This Privacy Policy explains the privacy practices of DentCMO LLC, doing business through IntakeIQ ("DentCMO," "IntakeIQ," "we," "us," or "our"). It applies when you visit our websites, communicate with us, use IntakeIQ, or receive communications delivered through our services. Dental practices using IntakeIQ may maintain their own privacy notices and remain responsible for their independent collection and use of patient information.
1. Scope and overview
IntakeIQ is a patient opportunity management and communications platform designed for dental practices. It helps practices organize inquiries, document follow-up activity, communicate with patients, and evaluate marketing and operational performance.
This Policy applies to information collected through DentCMO and IntakeIQ websites, web forms, account registration, software use, support interactions, analytics tools, and SMS or other communications. It does not replace the privacy notices of dental practices or other organizations that use IntakeIQ.
2. Information we collect
Information you provide directly
We may collect information that you or an authorized organization provides to us, including:
- Name, business name, title, email address, telephone number, and mailing address.
- Account credentials and administrative account information.
- Billing, subscription, and transaction-related information.
- Information submitted through contact forms, assessments, demo requests, support requests, or other communications.
- Patient inquiry, scheduling, communication, status, source, and follow-up information entered into or transmitted through IntakeIQ by an authorized dental practice.
- SMS and other message content, delivery information, opt-in or opt-out status, and related communication records.
Information collected automatically
When you access our websites or services, we may automatically collect device and usage information such as IP address, browser type, device type, operating system, referring URLs, pages viewed, date and time of access, approximate location derived from IP address, and interactions with our websites or software.
Information received from customers and service providers
We may receive information from dental practices, website form providers, communications providers, analytics providers, payment processors, hosting providers, advertising platforms, and other vendors used to operate IntakeIQ and DentCMO services.
3. How we use information
We may use information to:
- Provide, operate, maintain, secure, and improve IntakeIQ and related DentCMO services.
- Create and administer accounts, authenticate users, and provide customer support.
- Enable dental practices to manage patient opportunities, follow-up, communications, and scheduling-related workflows.
- Send transactional, operational, customer-care, and service-related communications.
- Process payments, administer subscriptions, and maintain business records.
- Measure website and platform performance, diagnose technical issues, and improve usability.
- Protect against fraud, abuse, unauthorized access, security incidents, and violations of applicable agreements.
- Comply with legal obligations, enforce our rights, and respond to lawful requests.
- Communicate about DentCMO or IntakeIQ products and services where permitted by law and consistent with applicable consent requirements.
4. Patient and dental practice data
Dental practices may use IntakeIQ to process information about prospective or existing patients. In that context, the dental practice generally determines why and how the information is collected and used, while DentCMO LLC processes the information to provide IntakeIQ and related services.
Patients should direct questions about a dental practice's clinical records, treatment information, privacy practices, or requests to exercise rights concerning practice-controlled information to the dental practice involved. We may assist an IntakeIQ customer in responding to an appropriate request where required by contract or applicable law.
IntakeIQ is not a substitute for a dental practice's clinical record system, professional judgment, legal obligations, or patient consent procedures. A practice is responsible for ensuring it has the authority and appropriate consent to enter, access, use, and communicate information through the platform.
5. SMS communications and consent
IntakeIQ enables participating dental practices to send and receive conversational and customer-care text messages. Depending on the practice and the patient's interaction with it, messages may include responses to inquiries, appointment scheduling, appointment confirmations, reminders, follow-up communications, requests for information, and related service communications.
How recipients provide consent
Recipients may provide their mobile number and consent directly to a dental practice through a website or online form, verbally during scheduling or registration, through written practice materials, or through another disclosed opt-in process. The applicable dental practice is responsible for maintaining an appropriate and verifiable consent process.
Message frequency and charges
Message frequency varies based on the recipient's interactions, appointment activity, requests, and the communication practices of the applicable dental practice. Message and data rates may apply.
Opting out and obtaining help
Recipients may reply STOP to opt out of further SMS messages from the applicable messaging program. Recipients may reply HELP for assistance. An opt-out applies to the applicable sender or messaging program and may not prevent communications that are legally required or delivered through a different communication channel.
