Privacy Policy

Last Updated: May 6, 2021


Introduction. Dental Vault LLC (“Dental Vault” or “we” or “us”) respects your privacy and is committed to protecting it. Please read this Privacy Policy carefully to understand how Dental Vault collects and uses your personal information and data. This Privacy Policy covers all Personal Information (as hereinafter defined) that we receive from various sources as outlined below. By using or accessing Dental Vault’s website(s), including (the “Website”, whether one or more), in any way, or by engaging in transactions with Dental Vault through any other means, you acknowledge that you accept the practices and policies outlined in this Privacy Policy, and you hereby consent to our collection, use, and disclosure of your information in the manner described herein. Please read this Privacy Policy carefully to understand our policies and practices regarding your Personal Information and how Dental Vault will treat such information. By accessing or using the Website, you agree to this Privacy Policy. If you do not agree with this Privacy Policy or Dental Vault’s policies and practices, please do not use the Website or transact business with Dental Vault.

Changes to Privacy PolicyWe review this Privacy Policy regularly and may update it from time to time. We will post any changes on this page and may also provide notice of material changes to our Privacy Policy on the Website home page and/or through our online subscription service, though Dental Vault has no obligation to provide such notification. If you object to any changes to this Privacy Policy, you may close your account and discontinue use of the Website and services subject to any termination provisions and fees in your subscription agreement(s) with Dental Vault. Each time you use any service of Dental Vault, you agree that the current version of this Privacy Policy applies.

Changes to Privacy Policy. This Privacy Policy may change from time to time. Your continued use of the Website after Dental Vault makes changes is deemed to be acceptance of those changes, so please check this Privacy Policy periodically for updates. If you are registering an account or using the services on behalf of an individual or entity other than yourself, you represent that you are authorized by such individual or entity to agree to this Privacy Policy on such individual’s or entity’s behalf.

Information We Collect About You and How We Collect It

  • Personal Information. For purposes of this Privacy Policy, “Personal Information” may include, but is not necessarily limited to, any information that can be used to identify or locate you, such as your name, address, IP address, mailing address, contact information, email address or phone number and other information you may produce to us. Both federal and state law in the United States define Personal Information, as do the laws of other countries and jurisdictions. This Privacy Policy is intended to include the most expansive definition that applies to you. Please recognize that your rights related to Personal Information, and how Personal Information is defined, differs somewhat from state to state and country to country. For example, a California resident likely has different rights than a Texas resident.

Aggregate Data. Our definition of Personal Information does not include “aggregate” data. Aggregate data is information we collect about a group or category of services or users from which individual user identities have been removed. In other words, no Personal Information is included in aggregate data. Aggregate data helps us understand trends in our users’ needs so that we can better consider new features or otherwise tailor our services. This Privacy Policy in no way restricts or limits our collection and use of aggregate data, and we may share aggregate data about our users with third parties for various purposes, including to help us better understand our customer needs and improve our services and for advertising and marketing purposes.

Scope of Collection. This Privacy Policy describes the types of Personal Information Dental Vault may collect from you or that you may provide when you visit the Website and our practices for collecting, using, maintaining, protecting, and disclosing that information. This Privacy Policy applies to Personal Information Dental Vault collects:

  • On the Website.
  • In e-mail, text, and other electronic messages between you and the Website or Dental Vault.
  • Through mobile and desktop applications you download from the Website, which provide dedicated non-browser-based interaction between you and the Website. Dental Vault’s online scheduling app provides widgets to customers and patients for their use in scheduling, and Personal Information is collected through these widgets.

It does not apply to information collected by:

  • Dental Vault offline or through any other means, including on any other website operated by Dental Vault or any third party (including Dental Vault’s affiliates and subsidiaries); or

Any third party (including Dental Vault affiliates and subsidiaries), including through any application or content (including advertising) that may link to or be accessible from, or on, the Website.

