Privacy Policy

Effective Date: 16 June 2025

1. Scope DemandGain, Inc. (“DemandGain,” “we,” “us,” or “our”) provides AI-powered receptionist and scheduling services for dental practices (the “Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard information when patients and website visitors (“you”) interact with:

• Dental practices that use DemandGain, and
• Our websites, including demandgain.com and related sub-domains (collectively, the “Site”).

HIPAA-regulated data

When a dental practice uses our Service, certain patient information may be Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”). We process that PHI solely as a Business Associate to the practice and only as permitted in our Business Associate Agreement (“BAA”).

Website & SMS data

This Policy also covers personal information collected from Site visitors and recipients of text messages we send on behalf of a practice.

2. Information We Collect

Patient & Appointment Data

Name, mobile number, appointment date/time, treatment ty

Provided by you, the practice, or practice-management system

Communication Logs

Call recordings, verbal opt-in clips, SMS logs, delivery receipts

Generated by our telephony platform

Form Submissions

Intake questionnaires, insurance details, consent check-box status

Submitted by you via secure web forms

Usage & Device Data

IP address, browser type, pages visited, referring URLs, cookies, analytics events

Collected automatically via cookies and analytics tools

Support Interactions

Emails, chat transcripts, troubleshooting notes

Provided by you when contacting support

We do not intentionally collect social security numbers, credit-card data, or full medical records.

3. How We Use Information

• Schedule, confirm, and remind you about dental appointments
• Send secure links to intake or payment forms
• Maintain HIPAA-compliant audit logs of consent, appointments, and communications
• Improve and secure our AI models and telephony platform
• Respond to inquiries and provide customer support
• Comply with legal obligations and enforce our Terms of Service

4. SMS & Voice Communications

• Transactional only – limited to scheduling, confirmations, reminders, and service updates (no promotions).
• Opt-in required – explicit consent via web, verbal, or written authorization (see /sms-terms).
• Opt-out anytime – reply STOP to cancel; HELP for assistance.
• No PHI via SMS – diagnosis or sensitive medical details are never included in texts.

5. How We Share Information

DemandGain does not sell personal information. We disclose data only:

1. To the dental practice that serves you
2. To service providers (e.g., cloud hosting, SMS carriers, analytics) bound by confidentiality and security obligations
3. For legal reasons – to comply with subpoenas, court orders, or enforce our rights
4. With your consent or at your explicit direction

6. Data Security

• AES-256 encryption at rest and TLS 1.2+ in transit
• Role-based access controls and multi-factor authentication
• Annual HIPAA security risk assessments
• 24 × 7 infrastructure monitoring and logical network segmentation

No method of transmission or storage is 100 % secure; you transmit data at your own risk.

7. Data Retention

• PHI & communication logs – retained for 4 years (or longer if required by state law).
• Website analytics data – retained for 26 months then archived or deleted.
• You may request earlier deletion where applicable (see Section 8).

8. Your Rights & Choices

A. HIPAA

To access, amend, or receive an accounting of your PHI processed by DemandGain, contact your dental practice (the Covered Entity under HIPAA).

B. California Residents (CCPA/CPRA)

California residents may:

• Know what personal information we collect and how we use it
• Request deletion or correction of personal information
• Opt-out of the “sale” or “sharing” of personal information (we do neither)
• Exercise these rights without retaliation

Submit requests via privacy@demandgain.com. Identity verification is required.

C. Marketing Communications

We currently send no marketing emails or SMS. If that changes, we will obtain separate opt-in consent and provide clear unsubscribe options.

9. Children’s Privacy

Our Service and Site are not directed to children under 13. We do not knowingly collect personal information from anyone under 13. If you believe a child has provided us data, contact privacy@demandgain.com and we will delete it.

10. International Visitors

DemandGain is headquartered in the United States. If you access the Site from outside the U.S., you consent to the transfer of your information to the U.S., which may have different data-protection laws than your country.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes are effective when posted on this page with a revised “Effective Date.” Material changes will be announced via a notice on the Site or via email/SMS where practicable.

12. Contact Us

DemandGain, Inc.

✉ privacy@demandgain.com