Privacy Policy

01 Who we are

This Privacy Policy describes how DentalPro ("DentalPro", "we", "us", "our") handles personal information collected through our marketing website at dentalproapp.com (the "Site").

DentalPro is the operator of this Site and the data controller for the personal information collected through it. For any privacy question, write to us at sales@dentalproapp.com.

This policy applies only to the marketing Site. The DentalPro clinic-management application itself runs inside your clinic and is governed by a separate Data Processing Agreement (DPA) signed at the time of purchase.

02 Information we collect

2.1 Information you give us

When you fill in the demo request form on the Site, we collect:

• Full name
• Work email address
• WhatsApp number (including country code)
• Clinic name
• Your answer to a simple math question (used only as an anti-spam check; discarded after the form is processed)

When you write to us directly (for example, by emailing sales@dentalproapp.com), we collect whatever you choose to send us, including your email address and the contents of your message.

2.2 Information we collect automatically

Our web server records standard request metadata when you submit the demo form, for the purpose of preventing abuse and debugging issues:

• IP address
• Browser user-agent string
• Referring page
• Date and time of the submission

We do not set tracking cookies, build behavioural profiles, or use any third-party advertising or remarketing pixels on the Site.

2.3 Things we never collect

We do not collect patient data, health information, financial information, government identifiers, or precise location through this marketing Site. Patient and clinic operational data only ever exists inside the DentalPro application installed at your clinic — never on this Site.

03 How we use your information

We use the information you provide to:

• Reply to your demo request and schedule a product walkthrough.
• Send you transactional follow-up messages about your enquiry (by email or, where you've explicitly shared a WhatsApp number, by WhatsApp).
• Improve the Site, debug technical issues, and prevent abuse and spam.
• Comply with legal obligations where applicable.

We will not add you to a marketing newsletter or any other ongoing list based on a demo request alone. If we offer a newsletter in future, it will require a separate, explicit opt-in.

04 Lawful basis (GDPR)

If you are in the European Economic Area, the United Kingdom, or another jurisdiction with similar data-protection law, we rely on the following lawful bases under Article 6 of the GDPR:

• Consent — when you voluntarily submit the demo request form, you consent to us processing your information for the purposes described above.
• Legitimate interests — to keep the Site secure, prevent fraud and spam, and improve our product. We balance these interests against your rights and freedoms.
• Legal obligation — where we must retain or disclose information to comply with applicable law.

05 Cookies & local storage

The Site uses a minimal amount of browser storage:

That's the entire list. We do not set advertising cookies, analytics cookies, or any first-party tracker. If we add privacy-respecting analytics in future (such as Plausible), we will update this table and continue to operate without third-party identifiers.

06 Third-party services we use

To run the Site we rely on the following third-party services. Each receives only the minimum information they need:

• Google Fonts — serves the Fraunces, Instrument Serif, DM Sans, and JetBrains Mono fonts from fonts.googleapis.com and fonts.gstatic.com. Google may log your IP address as part of this request. See Google's Privacy Policy.
• Email delivery (Gmail / Google Workspace) — demo request submissions are emailed to us via Google's SMTP service. The message contents are processed by Google to deliver the email.
• Web hosting provider — the Site is served from infrastructure operated by our hosting provider, who may process server logs strictly for operational and security purposes.

07 How we share information

We share your information only in the limited circumstances below:

• Service providers who help us operate the Site (hosting, email delivery), under contracts that restrict them to processing your information on our instructions.
• Legal obligations — if we must disclose information to comply with a court order, subpoena, or other binding legal process. We push back on overbroad requests.
• Business transfers — if DentalPro is involved in a merger, acquisition, or asset sale, information may be transferred to the successor entity, who will be bound by terms at least as protective as this policy.

We do not sell your personal information. We do not share it with advertisers, data brokers, or marketing partners.

08 International data transfers

DentalPro and several of our service providers (notably Google) operate in multiple countries. As a result, your information may be processed in countries outside your own, including the United States. Where required by law, we rely on appropriate safeguards — such as the European Commission's Standard Contractual Clauses — to protect your information during these transfers.

09 Data retention

We keep your demo request information only for as long as we need it:

• Active leads — kept while we are actively in conversation with you about a possible demo or purchase.
• Cold leads — if you don't respond and we don't hear back, we delete or anonymise your enquiry within 24 months.
• Customer records — if you become a DentalPro customer, your account information is retained under our standard customer terms.
• Server logs — request metadata is rotated and discarded within 90 days, except where retained longer for security investigations.

10 How we protect your information

We apply administrative, technical, and physical safeguards designed to protect your information against unauthorised access, alteration, disclosure, and destruction. These include:

• TLS (HTTPS) encryption for all data in transit.
• STARTTLS-secured SMTP for outbound form submissions.
• Anti-spam controls (honeypot, rate-limiting, math challenge).
• Restricted access to the inbox that receives demo requests.
• Hardened server configuration with security headers and disabled directory listings.

No method of transmission or storage is 100% secure. If we ever become aware of a data breach affecting your personal information, we will notify you and the appropriate regulators in line with applicable law.

11 Your rights

Depending on where you live, you may have some or all of the following rights regarding your personal information:

• Access — request a copy of the information we hold about you.
• Correction — ask us to fix information that is inaccurate or incomplete.
• Deletion — ask us to delete your information ("the right to be forgotten").
• Restriction — ask us to limit how we use your information.
• Portability — ask for a machine-readable copy of the information you've given us.
• Objection — object to processing based on our legitimate interests.
• Withdraw consent — withdraw any consent you previously gave us, at any time.
• Complain — lodge a complaint with your local data-protection authority. If you are in the EU/EEA, you can find your authority via the European Data Protection Board.

To exercise any of these rights, write to sales@dentalproapp.com. We will respond within 30 days. We may need to verify your identity before fulfilling the request.

Note for California residents

If you are a California resident, the California Consumer Privacy Act (CCPA/CPRA) gives you the right to know what categories of personal information we collect, to request access or deletion, to opt out of any "sale" or "sharing" of personal information (we don't sell or share, as those terms are defined under CCPA), and to non-discrimination for exercising these rights.

12 Children's privacy

The Site is intended for dental clinic operators, staff, and decision-makers. It is not directed at children under 16, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, please contact sales@dentalproapp.com and we will delete it promptly.

13 Changes to this policy

We may update this Privacy Policy from time to time — for example, to reflect changes in the law, our services, or our service providers. When we make a material change, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or via a prominent notice on the Site. We encourage you to review this policy occasionally to stay informed.

14 Contact us

If you have questions about this policy or want to exercise any of your privacy rights, we'd love to hear from you:

• Email sales@dentalproapp.com
• Web dentalproapp.com
• WhatsApp +1 (859) 629-2784