Types of Personal Information. Dental Vault collects several types of Personal Information from and about users of the Website, including, but not necessarily limited to:

  • Information by which you may be personally identified, such as your name, postal address, e-mail address, or telephone number; 
  • Information that is about you but individually does not identify you, such as your age, gender, and internet browser;
  • Details of transactions you carry out through the Website and of the fulfillment of your requests; and
  • Your search queries and questions and comments posted on the Website, concerning your internet connection, the equipment you use to access the Website, and usage details.

Using Website Services. You may be required to provide Personal Information before using certain services on or through the Website.

Communications with Dental Vault. If you communicate with Dental Vault by, for example, e-mail or letter, any information provided in such communication may be collected as Personal Information. You also may provide information to be published or displayed (hereinafter, “posted”) on public areas of the Website or transmitted to other users of the Website or third parties (collectively, “User Contributions”). Your User Contributions are posted on and transmitted to others at your own risk. Please be aware that no security measures are perfect or impenetrable. Additionally, Dental Vault cannot control the actions of other users of the Website. Therefore, Dental Vault cannot and does not guarantee that your User Contributions will not be viewed by unauthorized persons.

Payment Processing Vendors. If you choose to use a paid Dental Vault account or service, our payment processing vendor collects your credit card information and billing address.

Methods of Collecting Personal Information. Dental Vault collects Personal Information by a variety of methods, including:

  • Directly from you when you provide it to Dental Vault or on or through the Website. This includes:
  • Information that you voluntarily provide to Dental Vault when you choose to use some of the services on the Website, such as reporting technical problems with our apps, services, or Website, and completing forms prior to and/or leading up to subscription to Dental Vault services;
  • Information you provide voluntarily in free-form text boxes on the Website and through responses to forms, surveys, feedback requests, questionnaires, contests, and the like. Some of the services on the Website may ask for your health-related Personal Information; and
  • Information that you provide in email or other correspondence with Dental Vault.
  • Via certain services on or through the Website that require you to download and install software on your computer (“Downloaded Software”). The Downloaded Software may collect and transmit information from your computer system solely relating to the Downloaded Software and for the purpose of providing you with the relevant services.
  • Automatically as you navigate through the Website. Information collected automatically may include usage details, IP addresses, and information collected through cookies, web beacons, and other tracking technologies.
  • From third parties, for example, our business partners.

Children Under the Age of 13. Where we process the Personal Information of minors we require the subscriber or person inputting the Personal Information to be the parent or guardian of the minor or to obtain their consent. Dental Vault’s Website and our online subscription service are not intended for use by children under 13 years of age. No one under age 13 may provide any information to, or on the Website. Dental Vault does not knowingly collect Personal Information from children under 13. If you are under 13, do not use or provide any information on the Website or on or through any of its features, register on the Website, make any purchases through the Website, use any interactive or public comment features of the Website or provide any information about yourself to Dental Vault or on the Website, including your name, address, telephone number, e-mail address, or any screen name or user name you may use. If Dental Vault learns that it has collected or received Personal Information from or about a child under 13 without verification of parental consent, Dental Vault will delete that information. If you believe Dental Vault might have any information from or about a child under 13, please contact us as set forth in the Contact Information section at the end of this Privacy Policy.

California Consumer Privacy Act Notice: Pursuant to the § 1798.110 of the California Consumer Privacy Act (“CCPA”), the categories of Personal Information that we have collected about individual consumers in the preceding twelve months are:

  • Identifiers such as name, email address, address, telephone number, insurance policy number, employment information, medical information, and health insurance information;
  • Commercial information: records of services purchased;
  • Internet activity; and
  • Geolocation data.

Usage Details, IP Addresses, Cookies and Other Technologies. As you navigate through and interact with the Website, Dental Vault may automatically collect certain information about your equipment, browsing actions and patterns, including, but not limited to:

  • Details of your visits to the Website, including traffic data, location data, logs, and other communication data and the resources that you access and use on the Website; and
  • Information about your type of computer and internet connection, including your IP address, domain servers, operating system, web browser type, referring source which may have sent you to the Website, and other information associated with the interaction of your browser and the Website (collectively, “Traffic Data”).