Consent is not a condition of purchase
Where required by applicable law, consent to receive automated or promotional text messages is not a condition of purchasing goods or services. SMS consent should be obtained separately from acceptance of general website or service terms.
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 sold, rented, or shared with third parties or affiliates for their own marketing or promotional purposes.
6. How we disclose information
We may disclose information in the following limited circumstances:
- Service providers: Vendors that provide hosting, communications, analytics, payment processing, security, customer support, and other operational services under appropriate contractual restrictions.
- Dental practice customers: Information may be available to the dental practice and authorized users responsible for the applicable patient relationship, inquiry, or communication.
- Business transfers: Information may be transferred in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable law.
- Legal and safety purposes: We may disclose information when reasonably necessary to comply with law, legal process, lawful requests, protect rights or safety, investigate misconduct, or enforce agreements.
- With direction or consent: We may disclose information when directed by the authorized customer, account user, or individual, or when consent has otherwise been provided.
We do not sell text messaging opt-in data or consent. We do not permit service providers to use mobile information or SMS consent for their independent marketing purposes.
7. Cookies and analytics
We may use cookies, pixels, local storage, analytics technologies, and similar tools to operate our websites, remember preferences, understand site usage, measure performance, maintain security, and improve our services.
Our websites may use Google Analytics or similar services. These providers may collect device and usage information according to their own privacy terms. Browser settings and certain privacy tools may allow you to limit or block cookies, although doing so may affect website or platform functionality.
8. Data security
We use reasonable administrative, technical, and organizational safeguards intended to protect information against unauthorized access, loss, misuse, alteration, or disclosure. Safeguards may include access controls, authentication, encryption in transit, logging, monitoring, backups, vendor controls, and staff access limitations.
No internet transmission, software platform, or storage system is completely secure. Accordingly, we cannot guarantee absolute security. Customers are responsible for protecting account credentials, restricting user access, configuring their systems appropriately, and promptly notifying us of suspected unauthorized use.
9. Data retention
We retain information for as long as reasonably necessary to provide services, administer accounts, maintain business and communication records, comply with legal and contractual obligations, resolve disputes, enforce agreements, and protect our legitimate interests.
Retention periods may vary based on the type of information, customer instructions, contractual requirements, legal obligations, backup cycles, and the purpose for which the information was collected. Information may be deleted, de-identified, or aggregated when it is no longer reasonably needed.
10. Your choices and privacy rights
Depending on your location and the circumstances, you may have rights concerning access, correction, deletion, restriction, objection, portability, or withdrawal of consent. These rights may be subject to exceptions and identity verification requirements.
For information controlled by a dental practice, contact that practice directly. For information controlled by DentCMO LLC, submit a request through our contact page. We may need to verify your identity and authority before completing a request.
You may unsubscribe from non-essential marketing email by using the unsubscribe link included in the message. You may opt out of applicable SMS communications by replying STOP.
11. Children's privacy
DentCMO and IntakeIQ websites and commercial services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through our public websites for independent marketing purposes.
A dental practice may use IntakeIQ in connection with communications involving a minor patient when the practice has the lawful authority and appropriate parent, guardian, or patient consent to do so. The dental practice remains responsible for complying with laws governing those interactions.
12. Third-party websites and services
Our websites and services may link to or integrate with services operated by third parties. Their privacy practices are governed by their own policies, not this Policy. We encourage users to review the privacy terms of any third-party service they use.
Third-party providers may include communications carriers and platforms, hosting providers, payment processors, analytics providers, form providers, advertising platforms, and other technology vendors needed to operate or support our services.
13. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our services, technology, business practices, or legal obligations. When we make changes, we will revise the "Last updated" date above. Material changes may also be communicated through the website, software, email, or another reasonable method.
Your continued use of the applicable services after an updated Policy becomes effective is subject to the revised Policy, to the extent permitted by law.
14. Contact us
Questions, privacy requests, and concerns may be submitted through our contact page.
Website: dentcmo.com