PracticePilot AI, Inc. (“PracticePilot AI,” “Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of our users, including dental professionals, practice staff, patients, and website visitors.
This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit www.practicepilotai.com (the “Site”) and use our AI-powered services (the “Service”).
The Service includes our:
- AI Dental Scribe
- Voice-Activated Intake Forms
- Empathetic Post-Procedure Summaries
- AI Voice Agent
- Practice ROI Dashboard
By accessing or using our Site or Service, you agree to the terms of this Privacy Policy.
I. Information We Collect
We collect both Personal Information and Non-Personal Information.
Personal Information
Personal Information is information that identifies or can reasonably identify an individual. Depending on your interaction with us, we may collect:
From Dental Practices and Staff
- Name
- Practice name
- Email address
- Phone number
- Billing information
- Account credentials
- Role-based access information
From Patients (through dental practices using our Service)
- Name
- Date of birth
- Contact information
- Medical and dental history
- Insurance information
- Appointment details
- Voice recordings related to intake or after-hours calls
- Visit documentation data
- Post-procedure summary information
Protected Health Information (PHI)
Because PracticePilot AI provides documentation, intake, and voice services for dental practices, we may process Protected Health Information (PHI) as defined under HIPAA. We implement administrative, physical, and technical safeguards to protect PHI in accordance with applicable U.S. healthcare privacy laws.
II. Information Collected Automatically
When you use our Site, we may automatically collect:
- IP address
- Browser type
- Device type
- Operating system
- Pages visited
- Time and date of visit
- Referring URLs
- Usage analytics
We use cookies and similar technologies to:
- Maintain user sessions
- Improve website functionality
- Analyze traffic trends
- Enhance user experience
You may disable cookies in your browser settings; however, some features of the Site may not function properly.
III. How We Use Information
We use collected information to:
- Provide and improve the Service
- Generate AI-powered documentation and summaries
- Facilitate voice-based intake and call handling
- Support appointment scheduling
- Provide ROI analytics to practices
- Communicate with users
- Provide customer support
- Comply with legal obligations
- Protect against fraud or security risks
IV. Text Messages and Communications
If you provide your phone number through demo booking or contact forms, you consent to receive communications related to:
- Demo scheduling
- Pilot program updates
- Service-related notifications
- Account communications
Message frequency may vary. Message and data rates may apply.
You may opt out at any time by replying:
For assistance, contact: varun@practicepilotai.com
V. How We Share Information
We do not sell or rent Personal Information.
We may share information:
With Service Providers
We use trusted third-party vendors to support:
- Cloud infrastructure
- Secure hosting
- Telephony services
- Analytics
- Payment processing
- Scheduling tools
These vendors are contractually obligated to safeguard information and, where applicable, sign Business Associate Agreements.
With Dental Practices
Patient information processed through our Service is accessible to the dental practice that engaged us.
Legal Requirements
We may disclose information if required to:
- Comply with law
- Respond to subpoenas or court orders
- Protect rights or safety
- Prevent fraud or abuse
Business Transfers
In the event of a merger, acquisition, or asset sale, information may be transferred as part of the transaction, subject to confidentiality protections.
VI. Data Security
PracticePilot AI implements reasonable and industry-standard safeguards including:
- Encryption in transit and at rest
- Role-based access controls
- Secure authentication mechanisms
- Audit logging
- Infrastructure monitoring
- HIPAA-aligned security practices
While we strive to protect your information, no system can guarantee absolute security. By using our Service, you acknowledge this risk.
VII. Data Retention
We retain information only as long as necessary to:
- Fulfill contractual obligations
- Comply with legal requirements
- Resolve disputes
- Enforce agreements
Patient data retention is governed by agreements with the dental practice.
VIII. Your Rights
Depending on your location, you may have rights to:
- Access your personal information
- Correct inaccuracies
- Request deletion (subject to legal obligations)
- Restrict certain processing
- Opt out of marketing communications
California residents may request information regarding data sharing under California privacy laws.
To exercise your rights, contact: varun@practicepilotai.com
IX. Children’s Privacy
Our Service is intended for use by licensed healthcare professionals and adult patients. We do not knowingly collect information directly from children under 13. Patient information for minors is collected by dental practices and processed under HIPAA.
X. Third-Party Services
Our Site and Service may integrate with third-party platforms such as:
- Scheduling tools
- Telephony providers
- Practice management systems (e.g., Dentrix, Open Dental, Eaglesoft)
- Cloud hosting providers
These third parties have their own privacy policies. We encourage you to review them. PracticePilot AI does not control third-party privacy practices.
XI. Do Not Track (DNT)
Our Site does not currently respond to Do Not Track browser signals.
XII. International Users
PracticePilot AI is based in the United States. By using our Site or Service, you consent to the transfer and processing of information in the United States.
XIII. Changes to This Privacy Policy
We may update this Privacy Policy periodically. If we make material changes, we will:
- Post the updated version on our Site
- Update the “Last Updated” date
- Provide notice where legally required
Continued use of the Service after changes constitutes acceptance of the revised policy.
XIV. Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact: