SMS Privacy Policy DentTracks

SMS Privacy Policy DentTracks

This privacy policy outlines the SMS services offered by DentTracks Software LLC (“DentTracks,” “We,” “Us,” or “Our”) and its submodule (“DentComm”) regarding the collection and use of personal information. DentTracks provides the DentComm module as a communication tool that clients (e.G., dental and healthcare providers who subscribe to our services) use to connect with their patients (“Users” or “Patients”). This policy details how DentTracks safeguards personal information for SMS communications and the rights of all users. We strictly adhere to the guidelines set by 10DLC standards and SMS compliance laws to ensure secure and compliant messaging practices.

Company: DentTracks software LLC
Address: 8200 Wednesbury Ln, Ste 108/a, Houston, TX 77074
Email: [email protected]
Platform: DentTracks web application and DentComm web application submodule

1. Information collection and use:

  • No data collection via SMS campaigns: We do not collect protected health information (PHI) through our SMS campaigns directly. Our SMS functions are solely for communication and reminders. However, to provide effective communication services, certain necessary data may be handled, such as contact numbers and consent verification details, without obtaining any protected health information (PHI).
  • Types of SMS messages sent:
    • i. Transactional messages: Automated reminders, confirmations, and appointment information.
    • ii. Conversational Messages: Two-way communication patient support or inquiries.
    • iii. Promote services and offers: For our clients to promote services and offers to their customers.

We use these automated features to improve communication efficiency and enhance the user experience.

2. Consent for SMS communication:

  • Under ctia regulations, FCC’s telephone consumer protection act (TCPA), and the CASL, clients of DentTracks obtain express written consent on behalf of DentTracks from their customers to engage in SMS communication, following HIPAA regulations. Consent methods include signed agreements, opt-in via web forms, or in-office documentation. As per tcpa limits, business texting is limited between 8 am and 9pm CST.
  • Double opt-in: Patients may be asked to verify consent for SMS communication, ensuring active participation and compliance with express written consent requirements.

3. Opt-in disclosure:

When consenting, users are informed of message frequency, purpose, and that standard message and data rates apply. Disclaimers should be added, clarifying consent is not tied to any purchases or additional services.

4. User rights and support:

  • Opt-out procedures: Patients may opt-out at any time by replying “STOP” or “OPT-OUT.” upon opting out, we will confirm their removal from the SMS list, ensuring no further texts are sent unless they re-opt-in.
  • Review and rectification: If you believe any information provided via SMS communication is incorrect, you can request the client to rectify it.
  • Help requests: Patients can reply “HELP” to receive support contact information, message frequency details, and further instructions.

5. Data protection and security:

We implement appropriate physical, technical, and administrative measures to protect the data processed through SMS communications. We ensure that SMS data exchanged between clients and customers is secure and that customer data privacy is maintained at all times.

  • Encryption: We employ advanced encryption for data transmission via SMS, complying with hipaa standards. This protection helps maintain the confidentiality and integrity of patient data, ensuring only authorized recipients receive sensitive communication.
  • Prohibited content: We strictly prohibit sharing protected health information (PHI) or any other sensitive health data over SMS to prevent potential privacy breaches. Messages adhere to CTIA’s SHAFT (sex, hate, alcohol, firearms, tobacco) guidelines to ensure compliance with industry standards.
  • Third-party services: We do not share or sell any personal data collected through SMS communications with third parties. Any information processed via SMS is used strictly for the intended communication between our clients and their customers.

6. Compliance and registration:

  • 10DLC registration: We have registered its 10DLC number, providing required business details and message samples to comply with carrier regulations, ensuring messages reach patients securely and consistently.
  • Toll-free verification: We can verify toll-free numbers if needed to enhance SMS delivery rates and secure carrier approval for compliant messaging.

By following these SMS compliance guidelines, DentTracks ensures it maintains the privacy and security of its clients’ patients while providing reliable communication. These practices align with HIPAA, 10DLC, and TCPA regulations, protecting patient data and adhering to industry standards.

7. Changes to this privacy policy:

We reserve the right and may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any updates will be posted on this page with a new effective date.

8. Contact us:

If you have any questions regarding this privacy policy, your rights, or how we handle SMS communications, you can contact us at:

DentTracks Software LLC,
8200 Wednesbury Ln, Ste 108/a Houston, TX 77074
Email: [email protected]