Statistical Data. The information Dental Vault collects automatically is statistical data. It helps Dental Vault to improve the Website and to deliver a better and more personalized service by enabling us to:

  • Estimate our audience size and usage patterns;
  • Store information about your preferences, allowing us to customize the Website according to your individual interests;
  • Speed up your searches; and
  • Recognize you when you return to the Website.

Collection Technologies. The technologies Dental Vault uses for this automatic data collection may include:

  • Cookies (or browser cookies): A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting, you may be unable to access certain parts of the Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to the Website.
  • Flash Cookies: Certain features of the Website may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from and on the Website. Flash cookies are not managed by the same browser settings as are used for browser cookies.
  • Web Beacons: Pages of the Website and Dental Vault’s e-mails may contain small electronic files known as web beacons (also referred to as clear gifs. pixel tags and single-pixel gifs) that permit Dental Vault, for example, to count users who have visited those pages or opened an e-mail and for other related Website statistics (for example, recording the popularity of certain Website content and verifying system and server integrity).

Third-party Advertiser Use of Cookies and Other Tracking Technologies. Some advertisements on the Website are served by third-party advertisers, ad networks, and ad servers. These third parties may use cookies, alone or in conjunction with web beacons or other tracking technologies, to collect information about Website users. This may include information about users’ behavior on the Website and other websites to serve them interested-based (behavioral) advertising. Dental Vault does not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement, you should contact the responsible advertiser directly.

Dental Vault Business Partners. Our business partners may use cookies to provide Dental Vault with anonymous data and information regarding the use of Dental Vault’s services. Specifically, some of Dental Vault’s business partners use Cookies to show Dental Vault ads on other sites on the internet as a result of you using Dental Vault’s services. Such cookies do not contain any Personal Information. Other cookies used by our business partners may collect other non-personally identifying information, such as the computer’s IP address, type of operating system, type of internet browsing software, what web pages were viewed at what time, the geographic location of your internet service provider, and demographic information, such as gender and age range. This information is used to provide Dental Vault with more information about its user’s demographics and internet behaviors.

Third-Party Analytics. Dental Vault may use third party website analytics services in connection with the Website, for example, to record mouse clicks, mouse movements, and scrolling activity, as well as any text that you type into the Website. These website analytics services do not collect Personal Information that you do not voluntarily enter into the Website. These services do not track your browsing habits across websites which do not use their services. Dental Vault uses the information collected from these services to find usability problems to make the Website easier to use. The recordings will not identify you or your account; they only record anonymous user information.

How Dental Vault Uses Your Information

Dental Vault uses information that Dental Vault collects about you or that you provide to us, including any Personal Information:

  • To present the Website and its contents to you;
  • To provide your Personal Information to dental and/or medical providers specified by you;
  • To provide you with information, products, or services that you request from Dental Vault or the Website;
  • To fulfill any other purpose for which you provide it;
  • To provide you with notices about your account;
  • To enable us to develop, customize, and improve the Website and our publications, products, and services;
  • To carry out Dental Vault’s obligations and enforce Dental Vault’s rights arising from any contracts entered into between you and Dental Vault;
  • To notify you about changes to the Website or any products or services Dental Vault offers or provides through the Website;
  • To allow you to participate in interactive features on the Website;
  • In any other way we may describe when you provide the information; and
  • For any other purpose, with your consent.
  • Storage of Information

Standard of Storage. Dental Vault stores all information in state-of-the-art physical storage facilities and cloud storage. In doing so, Dental Vault uses appropriate physical, organizational, and technological measures to protect the Personal Information you provide to us against loss or theft, and unauthorized access, disclosure, copying, use, or modification. This includes limiting access on a “need-to-know” basis. Where third parties (such as AWS) are used to host our products, we use third parties who meet required privacy and security standards. However, no electronic data transmission can be guaranteed to be secure from access by unintended recipients, and Dental Vault will not be responsible for any breach of security unless this breach is due to its negligence. Although we are committed to employing reasonable technology in order to protect the security of the Website, even with the best technology, no website is 100% secure. In transacting business with us through the Website, you assume the risk inherent in transacting business online.

