This Privacy Policy explains how Dental Claim Professionals ("DCP," "we," "us," or "our") collects, uses, shares, and protects information in connection with our website at dentalclaimprofessionals.com (the "Website") and our dental billing, verification, credentialing, and accounts receivable recovery services (the "Services"). By using the Website or engaging us for Services, you agree to the practices described in this policy.

1. Scope of This Policy

This policy covers information we collect through the Website — for example, when you browse our pages, submit a form, or book a consultation — and general information we collect about our clients in the course of a Services relationship. It does not by itself govern our handling of Protected Health Information ("PHI"); see Section 4 below.

2. Information We Collect

We collect information in a few ways:

  • Information you provide directly: your name, email address, phone number, dental practice name, and any details you share when you book a free consultation, contact us, or communicate with us by email or through our live chat widget.
  • Information collected automatically: when you visit the Website, we and our analytics providers automatically collect technical information such as your IP address, browser type, device type, pages viewed, and referring URLs, typically through cookies or similar technologies. See Section 5 for details.
  • Client account and practice information: if your practice engages us for Services, we collect billing contact details, practice management software access, and other operational information reasonably necessary to perform the Services under your Engagement Agreement.

3. How We Use Information

We use the information we collect to: respond to inquiries and schedule consultations; provide, maintain, and improve the Services for our clients; operate, secure, and improve the Website; understand which pages and content are useful to visitors; and communicate with current and prospective clients about our Services, including by email. We do not use PHI for any of these general marketing or analytics purposes.

4. Protected Health Information

When we provide billing, verification, credentialing, or A/R recovery Services to a dental practice, we may access PHI within that practice's practice management software, clearinghouse, or payer portals. We access and use PHI solely as a business associate performing Services on the practice's behalf, under a signed Business Associate Agreement ("BAA") and in accordance with HIPAA and the practice's own instructions. We do not access PHI for any practice before a BAA is in place, and we do not sell, rent, or use PHI for marketing or any purpose outside the contracted Services.

5. Cookies & Tracking Technologies

The Website uses the following technologies:

  • Google Analytics — to understand aggregate traffic and how visitors use the Website.
  • Apollo.io website visitor tracking — a business-to-business tool that can identify the companies (not necessarily the individual person) visiting our Website based on IP address, to help us understand interest from dental practices and prioritize outreach.
  • Tidio live chat — a chat widget that lets visitors message us directly from the Website; conversations are stored by our chat provider so we can respond and follow up.

We do not use these tools to sell your browsing data to third parties or to serve you third-party retargeting advertisements. You can control cookies through your browser settings; disabling cookies may affect some Website functionality, such as the live chat widget.

6. How We Share Information

We share information with: service providers who help us operate the Website and our business (such as our analytics, chat, scheduling, email, and cloud hosting providers); insurance carriers, clearinghouses, and payers, as necessary to perform Services on a client's behalf; professional advisors and, if required, regulators or law enforcement, where necessary to comply with the law; and a successor entity in the event of a merger, acquisition, or sale of assets. We do not sell personal information.

7. Data Retention

We retain website inquiry and marketing information for as long as reasonably useful for the purposes described above, or until you ask us to delete it. For active clients, we retain practice and billing-related records for the duration of the Services relationship and for any longer period required by our Engagement Agreement, our BAA, or applicable law or professional standards governing claims and billing records.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, or disclosure, including encrypted connections for the Website and access controls on the systems we use to perform Services. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights & Choices

Depending on where you live, you may have rights to access, correct, or request deletion of personal information we hold about you, or to opt out of certain communications. You can unsubscribe from marketing emails using the link in those emails, or contact us at support@dentalclaimprofessionals.com to make a request. We will respond within a reasonable time. Requests related to PHI held on behalf of a dental practice client should generally be directed to that practice, as DCP acts as its business associate.

10. Children's Privacy

The Website is intended for dental practices and business visitors and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

The Website may link to third-party sites, such as our online booking calendar or social media pages. This policy does not apply to those third-party sites, and we encourage you to review their privacy policies separately.

12. Changes to This Policy

We may update this policy from time to time. If we make a material change, we will post the updated policy on this page with a new effective date and, where appropriate, notify active clients by email.

13. Contact Us

Questions about this Privacy Policy, or requests regarding your information, can be sent to support@dentalclaimprofessionals.com.