Privacy Policy

This Policy applies to personal information collected through dimple.dental and its subdomains, our web forms, email, telephone, SMS/text messaging, website chat, the Dimple software used by dental practices and their staff, and our demonstrations and sales conversations.

Information you provide to us

• Name, business name, role, telephone number, email address, mailing address and preferred language.
• Information about your practice: practice management system, call volume, hours, providers, insurance accepted, and the facts you enter into Dimple's knowledge base.
• Messages, form responses, support requests, and records of our conversations with you.
• Billing information processed through our payment provider. We do not store complete payment-card numbers.
• Communication preferences and records of consent, including SMS opt-in and opt-out records.

Information collected automatically

• Technical information when you use our website or software: IP address, browser and device type, pages viewed, referring pages, dates and times of visits, and actions taken in the software.
• Call and message metadata needed to operate the service: the number called, the time, the duration, the outcome, and delivery status.

Information received on a practice's behalf — see Section 7.

We may contact you through the methods you provide and authorize. Service-related communications may include replies to your inquiry, demo scheduling, account and security notices (such as one-time sign-in codes), setup and support messages, and billing notices.

Marketing text messages are sent only when the recipient has separately opted in to receive marketing messages. Consent to receive marketing or non-marketing text messages is not a condition of purchasing any Dimple service.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except as necessary to deliver the requested messaging service (for example, to the carriers and messaging providers that transmit the message).

Message frequency may vary. Message and data rates may apply. You may reply STOP to opt out of SMS messages at any time, or HELP for assistance. Full SMS program terms are in our Terms and Conditions and on our SMS Program page.

Patients of practices that use Dimple: when a dental practice uses Dimple to text its patients, the practice is the sender and the practice's own consent process applies. Dimple honors STOP for every such program within one minute, keeps a record of every opt-in and opt-out on the practice's behalf, does not text outside quiet hours set in the practice's local time, and never uses a patient's number for Dimple's own marketing.

When Dimple handles a patient's information on a dental practice's behalf, that information is protected health information ("PHI") and the following applies:

• Dimple acts as the practice's business associate under a signed Business Associate Agreement, and uses and discloses PHI only as that agreement and HIPAA permit.
• PHI is stored on Dimple-controlled infrastructure in the United States, encrypted in transit and at rest, and is never sent to email marketing tools, general automation tools, advertising platforms or integration marketplaces.
• Call transcripts are redacted of identifiers for day-to-day use; recordings, where made, follow the recording-consent law of the caller's state.
• Staff access to PHI is limited by role, every read of patient data is logged, and audit logs are retained for six years.
• Before Dimple reads sensitive details back to a caller (balance, insurance, appointment specifics beyond date and time), it verifies the caller with a one-time code to the phone number on file.
• Dimple does not go live on real patient data at a practice until the Business Associate Agreements on both sides are in place.

Patients who have questions about how their dental practice uses their information should contact the practice; the practice's notice of privacy practices governs.

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, including providing the service, maintaining business and consent records, complying with legal and contractual obligations, resolving disputes and enforcing agreements. Opt-out and suppression records are retained so that we can continue to honor them. Consent records for text messaging are retained for at least five years. PHI is retained for the period required by our agreement with the practice and applicable law, then securely deleted or returned.

We use administrative, technical and physical safeguards designed to protect personal information, including encryption, access controls, two-factor authentication for staff accounts, and logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Our website and SMS programs are not directed to children under 13, and we do not knowingly collect personal information online from children under 13. Patient information about minors handled on a practice's behalf is handled under HIPAA and the practice's own policies. If you believe a child has provided information to us directly, please contact us.

We may update this Policy to reflect changes in our practices, technology or legal obligations. The revised version will be posted on this page with an updated effective date. Material changes may also be communicated through other appropriate means.