Storage of Personal Information. We store Personal Information that we have collected on our premises and in our information system at our facilities, in third party data centers that provide our hosting services, in the systems of third-party service providers, and in cloud storage solutions. Dental Vault is located in the United States. If Dental Vault transfers Personal Information from one country to another, we will ensure that the information is transferred in accordance with this Agreement and the Privacy Policy, and as permitted by applicable data protection laws.

Indefinite Storage of Certain Information. Dental Vault stores all Traffic Data and review postings indefinitely, even after deletion, and may archive such information elsewhere. Dental Vault stores all Personal Information until you request that Dental Vault modify or delete it, in which case Dental Vault may still retain certain Personal Information for the reasons described herein.

Third-Party Plugins and Services. To offer the Website, products and services to you, Dental Vault relies on plugins and services from third parties such as internet service providers, email service providers and plugins, calendar plugins, Customer Relationship Management (CRM) systems, credit card processors, and third party data storage. To the extent these providers have access to your Personal Information, we require that they are legally or contractually committed to comply with applicable privacy laws. In the case of credit card processors, we require that they be PCI DSS-compliant. However, we cannot guarantee with certainty that the computer systems and storage systems whereon these services are offered will not be accessed by unauthorized parties. This is a risk inherent in providing any information and conducting any business online. In transacting business with us through the Website, you assume the risk inherent in transacting business online.

Disclosure of Your Information

  • No Information Sold or Rented. Dental Vault does not sell or rent any Personal Information to third parties. 

When Dental Vault Discloses Information. Dental Vault may disclose Personal Information that it collects or you provide as described in this Privacy Policy to:

  • Dental Vault’s subsidiaries and affiliates;

Contractors, service providers, and other third parties Dental Vault uses to support its business and who are bound by contractual obligations to keep Personal Information confidential and use it only for the purposes for which we disclose it to them;

A buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Dental Vault’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding;

Fulfill the purpose for which you provide it;

Providers you select to receive your Personal Information; or

Carry out any other purpose disclosed by Dental Vault when you provide the information.

Additionally, Dental Vault may may disclose Personal Information that it collects or you provide as described in this Privacy Policy with your consent.

Election to not Provide Personal Data. You may choose not to provide Dental Vault with any Personal Information. In such an event, you can still access and use some of the services on the Website; however you will not be able to access and use certain key features of the services and/or the Website that require your Personal Information.

Additional Disclosures. Dental Vault may also disclose your Personal Information:

  • To comply with any court order, law, or legal process, including to respond to any government or regulatory request;

To enforce or apply our Terms of Use  and other agreements;

If Dental Vault believes disclosure is necessary or appropriate to protect the rights, property, or safety of Dental Vault, Dental Vault’s customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction; or

To respond to claims that any posting or other content violates the rights of third parties.

Notice to Doctors and Dentists. Doctors, dentists, their employees, and their agents should be particularly aware of their obligations of patient confidentiality, including without limitation, their obligations under the Health Insurance Portability and Accountability Act (“HIPAA”), both in communicating with Dental Vault and in responding to a review of their services posted on the Website. Dental Vault does not have, and will not accept, any obligations of confidentiality with respect to any communications other than those expressly stated in this Privacy Policy or in the Terms of Use for the Website.

Public Information. Any information that you may reveal in a review posting or other online discussion or forum is intentionally open to the public and is not in any way private. You should not disclose any Personal Information or personally identifiable information in any public forum.

Retention of Personal Information

  • Processing and Archiving of Personal Information. Dental Vault processes Personal Information for a reasonable period of time to fulfill the purposes contemplated in this Privacy Policy. Personal Information is then archived for time periods as required or necessitated by law or by legal considerations. Dental Vault reserves the right to delete a customer’s data, including Personal Information provided by that customer, from its system after 30 days from the date of termination of its agreement with the applicable customer. Dental Vault may also delete Personal Information in response to an individual’s request, as set forth in Section VII below.

Retention of Data. Dental Vault reserves the right to retain usage data relating to our products and services, as well as data that has been anonymized and/or aggregated, to the extent permitted by applicable laws. With respect to any Personal Information collected by us for marketing or for our own internal purposes, we will retain that data for a reasonable time in order to fulfill those purposes.

Updates and Compliance. We regularly review our retention policy to ensure compliance with our obligations under data protection laws and other regulatory requirements. We regularly audit our databases and archived information to ensure that Personal Information is only stored and archived in alignment with our retention policy. 

Your Rights and Choices About How Dental Vault Uses and Discloses Your Information

  • Control Over Your Information. Dental Vault strives to provide you with choices regarding the Personal Information you provide to us. Dental Vault has created mechanisms to provide you with the following control over your information:
  • Changing and Correcting Your Personal Information. If your Personal Information changes in any way, we invite you to correct or update your information as soon as possible. You can make updates to your profile information by logging into your account on Dental Vault at any time. You can also request changes or access to your information by emailing

Opting Out of Marketing Communications. Dental Vault may send you communications or data regarding the Website and services, including but not limited to (i) notices about your use of the Website and services, including any notices concerning violations of use; (ii) updates; and (iii) promotional information and materials regarding our products and services. You may opt out of receiving promotional emails from Dental Vault by following the opt-out instructions provided in those emails. You may also opt out of receiving promotional emails and other promotional communications from us at any time by contacting us as described in the Contact Information section below with your specific request. Opt-out requests will not apply to transactional service messages such as security alerts and notices about your current account and services.

Opting Out of Other Uses of Your Personal Information. If you wish to opt out from any of the other uses of Personal Information that are specified in this Privacy Policy, except in the case of legal proceedings or where your data is required for tax and transactional purposes, please contact us as described in the Contact Information section below. Please note that your subsequent disclosure of Personal Information to us may override prior opt-out requests. Dental Vault does not discriminate against those who opt out. However, opting out may prevent us from conveniently and efficiently providing further product support services and information to you.

Deleting Your Personal Information. Upon your request, Dental Vault will use commercially reasonable efforts to delete your account and the Personal Information in your profile. However, it may be impossible to remove your account without some residual information being retained by Dental Vault. Dental Vault has no obligation to delete any data or information you provide following termination of your account that was submitted through the Website or the services offered on or through the Website. If you wish to close your account or have your Personal Information deleted, please contact us as set forth in the Contact Information section below.

Your California privacy rights. This section applies to California residents only.

Shine the Light law. Pursuant to Section 1798.83 of the California Civil Code, residents of California have the right to request from a business, with whom the California resident has an established business relationship, certain information with respect to the types of Personal Information the business shares with third parties for direct marketing purposes by such third party and the identities of the third parties with whom the business has shared such information during the immediately preceding calendar year. Dental Vault does not presently share any information with third parties for direct marketing purposes. However, to submit such a request, you can contact us as set forth in the Contact Information section below.

California Consumer Privacy Act (CCPA). Beginning January 1, 2020, pursuant to the CCPA (Section 1798.100 et seq. of the California Civil Code), residents of California have the following rights:

  • Right of access to your Personal Information, up to twice a year at no charge, including the categories of Personal Information Dental Vault collects about the consumer, the categories of sources of the consumer’s Personal Information, the business or commercial purpose for collecting or selling the consumer’s Personal Information, the categories of any third parties with whom the business shares the consumer’s personal information, and the specific pieces of personal information collected about the consumer.
  • Right to request deletion of data, subject to certain exceptions, such as where the information is needed to provide services to the consumer, or for security or legal reasons.
  • Right to not be discriminated against for exercising your rights under the CCPA, such as denial of services or higher pricing.
  • Right to opt out of having your personal information sold.
  • You can exercise your rights under the CCPA by contacting us as set forth in the Contact Information section below.

