Privacy Policy

1. Scope and Applicability

This Privacy Policy applies to Personal Information we collect:

1. Through our website, including 10x Dental.com and any other website or webpage that links to this Privacy Policy.
2. Through email, text message, phone, chat, web forms, scheduling tools, demos, and other communications between you and us.
3. Through software, web applications, APIs, integrations, dashboards, reporting tools, and other products or services we provide.
4. Through our interactions with prospective customers, customers, vendors, contractors, business partners, and other individuals.
5. Through customer use of our services, where applicable law requires us to describe those practices.

This Privacy Policy does not apply to:

1. information collected offline except where expressly stated;
2. websites, applications, or services that do not link to this Privacy Policy; or
3. third-party websites, services, or platforms that we do not own or control, even if they are linked from our website or used in connection with our services.

2. Audience-Specific Overview

Because 10x Dental serves multiple audiences, different parts of this Privacy Policy may apply depending on your relationship with us.

2.1 Website Visitors and Leads

If you visit our website, request a demo, schedule a meeting, submit a contact form, or otherwise inquire about our services, this Privacy Policy applies to the information we collect about you as a visitor, lead, or prospective customer.

2.2 Customer Representatives and Authorized Users

If you are an employee, contractor, owner, manager, dentist, front-desk team member, administrator, or other representative of a dental practice or organization that uses our services, this Privacy Policy applies to the information we collect about you in connection with account creation, onboarding, support, communications, and platform use.

2.3 Patients and Other End Users of Our Customers

Our customers may use 10x Dental to communicate with patients and other end users about appointments, scheduling, recalls, confirmations, missed calls, follow-up, and related operational workflows. In many of these cases, we process information on behalf of our customer, which controls the underlying patient relationship. In those situations, we generally act as a service provider, processor, or business associate to the customer, and the customer remains responsible for its own privacy notices, legal obligations, and patient-facing disclosures.

3. Important Healthcare Notice

10x Dental provides communications, scheduling, recall, and workflow tools for dental practices and other organizations. Our services may involve information relating to patients, prospective patients, appointments, providers, treatment-related communications, insurance-related communications, and similar operational data.

When we handle protected health information or other regulated health information on behalf of a covered entity or other regulated customer, we do so pursuant to our agreements with that customer, including applicable business associate agreements where required. In such circumstances:

1. the customer decides why the information is collected and how it is used within the customer relationship;
2. we process such information on the customer's behalf and under the customer's instructions, subject to applicable law and our agreements; and
3. if you are a patient and have questions about how your dental practice uses your information, or you wish to exercise rights relating to your records, appointments, treatment, billing, or communications preferences, you should generally contact that dental practice directly.

This Privacy Policy is not a dental practice's Notice of Privacy Practices.

4. Definitions

For purposes of this Privacy Policy:

• “Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an identified or identifiable individual. Depending on applicable law, this may include “personal data” or similar terms.
• “Sensitive Personal Information” means Personal Information that is considered sensitive under applicable law, such as account credentials, precise geolocation, government identifiers, financial account data, health-related information, or similar categories.
• “Customer Data” means information submitted to, stored on, transmitted through, or otherwise processed by our services on behalf of a customer.
• “Protected Health Information” or “PHI” has the meaning assigned under HIPAA when applicable.
• “Service Provider” means a vendor, contractor, or third party that processes information on our behalf for business purposes.
• “De-identified Information” means information that cannot reasonably be used to infer information about, or otherwise be linked to, a particular individual, consistent with applicable law.

5. Information We Collect

We collect information from several sources and in several ways, depending on how you interact with us.

5.1 Information You Provide Directly to Us

We may collect Personal Information that you voluntarily provide to us, including when you:

1. visit our website and complete a form;
2. request a demo or schedule a call;
3. email, call, text, or otherwise contact us;
4. create an account or log in to our services;
5. participate in onboarding, support, or training;
6. subscribe to communications;
7. respond to surveys, questionnaires, or requests for information; or
8. otherwise interact with us.

This information may include:

1. name;
2. email address;
3. phone number;
4. company or practice name;
5. job title or role;
6. practice address or location information;
7. account credentials;
8. billing or payment contact information;
9. scheduling details;
10. information you provide in communications, forms, support requests, or uploads; and
11. any other information you choose to provide.

5.2 Information We Collect Automatically

When you visit our website or use our services, we may automatically collect information about your device, browser, and usage, including:

1. IP address;
2. device identifiers;
3. browser type and version;
4. operating system;
5. referral URLs;
6. pages viewed and features used;
7. dates and times of visits;
8. clickstream and navigation behavior;
9. approximate location derived from IP address;
10. crash, error, and diagnostic information; and
11. information collected through cookies, pixels, tags, SDKs, scripts, log files, and similar technologies.

