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Privacy Policy
Last Updated: January 2024
This Privacy Policy describes how ClearCompliance ("we," "us," or "our") collects, uses, discloses, and
protects information when you use our website and services. By accessing or using our services, you
agree to this Privacy Policy.
1. Information We Collect
1.1 Information You Provide
We collect information you voluntarily provide when using our services, including:
Practice Information: Business name, address, phone number, email address, state of operation, practice
type, number of employees
Contact Information: Name, email address, phone number of practice owner or authorized representative
Practice Details: Information about your dental practice operations, procedures, policies, and compliance
needs
Payment Information: Billing address and payment details (processed securely through third-party
payment processors)
Communications: Any information you provide when contacting our support team or communicating with
us
1.2 Automatically Collected Information
When you visit our website, we automatically collect certain information, including:
Device Information: IP address, browser type, operating system, device identifiers
Usage Data: Pages visited, time spent on pages, links clicked, referring website
Cookies and Tracking: Information collected through cookies, web beacons, and similar technologies
Log Data: Server logs including access times, error messages, and system activity
1.3 Information from Third Parties
We may receive information from third-party services you use to access our platform, including payment
processors, analytics providers, and marketing platforms.
2. How We Use Your Information
We use the information we collect for the following purposes:
2.1 Service Delivery
Generate customized compliance documentation for your dental practice
Process your orders and deliver documents
Provide customer support and respond to inquiries
Maintain and update your compliance documents (for subscription customers)
Send service-related notifications and updates
2.2 Business Operations
Process payments and manage billing
Detect and prevent fraud, abuse, and security incidents
Comply with legal obligations and enforce our terms
Maintain records for business and legal purposes
2.3 Improvement and Analytics
Analyze usage patterns to improve our services
Develop new features and functionality
Conduct research and analytics
Test and optimize our website performance
2.4 Marketing and Communications
Send promotional materials and service updates (with your consent)
Provide information about new features or services
Conduct surveys and gather feedback
3. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
3.1 Service Providers
We share information with third-party service providers who perform services on our behalf, including:
Payment processors (Stripe, PayPal, etc.)
Cloud hosting and storage providers
Email service providers
Analytics and monitoring services
Customer support platforms
These service providers are contractually obligated to protect your information and use it only for the
purposes we specify.
3.2 Legal Requirements
We may disclose your information if required by law or in response to:
Valid legal process (subpoenas, court orders, warrants)
Government or regulatory requests
Protection of our rights, property, or safety
Prevention of fraud or illegal activity
Enforcement of our terms and policies
3.3 Business Transfers
If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred
as part of that transaction. We will notify you of any such change in ownership or control.
3.4 With Your Consent
We may share your information for other purposes with your explicit consent.
4. Data Security
We implement industry-standard security measures to protect your information, including:
Encryption: All data transmitted to and from our services is encrypted using SSL/TLS protocols
Secure Storage: Data is stored on secure servers with restricted access
Access Controls: Limited employee access to personal information on a need-to-know basis
Regular Audits: Periodic security assessments and vulnerability testing
Incident Response: Procedures for detecting and responding to security breaches
However, no method of transmission or storage is 100% secure. While we strive to protect your information,
we cannot guarantee absolute security.
5. Data Retention
We retain your information for as long as necessary to:
Provide our services and fulfill the purposes described in this policy
Comply with legal, regulatory, tax, or accounting requirements
Resolve disputes and enforce our agreements
Maintain business records and prevent fraud
When information is no longer needed, we securely delete or anonymize it. Specific retention periods vary
based on the type of information and applicable legal requirements.
6. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
6.1 Access and Portability
You have the right to request access to the personal information we hold about you and receive a copy in a
portable format.
6.2 Correction and Update
You can request correction of inaccurate or incomplete information. You may also update your account
information directly through our platform.
6.3 Deletion
You may request deletion of your personal information, subject to certain exceptions (legal obligations,
dispute resolution, security purposes).