Your Canadian privacy rights. This section applies to Canada residents only. Your Personal Information may be transferred outside of Canada for processing and storage. Dental Vault and its service providers may store Personal Information on servers located in other jurisdictions, including the United States. Please note that privacy laws in such jurisdictions differ from Canadian privacy laws (e.g., PIPEDA) and that in some jurisdictions your Personal Information may be accessed by law enforcement authorities or the courts in such jurisdictions. You may contact us as set forth in the Contact Information section below if you wish to:

  • Obtain information or have any questions about our Privacy Policy and practices relating to handling of your Personal Information outside of Canada;
  • Find out if we have your Personal Information and how we have used it;
  • Access your Personal Information that is in our possession;
  • Request that your Personal Information be corrected or deleted from our database; or
  • Obtain a list of any other organizations to which your Personal Information has been disclosed.

We will respond to your request relating to your Personal Information within 30 days. We may be unable to remove information to the extent that it is permitted or required to be retained by applicable law or document retention and data backup policies, or if removal is not practicable due to technological reasons. Please note that removal of your Personal Information may prevent or hinder us from providing further services and information to you. Dental Vault may require you to provide sufficient information to permit us to provide an account of the existence, use, and disclosure of Personal Information. The information provided shall only be used for this purpose.

Data Security

Dental Vault has implemented measures designed to secure your Personal Information from accidental loss and from unauthorized access, use, alteration, and disclosure. All information you provide to us is stored on our secure servers behind firewalls. Any medical or health care information will be encrypted in transit and at rest. Payment card information, such as account numbers, is processed via a third-party vendor that specializes in payment processing and has committed to PCI DSS compliance. All Dental Vault employees are contractually obligated to maintain the confidentiality of Personal Information accessible through their employment.

Dental Vault follows accepted industry standards to protect the Personal Information submitted, both during transmission and once Dental Vault receives the Personal Information. However, you should understand that there is no such thing as complete security, and Dental Vault does not guarantee that there will be no unintended disclosures of your Personal Information. If Dental Vault becomes aware that your Personal Information has been disclosed in a manner not in accordance with this Privacy Policy, Dental Vault will use reasonable efforts to notify you of the nature and extent of the disclosure (to the extent Dental Vault knows that information) as soon as reasonably possible.

The safety and security of your information also depends on you. Where Dental Vault has given you (or where you have chosen) a password for access to certain parts of the Website, you are responsible for keeping this password confidential. Dental Vault asks you not to share your password with anyone. You must promptly notify Dental Vault if your contact data is lost, stolen, or used without your permission, In such an event, we will remove that contact data from your account and update our records accordingly.

Dental Vault further urges you to be careful about giving out information in public areas of the Website, if any, like message boards. The information you share in public areas may be viewed by any user of the Website.

Unfortunately, the transmission of information via the internet is not completely secure. Although Dental Vault uses commercially reasonable efforts to protect your Personal Information, Dental Vault cannot guarantee the security of your Personal Information transmitted to the Website. Any transmission of Personal Information is at your own risk. Dental Vault is not responsible for circumvention of any privacy settings or security measures contained on the Website.

Links to Other Websites

The Website may contain links to third party websites to which Dental Vault has no affiliation. Dental Vault does not share your Personal Information with those websites and is not responsible for their privacy policies or practices. Please be aware that you may be on a different site and that this Privacy Policy only contains the policies for the Website. A link to a third-party website does not constitute or imply endorsement by Dental Vault. Additionally, Dental Vault cannot guarantee the quality or accuracy of any information contained on any third-party website. If you decide to visit any third-party website, you should read that website’s privacy policy.

Contact Information

Mailing Address:

Dental Vault LLC

1973 Irving Blvd Ste. B

Dallas, TX 75207

Technical Support:

Legal Notices (including privacy matters):