5.3 Information We Collect Through Our Services

When customers use our services, we may collect or process information necessary to provide those services, including:

1. account and tenant information;
2. user profiles and permissions;
3. dental practice configuration information;
4. appointment availability, scheduling, and recall data;
5. patient communication records;
6. inbound and outbound call metadata;
7. call recordings, voicemail recordings, audio files, transcripts, summaries, analytics, and notes;
8. SMS or MMS message content and metadata;
9. email content and metadata;
10. calendar or scheduling information;
11. customer support tickets and communications;
12. audit logs and user activity records;
13. provider, location, and operatory information;
14. data related to reminders, confirmations, rescheduling, missed-call follow-up, and related workflows; and
15. information received through customer-authorized integrations.

5.4 Information We Receive from Third Parties

We may receive Personal Information from third parties, such as:

1. customers and their authorized users;
2. your employer or organization;
3. customer-authorized integrations and practice-management systems;
4. communications platforms and telephony providers;
5. scheduling or calendar tools;
6. analytics, advertising, and marketing providers;
7. payment and billing providers;
8. identity, fraud prevention, and security providers;
9. referral partners; and
10. publicly available sources, where permitted by law.

5.5 Categories of Information We May Process

Depending on your relationship with us and how our services are used, the categories of information we may collect or process include:

1. identifiers, such as name, email address, phone number, postal address, IP address, account identifiers, and other similar identifiers;
2. commercial information, such as account history, subscriptions, billing contacts, and transaction-related information;
3. internet and electronic network activity information, such as website usage, device data, logs, clickstream, and session activity;
4. professional or employment information, such as title, role, organization, and business contact details;
5. communications content and metadata, such as emails, messages, transcripts, recordings, summaries, notes, and support interactions;
6. customer records information, such as practice details, account contacts, scheduling parameters, and service configuration;
7. audio and sensory information, such as call recordings, voicemail recordings, and similar content;
8. health-related information or other sensitive data, where provided by a customer or end user in connection with healthcare workflows;
9. inferences derived from the above, such as service performance insights, operational trends, or workflow recommendations; and
10. any other category of information that you or our customer chooses to provide or authorize us to receive.

6. How We Use Information

We may use Personal Information for the following purposes:

• 6.1 To provide, operate, maintain, support, secure, and improve our website, products, and services.
• 6.2 To set up customer accounts, onboard customers, authenticate users, manage permissions, and administer service access.
• 6.3 To power and support AI-enabled and automated communications, including appointment reminders, confirmations, recalls, scheduling assistance, missed-call follow-up, voicemail workflows, call routing, transcript generation, summaries, analytics, and related features.
• 6.4 To communicate with you regarding demos, contracts, onboarding, customer support, product updates, service notices, security notices, billing, and administrative matters.
• 6.5 To analyze performance, usage trends, and feature adoption, and to troubleshoot bugs, outages, integration issues, or customer support issues.
• 6.6 To monitor, detect, investigate, prevent, or respond to fraud, abuse, security incidents, unauthorized access, or other harmful or unlawful activity.
• 6.7 To comply with legal, regulatory, contractual, and professional obligations.
• 6.8 To enforce our agreements, terms, policies, and other rights.
• 6.9 To personalize and improve website content, communications, and user experiences.
• 6.10 To market our services, where permitted by law, including by email, phone, text, retargeting, or other channels, subject to applicable opt-out rights and consent requirements.
• 6.11 To create aggregated, statistical, or de-identified data for lawful business purposes, including analytics, benchmarking, service improvement, product development, reporting, and research.
• 6.12 For any other purpose disclosed at the time of collection or with your consent.

7. AI and Automated Processing

10x Dental offers software and workflows that may use automation, artificial intelligence, language models, rules-based systems, and related technologies.

• 7.1 These features may be used to help customers automate or support operational workflows such as answering calls, routing inquiries, generating draft responses, generating call summaries, suggesting scheduling options, drafting messages, identifying communication outcomes, and producing analytics.
• 7.2 We may use automation to assist with spam prevention, fraud detection, logging, monitoring, quality assurance, support, and system administration.
• 7.3 Where legally required, customers are responsible for obtaining appropriate notices or consents relating to automated communications, call recording, or similar features used on their behalf.
• 7.4 Unless otherwise agreed in writing, and subject to applicable law, we may use service data, support data, and operational data to improve our products and services, including AI-assisted features, provided that any use of regulated health information or customer-controlled data remains subject to our contractual and legal obligations.

8. Cookies and Similar Technologies

• 8.1 We may use cookies, pixels, tags, local storage, scripts, SDKs, and similar technologies on our website and, where applicable, within our services.
• 8.2 These technologies may be used to:
  1. operate and secure the website;
  2. remember preferences and settings;
  3. keep users signed in where applicable;
  4. analyze traffic and performance;
  5. understand how visitors interact with the website;
  6. improve functionality and user experience;
  7. measure marketing effectiveness; and
  8. support fraud prevention and diagnostics.
• 8.3 Cookies may include session cookies, which expire when you close your browser, and persistent cookies, which remain on your device until they expire or are deleted.
• 8.4 Depending on your location and our implementation, we may offer a cookie banner, preference center, or similar tool that allows you to manage certain cookie preferences.
• 8.5 Most web browsers allow you to control cookies through browser settings. If you block or delete cookies, some portions of our website or services may not function properly.
• 8.6 We may use third-party analytics, marketing, or advertising technologies. These providers may collect information through cookies or similar technologies over time and across different services, subject to their own privacy policies and your applicable rights or choices.

