Privacy Policy

1. Introduction

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the DenPro dental practice management platform and website. We comply with applicable data protection laws in the jurisdictions where our Users operate.

In the course of providing the Service, the platform operator may engage independent third-party service providers (such as cloud hosting providers, payment processors, and email service providers) to perform certain technical or operational functions necessary for the delivery of the Service.

2. Data Controller

2.1 Website Visitor Data

The data controller responsible for personal data collected through the website (browsing data, cookies, account information) is the platform operator, Elite Digital Services, LLC. Full contact details are provided in Section 14.

2.2 Patient Data

When you use DenPro to manage patient records, you (the dental practice) are the data controller for all patient data entered into the application.

In this context, the platform operator acts as a data processor, processing patient data solely on your behalf and according to your instructions.

2.4 Contact

If you have questions about this policy or our data practices, contact us at: [email protected]

3. Information We Collect

3.1 Information You Provide

Account information: name, email address, phone number, clinic name
Billing information: payment details, invoicing address
Patient data: information you enter about your patients (as a data processor)
Communications: messages you send to our support team

3.2 Automatically Collected Information

Device information: IP address, browser type, operating system
Usage data: pages visited, features used, time spent in the application
Cookies and similar technologies (see our Cookie Policy)

4. How We Use Your Information

We use your information for the following purposes:

To provide and maintain our dental practice management service
To process your subscription and billing
To communicate with you about your account and provide customer support
To send you important updates about the service
To improve our software and develop new features
To ensure security and prevent fraud
To comply with legal obligations

5. Legal Basis for Processing

We process your personal data based on the following legal grounds under applicable data protection frameworks:

Contract: Processing necessary to provide our service to you
Legitimate Interest: Improving our service, security, and fraud prevention
Legal Obligation: Compliance with tax, accounting, and other legal requirements
Consent: Marketing communications (where applicable)

DenPro is designed for use by dental practices worldwide. We are committed to compliance with the data protection laws applicable in the jurisdictions where our Users operate, including but not limited to the following regulatory frameworks:

European Union / EEA: General Data Protection Regulation (GDPR, Regulation (EU) 2016/679)
United Kingdom: UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018
Switzerland: Federal Act on Data Protection (FADP / DSG)
United States: California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), as well as applicable state-level privacy laws
Canada: Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation
Brazil: Lei Geral de Proteção de Dados (LGPD, Law No. 13.709/2018)
Australia: Privacy Act 1988 and the Australian Privacy Principles (APPs)
New Zealand: Privacy Act 2020
Japan: Act on the Protection of Personal Information (APPI)
South Korea: Personal Information Protection Act (PIPA)
Singapore: Personal Data Protection Act 2012 (PDPA)
Thailand: Personal Data Protection Act B.E. 2562 (PDPA)
India: Digital Personal Data Protection Act 2023 (DPDPA)
South Africa: Protection of Personal Information Act (POPIA)
Turkey: Law on the Protection of Personal Data (KVKK, Law No. 6698)
United Arab Emirates: Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data
Argentina: Personal Data Protection Act (Ley 25.326)
Colombia: Statutory Law 1581 of 2012 on Data Protection
Mexico: Federal Law on the Protection of Personal Data Held by Private Parties (LFPDPPP)

Where applicable laws grant additional rights or impose additional obligations beyond those described in this policy, we will comply with such requirements. Users operating in jurisdictions with specific data protection requirements are encouraged to contact us for information about how we address those requirements.

6. Patient Data (Data Processing)

When you use DenPro to manage patient records, you are the data controller for that patient data, and we act as a data processor on your behalf. We:

Process patient data only according to your instructions
Implement appropriate technical and organizational security measures
Do not share patient data with third parties except as required to provide the service
Assist you in fulfilling your data protection obligations regarding patient data

6.1 Health Data and Certified Systems

DenPro is a practice management tool and is not classified as a certified health information system, electronic health record (EHR), or medical device. Personal and health-related data entered into the Service is processed within the DenPro platform in accordance with applicable data protection regulations.

Unless explicitly agreed otherwise in a separate written agreement, data entered into DenPro is not automatically transmitted to or synchronized with any certified health information system, national health database, or other officially recognized health information infrastructure. If the User requires data to be part of an official health record, the User is responsible for entering such data into the appropriate certified system.

6.2 Explicit Consent for Health Data Processing

By using the Service, the User provides explicit consent for the processing of personal and sensitive data — including health-related data — for the purposes of dental practice management as described in these terms. The User acknowledges that:

Data is processed exclusively for the purposes of providing the Service
Data is not automatically stored in any certified system or national database
The User retains full control over their data and is responsible for compliance with applicable healthcare data regulations in their jurisdiction
The User must inform their patients about the use of DenPro and obtain any necessary consents as required by applicable law

7. Data Security

We implement industry-standard security measures to protect your data:

Encryption of data in transit (TLS/SSL) and at rest
Regular security audits and vulnerability assessments
Access controls and authentication mechanisms
Regular backups with secure storage
Personnel training on data protection

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. After account termination:

Account data is deleted within 30 days
Backup data is purged within 90 days
Billing records are retained as required by law (typically 7-10 years)

9. Your Rights

Depending on your jurisdiction, you may have some or all of the following rights regarding your personal data. We are committed to honoring these rights regardless of where you are located, to the extent applicable under local law.

9.2 Rights Under CCPA/CPRA (California, United States)

Right to Know: Request disclosure of the categories and specific pieces of personal information collected about you
Right to Delete: Request deletion of personal information collected from you
Right to Opt-Out: Opt out of the sale or sharing of your personal information. DenPro does not sell personal information.
Right to Non-Discrimination: You will not be discriminated against for exercising your privacy rights
Right to Correct: Request correction of inaccurate personal information
Right to Limit Use of Sensitive Personal Information: Limit the use and disclosure of sensitive personal information to what is necessary for providing the Service

9.3 Rights Under LGPD (Brazil)

Confirmation of the existence of processing of your data
Access to your data
Correction of incomplete, inaccurate, or outdated data
Anonymization, blocking, or deletion of unnecessary or excessive data
Data portability to another service provider
Deletion of personal data processed with your consent
Information about public and private entities with which your data has been shared
Revocation of consent

9.4 Rights Under PIPEDA (Canada)

Right to access your personal information held by the organization
Right to challenge the accuracy and completeness of your information and have it amended
Right to withdraw consent for the collection, use, or disclosure of your information
Right to file a complaint with the Office of the Privacy Commissioner of Canada

9.5 Rights Under POPIA (South Africa)

Right to be notified that personal information is being collected or has been accessed by an unauthorized person
Right to request access to or correction or deletion of personal information
Right to object to the processing of personal information
Right to submit a complaint to the Information Regulator

9.6 Rights Under APPI (Japan)

Right to request disclosure of retained personal data
Right to request correction, addition, or deletion of retained personal data
Right to request cessation of use, erasure, or cessation of provision to third parties

9.7 Rights Under Other Applicable Legislation

If you are located in a jurisdiction with data protection legislation not specifically listed above, you may still exercise equivalent rights as provided under your local law. We will assess and respond to all requests in accordance with the applicable legal framework.

9.8 How to Exercise Your Rights

To exercise any of the rights described above, contact us at: [email protected]

We will respond to your request within the timeframe required by applicable law (typically 30 days under GDPR, 45 days under CCPA/CPRA). We may request additional information to verify your identity before processing your request.

The User is also responsible for ensuring that their patients are informed of their data protection rights and can exercise these rights through the User (as the data controller for patient data).

10. International Data Transfers

Your data is stored on third-party cloud infrastructure. The Provider does not own or operate any data centers or server hardware. All infrastructure is leased from independent third-party cloud service providers.

We ensure that any cross-border transfers of personal data comply with the transfer mechanisms recognized under local law, such as consent, adequacy determinations, or equivalent contractual safeguards.

11. Third-Party Services

We use the following third-party services that may process your data:

Cloud hosting providers (for data storage)
Payment processors (for billing)
Email service providers (for transactional emails)

All third-party providers are vetted for compliance with applicable data protection regulations.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through the application. Continued use of our service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

[email protected]

You also have the right to lodge a complaint with your local data protection authority.

14. Platform Operator and Contact Information

14.1 Platform Operator

Elite Digital Services, LLC, 1111B S Governors Ave, STE 21653, Dover, DE 19904, US (EIN EIN 38-4327890)
Email: [email protected]