Privacy Policy

Effective October 1, 2026

1. Who we are and what this policy covers

CoDentist Inc (“CoDentist”, “we”, “us”) makes practice management software for dental practices: scheduling, patient records, charting, clinical notes, billing, insurance, patient communication and AI-assisted features. This policy explains how we handle information when you visit our websites, use the CoDentist service, or contact us.

Patient information is handled differently. When a dental practice uses CoDentist, the practice decides what patient information goes into the service and why. For that information we act as the practice’s business associate under the Health Insurance Portability and Accountability Act (HIPAA). We use and disclose it only as our Business Associate Agreement with the practice and the law allow. The practice’s own Notice of Privacy Practices describes how it uses your health information. If you are a patient, please contact your dental practice with questions or requests about your records.

2. Information we collect

Account information about practice staff: name, work email, phone number, role, office, and sign-in and multi-factor authentication details.
Practice information: business name, office addresses, providers, billing and payment details, and settings.
Customer data: information a practice enters into or creates with the service, including patient health information, appointments, images, notes, insurance and billing records. We process it on the practice’s behalf.
Communications: messages you send us, and calls and text messages handled through the service’s phone and messaging features. When a practice turns these features on, calls may be transcribed and, where the practice enables it and the law allows, recorded.
Technical information: IP address, browser and device type, pages used, and security and error logs. We use these to run and protect the service.

3. How we use information

To provide, maintain and support the service.
To secure the service: authenticate users, prevent fraud and misuse, and keep audit logs of access to patient records.
To bill customers and process payments.
To answer questions and send service notices.
To improve the service, using customer data only as the customer’s agreement with us allows. This includes any use of customer data to improve our AI features.
To meet legal obligations and enforce our agreements.

We do not sell personal information. We do not use patient health information for advertising or marketing.

AI features. AI features process customer data to produce suggestions such as draft notes, transcriptions and image findings. That output is a draft. A licensed provider must review and accept it before it becomes part of a patient’s record.

4. Text messages

Dental practices use CoDentist to send their own patients text messages about their care, such as appointment confirmations and reminders. A patient gives their mobile number to their practice and agrees to receive these messages there.

We do not share mobile numbers or text-messaging opt-in consent with third parties or affiliates for their marketing or promotional purposes. Text-messaging originator opt-in data and consent are excluded from every category of sharing in this policy.

Reply STOP to any message to stop receiving texts, or HELP for help. Message and data rates may apply. Message frequency varies.

5. How we share information

With the practice that the information belongs to, and with the people it authorizes to use its account.
With service providers that help us run the service, such as cloud hosting, telephone and text messaging, email, and payment processing. They are bound by contract to protect the information and use it only to serve us. Any provider that handles patient health information signs a Business Associate Agreement first.
For legal reasons: to comply with law or legal process, to protect the rights and safety of our customers, patients, users or the public, and to investigate security incidents.
In a business transfer, such as a merger or acquisition, subject to this policy and to our agreements with customers.

6. Cookies

The service uses cookies that are needed to sign you in and keep your session secure. We do not use advertising cookies and we do not sell or share information for cross-context behavioral advertising.

7. Security

We protect information with administrative, technical and physical safeguards. These include encryption in transit and at rest, role-based access controls, multi-factor authentication, separation of each practice’s data, and audit logs of access to patient records. No system is perfectly secure. If we learn of a security incident that affects your information, we will notify the affected customers as the law and our agreements require.

To report a security concern, email security@codentist.ai.

8. Retention

We keep account and practice information while the account is active and afterwards as long as we need it for legal, tax, security and dispute-resolution purposes. Each practice controls how long it keeps its patient records. When a customer’s agreement ends, we return or delete customer data as that agreement and the law require.

9. Your rights

Depending on where you live, you may have the right to know what personal information we hold about you, to get a copy, to correct it, to delete it, and to opt out of its sale or sharing. California residents have these rights under the California Consumer Privacy Act. We do not sell or share personal information, and we will not discriminate against you for using these rights.

To make a request, email support@codentist.ai. We will verify your request before we act on it. If you are a patient, we will refer requests about your health records to your dental practice, which controls them.

10. Children

Our websites and the service are for dental practices and their staff, not for children. Practices may enter information about patients who are children; we protect it as patient health information under section 1.

11. Changes to this policy

We may update this policy. We will post the new version here and change the effective date. If a change is material, we will tell customers before it takes effect.

12. Contact us

Questions about this policy: support@codentist.ai. Security concerns: security@codentist.ai.