year.
• Payment information: amounts, dates and status of payments. Card and bank details are collected and stored by Stripe, not by us.
• Practice information: practice name, address, contact details, plans and prices, and the staff account details of the person who manages the listing.
• Technical information: a sign-in cookie that keeps you logged in, and standard server logs (IP address, browser type, pages requested, time) kept for security and troubleshooting.

We do not use advertising cookies, cross-site tracking or analytics that follow you around the web.

2. How we use it

• To create and secure your account and let you sign in.
• To enroll you in the plan you choose, process renewals and cancellations, and show you your benefits.
• To give the practice what it needs to serve you as a member.
• To send messages about your account or membership (for example receipts, renewal reminders and changes to these policies).
• To run, protect, troubleshoot and improve DentalMember, and to comply with law.

3. Who we share it with

• The practice you join sees your membership, contact details, date of birth, notes, payments and benefit use for its own plans. It does not see your memberships at other practices.
• Stripe processes online payments on the practice's behalf and for practice subscriptions (Stripe Privacy Policy).
• Service providers that host and operate DentalMember for us, such as our hosting and database providers and, if we send email, our email provider. They may use the information only to provide their services to us.
• Legal reasons: when required by law, subpoena or court order, or to protect the safety and rights of people or of DentalMember.
• Business transfers: if DentalMember is merged or sold, this information may transfer to the new owner, who must honor this policy.

We do not sell or rent personal information, and we do not share it for targeted advertising.

4. Health information and HIPAA

Dental practices are generally "covered entities" under the federal Health Insurance Portability and Accountability Act (HIPAA). When we store or process a practice's patient information to run its membership plan (such as benefit records), we do so as the practice's "business associate" under a Business Associate Agreement, and that information is also protected by HIPAA and the practice's Notice of Privacy Practices. Your rights to access or correct your dental records are exercised through the practice.

5. Consumer health data

Some states, including Washington, Nevada and Connecticut, give extra protection to information that shows you are seeking health care. We collect that kind of information (for example, that you joined a dental plan) only to provide the membership you requested, share it only as described in section 3, never sell it, and you may ask us to access or delete it as described below.

6. How long we keep it

We keep account and membership records while your account is open and as long as needed afterwards for the practice's records, payment and tax records, legal obligations and resolving disputes. When information is no longer needed we delete or de-identify it.

7. Security

We use encrypted connections (HTTPS), hashed passwords, access controls that limit each practice to its own members, and reputable hosting and payment providers. No system is perfectly secure. If a breach affects your information we will notify you and the practice as the law requires.

8. Your choices and rights

• Update your contact details in your account, or ask the practice to update its records.
• Email support@dentalmember.com to ask for a copy of your information, to correct it, or to delete your account. We will verify your identity and answer within 45 days. Some records may have to be kept, for example payment records and records a practice must keep about its patients.
• You will not be treated differently for using these rights. Residents of states with privacy laws (such as California) have these rights by law, and we extend them to everyone.

9. Children

DentalMember accounts are for adults. A parent or guardian may enroll a child in a family or child plan and provides the child's information on their behalf. We do not knowingly collect information directly from children under 13.

10. Changes

If we make material changes we will notify you by email or on the site before they take effect. The effective date at the top shows the current version.

11. Contact

DentalMember · support@dentalmember.com

Questions about this document? Email support@dentalmember.com.