CyberDental Group LLC ("CyberDental," "we," "us," or "our") is committed to protecting the privacy of our clients, their patients, and visitors to our website. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at cyberdental.cloud or use our managed IT services.
1. Information We Collect
We may collect information about you in a variety of ways, including:
- Personal Data: Name, email address, phone number, billing address, and payment information you provide when subscribing to our services or contacting us.
- Practice Information: Dental practice name, address, number of workstations, practice management software in use, and other technical details necessary to deliver our services.
- Technical Data: IP address, browser type, operating system, device information, and usage data collected automatically when you visit our website.
- Support Data: Information provided during support interactions, including remote session logs and ticket correspondence.
We do not collect, store, or have access to Protected Health Information (PHI) as defined under HIPAA unless explicitly authorized under a Business Associate Agreement (BAA).
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain our managed IT services for your dental practice.
- Process transactions and send related information, including invoices, purchase confirmations, and billing alerts.
- Respond to support requests and provide technical assistance.
- Send administrative communications such as service updates, security alerts, and maintenance notifications.
- Improve and personalize your experience with our services and website.
- Comply with legal obligations and enforce our terms of service.
3. Data Security
We implement administrative, technical, and physical security measures designed to protect your personal information. These measures include:
- AES-256 encryption for data at rest and TLS 1.3 for data in transit.
- Role-based access controls with multi-factor authentication for all internal systems.
- Regular security audits and vulnerability assessments.
- Secure, SOC 2 Type II compliant data centers for all hosted infrastructure.
- Employee security awareness training conducted quarterly.
While we strive to use commercially acceptable means to protect your information, no method of transmission over the internet or method of electronic storage is 100% secure.
4. HIPAA Compliance
As a provider of IT services to dental practices, CyberDental Group LLC operates as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). We maintain full HIPAA compliance through:
- Execution of Business Associate Agreements (BAAs) with all covered entity clients.
- Annual HIPAA risk assessments and remediation planning.
- Documented policies and procedures for handling PHI in accordance with the HIPAA Privacy Rule, Security Rule, and Breach Notification Rule.
- Ongoing staff training on HIPAA requirements and breach response protocols.
5. Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your browsing experience. These include:
- Essential Cookies: Required for the website to function properly, including session management and security.
- Analytics Cookies: Help us understand how visitors interact with our website so we can improve content and usability.
- Marketing Cookies: Used to deliver relevant advertisements and measure the effectiveness of our campaigns.
You may control cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.
6. Third-Party Services
We may share your information with trusted third-party service providers who assist us in operating our business, including:
- Stripe: Payment processing. Stripe's privacy policy governs payment data handling.
- Supabase: Database and authentication infrastructure.
- Google Analytics: Website traffic analysis and usage metrics.
- Remote Monitoring & Management (RMM) tools: For delivering IT support to client workstations and servers.
These third parties are contractually obligated to protect your information and may only use it for the purposes we specify.
7. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your personal data, subject to legal retention requirements.
- Portability: Request your data in a structured, machine-readable format.
- Opt-Out: Unsubscribe from marketing communications at any time.
To exercise any of these rights, contact us using the information below. We will respond to verified requests within 30 days.
8. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: