DentalAssist.ai

Privacy Policy

Last Updated: November 6, 2026 | Version 2.1

This Privacy Policy explains how Intact Solutions Inc., a corporation organized under the laws of Ontario, Canada, carrying on business as DentalAssist.ai (“DentalAssist.ai”, “we”, “us”, or “our”), collects, uses, discloses, and protects information when you visit our website at dentalassist.ai (the “Site”) or use our services. We value your privacy and are committed to handling your information responsibly and in accordance with applicable privacy laws.

1. Scope and Our Role

1.1 This Privacy Policy applies to personal information we collect and control directly — for example, from website visitors, prospective customers, and the staff of dental practices who use our platform.

1.2 Patient information. When DentalAssist.ai provides its AI-powered receptionist and scheduling services to a dental practice, it processes patient information on behalf of, and under the instructions of, that practice. In that context the dental practice is the party responsible for the patient information (the custodian or covered entity), and DentalAssist.ai acts as its service provider, agent, information manager, or business associate. That processing is governed by our written agreement with the practice (such as a Business Associate Agreement or, in Alberta, an Information Manager Agreement) and by the practice’s own privacy notices — not by this Policy. Patients who wish to exercise rights over their health information should contact their dental practice.

2. Information We Collect

a. Personal Information. When you use our Site, register for an account, request a demo, or contact us, we may collect information such as your name, email address, phone number, business or clinic name, and other contact details you provide.

b. Usage Data. We automatically collect technical information about how you interact with the Site, such as IP address, browser type and version, device information, pages visited and time spent, and referral URLs.

c. Cookies and Tracking Technologies. We use cookies and similar technologies to remember your preferences, measure site usage and analytics, and improve your experience. You can disable cookies in your browser settings, although this may affect site functionality.

3. How We Use Your Information

We use the information we collect to:

• provide, maintain, and improve our Site and services, and manage your account;
• facilitate communication workflows between dental practices and their patients;
• send operational notifications such as appointment updates, missed-call alerts, and service-related communications;
• respond to your requests and provide customer support;
• analyze and improve system performance, security, and user experience; and
• comply with our legal and regulatory obligations.

We do not sell or share personal information, including phone numbers or SMS consent, with third parties for marketing purposes.

We may also create and use aggregated or de-identified information, which does not identify you or any individual, to operate, analyze, and improve our services. This does not apply to patient health information, which we do not de-identify or use for our own purposes.

4. SMS and Email Communications

4.1 Types of messages. DentalAssist.ai sends operational SMS on behalf of dental practices in two categories: (a) staff notifications to authorized practice personnel (for example, callback requests, appointment bookings, cancellations, missed-call alerts, and scheduling updates); and (b) patient transactional messages, limited to items such as an appointment-booking link, sent only where the practice has enabled the feature. SMS messages are not used for marketing or promotional purposes.

4.2 Consent. Practice staff provide their mobile number and agree to receive operational SMS during onboarding. Patients receive a transactional message, such as an appointment link, only if they agree to it during the call. The practice is responsible for obtaining and maintaining the patient consents and notices required for these communications.

4.3 Frequency, rates, and opt-out. Message frequency varies with system activity, and message and data rates may apply. You may opt out at any time by replying STOP, UNSUBSCRIBE, CANCEL, or END; you will receive a confirmation and no further messages. For assistance, reply HELP or contact support@dentalassist.ai.

4.4 No third-party marketing use. We do not sell or share personal information, including phone numbers or SMS consent, with third parties for marketing purposes.

4.5 Email. We may send you operational emails (such as account and service notices) and, where you have consented, promotional emails. Every commercial email includes a means to unsubscribe, and we handle email communications in accordance with Canada’s Anti-Spam Legislation (CASL) and other applicable law. You may withdraw consent to promotional email at any time using the unsubscribe link or by contacting us.

5. How We Share Information

We may share information with:

• Service Providers — trusted third parties that support our operations, such as cloud hosting and infrastructure, telephony and messaging, speech and AI processing, practice-system integration, insurance eligibility checks, payments, and analytics. Each is bound by confidentiality and data-protection obligations and may use the information only as our agreements with them allow.
• Legal and Safety — government authorities or other parties where required by law, to enforce our agreements, or to protect the rights, safety, or property of DentalAssist.ai, our customers, or others.
• Business Transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections.