6.4 Opt-Out of Marketing
You can opt out of marketing emails by clicking the "unsubscribe" link in any promotional email or contacting
us directly. Note that you will still receive transactional emails related to your account and services.
6.5 Cookie Preferences
You can manage cookie preferences through your browser settings. Note that disabling cookies may affect
website functionality.
6.6 Do Not Track
Our website does not currently respond to "Do Not Track" signals from browsers.
To exercise any of these rights, please contact us at
privacy@clearcompliance.com
. We will respond to your
request within 30 days.
7. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience. Types of cookies we use:
7.1 Essential Cookies
Required for website functionality, security, and service delivery. These cannot be disabled.
7.2 Analytics Cookies
Help us understand how visitors use our website (Google Analytics, etc.). These can be disabled through
browser settings.
7.3 Marketing Cookies
Used to deliver relevant advertisements and track campaign effectiveness. You can opt out through browser
settings or third-party opt-out tools.
For more information about cookies and how to manage them, visit
www.allaboutcookies.org
.
8. Third-Party Links and Services
Our website may contain links to third-party websites or integrate with third-party services. We are not
responsible for the privacy practices of these third parties. We encourage you to review their privacy policies
before providing any information.
9. Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal
information from children. If we become aware that we have collected information from a child without
parental consent, we will take steps to delete that information promptly.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence.
These countries may have different data protection laws. When we transfer information internationally, we
implement appropriate safeguards to protect your information in accordance with this Privacy Policy and
applicable law.
11. State-Specific Privacy Rights
11.1 California Residents (CCPA/CPRA)
California residents have additional rights under the California Consumer Privacy Act (CCPA) and California
Privacy Rights Act (CPRA):
Right to know what personal information is collected, used, shared, or sold
Right to delete personal information
Right to opt out of the sale or sharing of personal information (we do not sell personal information)
Right to correct inaccurate personal information
Right to limit use of sensitive personal information
Right to non-discrimination for exercising privacy rights
To exercise these rights, contact us at
privacy@clearcompliance.com
or call our toll-free number. You may
designate an authorized agent to make requests on your behalf.
11.2 Virginia, Colorado, Connecticut, and Utah Residents
Residents of these states have similar rights to access, correct, delete, and obtain a copy of their personal
information, as well as opt out of targeted advertising and certain data processing activities.
11.3 European Economic Area (EEA) and UK Residents (GDPR)
If you are located in the EEA or UK, you have additional rights under the General Data Protection Regulation
(GDPR):
Right to access, rectification, erasure, and data portability
Right to restrict or object to processing
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
Our legal basis for processing your information includes: performance of a contract, legitimate interests, legal
obligations, and consent (where applicable).
12. HIPAA and Healthcare Data
Important Notice: ClearCompliance is NOT a covered entity or business associate under the Health Insurance
Portability and Accountability Act (HIPAA). We do not:
Collect, store, or process protected health information (PHI) about patients
Access your practice's patient records or medical data
Require PHI to generate compliance documentation
Act as a business associate for HIPAA purposes
We only collect administrative information about your dental practice operations (practice name, address,
procedures offered, etc.) necessary to create customized compliance templates. You are responsible for
ensuring that any information you provide to us does not include PHI or other confidential patient information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal
requirements, or other factors. We will notify you of material changes by posting the updated policy on our
website with a new "Last Updated" date and, where appropriate, by sending you an email notification. Your
continued use of our services after changes become effective constitutes acceptance of the updated policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please
contact us:
ClearCompliance
Email:
privacy@clearcompliance.com
Support:
support@clearcompliance.com
Response Time: We will respond to privacy inquiries within 30 days
Important Disclaimer
This Privacy Policy describes our data practices for ClearCompliance services only. It does not
constitute legal advice regarding your obligations under HIPAA, state privacy laws, or other regulations
applicable to your dental practice. You are responsible for implementing appropriate privacy and
security measures for your practice and consulting with qualified legal counsel regarding your
compliance obligations.
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