Last Updated: January 1, 2025 | Effective Date: January 1, 2025

1. Introduction

OralPro 360 ("we," "our," or "the App") is committed to protecting the privacy and security of all information entrusted to us by dental and orthodontic professionals and their patients. This Privacy Policy explains how we collect, use, store, and protect information when you use OralPro 360.

2. Information We Collect

Practice Information: Practice name, doctor name, specialty, contact information, and account credentials.

Patient Information: Names, contact details, dates of birth, medical and dental history, clinical notes, treatment records, prescription records, payment records, and clinical photographs uploaded by the practice.

Usage Data: Login timestamps, session activity, and audit logs for security purposes.

3. How We Use Your Information

We use collected information solely to: provide and operate the OralPro 360 practice management platform; maintain the security and integrity of your account; comply with legal obligations; and improve application performance. We do NOT sell, rent, or share patient data with any third parties for marketing purposes.

4. Data Storage and Security

All data is stored using Google Firebase, a secure cloud infrastructure. Data is encrypted in transit using HTTPS/TLS encryption and encrypted at rest. Access is protected by secure authentication and automatic session timeouts. All data access events are logged in our audit system.

5. HIPAA (United States Users)

OralPro 360 is built with HIPAA-ready technical safeguards as required under the Health Insurance Portability and Accountability Act. US-based dental practices using this application as a Business Associate must execute a Business Associate Agreement (BAA) with their cloud infrastructure provider. The practice remains the Covered Entity and is responsible for full HIPAA compliance within their organization.

6. International Users — Latin America

We comply with applicable data protection laws including Argentina's Ley 25.326, Mexico's LFPDPPP, Colombia's Ley 1581 de 2012, and Brazil's LGPD. Patients have the right to access, correct, and request deletion of their personal data at any time.

7. Your Rights

You have the right to: access all data stored about you; correct inaccurate information; request deletion of your data; receive a copy of your data; withdraw consent at any time. To exercise these rights contact us through the app.

8. Data Retention

Patient data is retained for as long as your practice account is active. Upon account termination, data is deleted within 90 days unless longer retention is required by law.

9. Children's Privacy

OralPro 360 is a professional platform for licensed dental providers. Pediatric patient records may be stored only by the treating licensed dental professional with appropriate parental or guardian consent.

10. Contact Us

For privacy questions or concerns contact us through the OralPro 360 application support channel.

Last Updated: January 1, 2025 | Effective Date: January 1, 2025

1. Acceptance of Terms

By accessing or using OralPro 360, you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use this application. These terms apply to all users including dental professionals, orthodontists, practice staff, and administrators.

2. Eligibility

OralPro 360 is intended exclusively for licensed dental and orthodontic professionals and their authorized staff. By using this application you represent that you are a licensed dental professional or authorized employee of a dental practice.

3. Account Responsibilities

You are responsible for: maintaining the confidentiality of your login credentials; all activity that occurs under your account; ensuring authorized staff use the platform appropriately; immediately notifying us of any unauthorized account access.

4. Acceptable Use

You agree to use OralPro 360 only for legitimate dental practice management purposes. You may NOT use this platform to: store non-patient-related personal data; attempt to breach the security of the platform; reverse engineer or copy the application; resell access without authorization; violate any applicable law or regulation.

5. Patient Data Responsibility

You are solely responsible for obtaining appropriate patient consent before storing patient information in OralPro 360. You must comply with all applicable laws governing patient data in your jurisdiction including but not limited to HIPAA (US), Ley 25.326 (Argentina), LFPDPPP (Mexico), Ley 1581 (Colombia), and LGPD (Brazil).

6. No Medical Advice

OralPro 360 is a practice management tool only. Nothing in this application constitutes medical or dental advice. All clinical decisions are the sole responsibility of the licensed dental professional. The AI assistant provides general information only and is not a substitute for professional clinical judgment.

7. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We are not liable for any loss resulting from temporary service outages, maintenance periods, or technical disruptions beyond our control.

8. Limitation of Liability

To the maximum extent permitted by law, OralPro 360 and its developers shall not be liable for any indirect, incidental, special, or consequential damages including loss of data, loss of revenue, or regulatory penalties. Our total liability shall not exceed the amount paid for the service in the 12 months preceding the claim.

9. Intellectual Property

All code, design, branding, and content within OralPro 360 is the exclusive intellectual property of OralPro 360. Unauthorized copying, distribution, or modification is strictly prohibited.

10. Termination

We reserve the right to suspend or terminate accounts that violate these terms. You may terminate your account at any time. Upon termination, your data will be deleted within 90 days.

11. Governing Law

These terms are governed by applicable law in the jurisdiction where the service is operated. Disputes shall be resolved through binding arbitration where permitted by law.

12. Changes to Terms

We may update these Terms of Service at any time. Continued use of OralPro 360 after changes constitutes acceptance of the updated terms.

As Required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) | Effective: January 1, 2025

Our Duties

OralPro 360 provides the technical platform through which dental practices manage patient health information (PHI). The dental practice using this platform is the Covered Entity responsible for protecting your PHI under HIPAA. This Notice describes how your dental practice, using OralPro 360, may use and share your health information.

How Your Information May Be Used

For Treatment: Your dental provider may use your health information to provide you with dental and orthodontic treatment, coordinate care, and maintain treatment records.

For Payment: Your dental provider may use your information to bill for services rendered, process payments, and manage your account balance.

For Operations: Your dental provider may use your information for quality assessment, staff training, and practice management purposes.

Your Rights Regarding Your Health Information

Right to Access: You have the right to see and receive a copy of your health information stored in this system.

Right to Correct: You have the right to request corrections to inaccurate or incomplete health information.

Right to Restrict: You may request restrictions on how your information is used or shared.

Right to Confidential Communications: You may request communications about your health in a specific way or location.

Right to an Accounting: You may request a list of instances where your health information has been shared.

Right to a Copy of This Notice: You may request a paper copy of this Notice of Privacy Practices at any time.

Right to Delete: You may request deletion of your health information subject to legal retention requirements.

Security of Your Information

OralPro 360 protects your health information using industry-standard encryption, secure authentication, automatic session timeouts, and complete audit logging of all access to your records.

Breach Notification

In the event of a breach of your unsecured PHI, your dental practice is required by law to notify you within 60 days of discovery of the breach.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with your dental practice or directly with the U.S. Department of Health and Human Services Office for Civil Rights. You will not be retaliated against for filing a complaint.

Latin America — Patient Rights

Argentina: Under Ley 25.326 you have the right to access, rectify, and delete your personal data at no cost every 6 months.

Mexico: Under LFPDPPP you have ARCO rights — Access, Rectification, Cancellation, and Opposition to use of your personal data.

Colombia: Under Ley 1581 you have the right to know, update, rectify, and delete your personal data.