We do not sell personal information, and we do not share personal information, including phone numbers or SMS consent, with third parties for their own marketing purposes.

6. Patient Health Information

Where we process patient health information on behalf of a dental practice, we do so as the practice’s service provider, agent, information manager, or business associate, under our written agreement with the practice and in a manner intended to comply with applicable health-privacy laws — including, in Canada, the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s Personal Health Information Protection Act (PHIPA), Alberta’s Health Information Act, and Quebec’s Law 25, and, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) as amended by HITECH. The practice remains responsible for its patients’ rights, notices, and consents. We handle such information to provide the services and do not use it for our own purposes beyond providing the services.

7. Data Storage, Residency, and Cross-Border Processing

We store data with Amazon Web Services in Canada for both Canadian and United States customers. To provide calling, messaging, transcription, and related functions, some of our service providers process data in the United States, and some data, such as call logs and text messages, may be held there by those providers. Members of our team, including staff located outside Canada, may access data remotely through restricted, logged access, and only as needed to provide and support the services. We apply contractual and technical safeguards to this processing consistent with applicable privacy laws. Information processed outside your province or country may be subject to the laws of that jurisdiction. A current list of the service providers that handle patient information is available from our Privacy Officer on request.

8. Data Retention

We retain personal information for as long as necessary to provide our services, maintain your account, and comply with our legal obligations, after which it is securely deleted or de-identified. Retention and destruction of patient health information are governed by our written agreement with the practice and applicable record-retention requirements.

9. Your Privacy Rights

9.1 Subject to applicable law, you may request to access, correct, update, or delete the personal information we hold about you, obtain a copy of it, or withdraw consent to certain processing. Canadian residents have rights under PIPEDA, PHIPA, and (in Quebec) Law 25; residents of certain United States states have rights under applicable state privacy laws. To exercise these rights, contact us using the details in Section 12. We will respond within the timeframes required by applicable law.

9.2 Patient health information. Requests concerning patient health information processed on behalf of a dental practice should be directed to that practice, which is responsible for responding; we will provide reasonable assistance to the practice as required under our agreement with it.

9.3 Automated decision-making. DentalAssist.ai uses artificial intelligence to handle calls and perform scheduling tasks. Calls are answered by our digital receptionist, which always confirms it is an AI if the caller asks. We do not make decisions producing legal or similarly significant effects about you based solely on automated processing without human involvement.

9.4 United States state privacy rights. If you are a resident of California or another United States state with a comprehensive privacy law, you may have additional rights, including to know the categories of personal information we collect, to access or delete it, and to opt out of its sale or sharing. DentalAssist.ai does not sell personal information and does not share it for cross-context behavioural advertising. Patient health information governed by HIPAA is exempt from these state laws. To exercise these rights, contact us as set out in Section 12; we will not discriminate against you for exercising them.

10. Data Security

We implement administrative, physical, and technical safeguards designed to protect personal information from unauthorized access, alteration, disclosure, or destruction, including encryption, access controls, and monitoring. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If a breach of security safeguards involving personal information creates a real risk of significant harm, we will notify affected individuals and the relevant regulators as required by applicable law. Incidents involving patient health information are reported to the practice under our agreement with it.

11. Children’s Privacy

Our Site and our direct services are not directed to, and we do not knowingly collect personal information directly from, children. Where our services process appointment or scheduling information relating to a practice’s patients who are minors, that information is processed on behalf of the dental practice under our agreement with it, and the practice is responsible for obtaining any consents required from a parent or guardian. If you believe a child has provided us with personal information directly, please contact us and we will take steps to delete it.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your information, or to exercise your privacy rights, contact us at:

Intact Solutions Inc. (carrying on business as DentalAssist.ai)
5151 New Street, Suite 101, Burlington, Ontario L7L 6A9, Canada
Email: privacy@dentalassist.ai | Website: https://dentalassist.ai

The individual responsible for the protection of personal information at DentalAssist.ai is our Privacy Officer, who can be reached at privacy@dentalassist.ai or at the address above.

Canadian practices can see the terms that apply in their province at dentalassist.ai/trust/canada/.

US practices can see how HIPAA applies at dentalassist.ai/trust/usa/.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will post the revised Policy on this page and update the “Last Updated” date above. Your continued use of the Site or services after the revised Policy takes effect constitutes acceptance of the changes.