9. Do Not Track

Some web browsers transmit “Do Not Track” signals. Because there is not yet a universally accepted standard for responding to such signals, our website and services may not respond to all Do Not Track signals in a uniform manner. Where required by law, we will honor legally recognized browser-based opt-out signals to the extent applicable.

10. Communications, Calls, Text Messages, and Recordings

10.1 Communications with 10x Dental

If you provide your phone number, email address, or other contact information to us, we may contact you regarding your request, your account, our services, product updates, support, billing, or other business-related matters.

10.2 Marketing Communications

Where permitted by law, we may send promotional or marketing communications by email, phone, or text. You may opt out of marketing emails by using the unsubscribe link in the message or by contacting us. Opting out of marketing communications does not prevent us from sending transactional or administrative communications.

10.3 Text Messages

If you provide your phone number through our website, demo request form, or another interaction and consent where required by law, we may send you text messages relating to your request, our services, or your relationship with us. Message and data rates may apply. Message frequency may vary.

You may opt out of non-essential text messages from us by replying STOP where applicable. Depending on the platform and applicable campaign setup, other opt-out keywords such as QUIT, END, CANCEL, UNSUBSCRIBE, or HELP may also function. For help, contact us using the contact information below.

10.4 Calls and Recordings

We or our service providers may monitor or record calls and retain voicemail, transcript, and related communications data for quality assurance, training, security, support, analytics, product improvement, documentation, and compliance purposes, subject to applicable law.

10.5 Customer Communications Sent Through Our Platform

Customers may use our platform to place calls or send texts, emails, reminders, confirmations, recalls, rescheduling messages, and other patient or prospect communications. Those communications are sent on the customer's behalf. Customers are responsible for obtaining any required consents, providing any required disclosures, complying with applicable telemarketing, consumer protection, privacy, HIPAA, and recording laws, and honoring recipient preferences as required by law.

11. How We Disclose Information

We may disclose Personal Information in the following circumstances:

11.1 Service Providers

We may disclose Personal Information to vendors, contractors, and service providers that help us operate our business and services, including providers of hosting, infrastructure, telephony, messaging, analytics, customer support, payment processing, fraud prevention, security, scheduling, productivity, and similar services.

11.2 Customer-Directed or User-Directed Disclosures

We may disclose information at the direction of a customer or user, including where a customer enables integrations or requests that information be transmitted to or from third-party systems.

11.3 Affiliates and Corporate Group

We may disclose information within our corporate family and to entities under common ownership or control, subject to appropriate safeguards and lawful purposes.

11.4 Business Transfers

We may disclose or transfer information in connection with an actual or contemplated merger, acquisition, financing, investment, reorganization, sale of assets, bankruptcy, dissolution, or similar corporate transaction.

11.5 Legal, Regulatory, and Protection Purposes

We may disclose information if we believe such disclosure is necessary or appropriate to:

1. comply with law, regulation, subpoena, court order, legal process, or governmental request;
2. enforce our agreements, policies, or rights;
3. detect, investigate, or prevent fraud, security incidents, or technical issues;
4. protect the rights, property, safety, or security of 10x Dental, our customers, users, patients, or others; or
5. otherwise respond to lawful requests or claims.

11.6 With Consent

We may disclose information with your consent or as otherwise disclosed to you at the time of collection.

11.7 De-identified or Aggregated Information

We may disclose de-identified, aggregated, or statistical information that does not identify an individual, subject to applicable law.

12. Healthcare Data, HIPAA, and Customer Responsibilities

• 12.1 Some information processed through our services may constitute PHI or other regulated health data.
• 12.2 When we process PHI on behalf of a covered entity or business associate customer, we do so in accordance with applicable agreements and legal requirements.
• 12.3 Customers are responsible for their own compliance obligations, including obligations relating to patient notices, consents, authorizations, rights requests, and lawful use of communications channels.
• 12.4 If you are a patient whose information was collected by a dental practice using our services, requests to access, correct, amend, delete, restrict, or otherwise manage your patient information should generally be directed to that dental practice first.

13. Retention of Information

• 13.1 We retain Personal Information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the services, maintain records, resolve disputes, enforce agreements, comply with legal obligations, and protect our business and users.
• 13.2 Retention periods vary depending on the type of information, the sensitivity of the information, the customer relationship, legal requirements, contractual obligations, technical needs, and legitimate business purposes.
• 13.3 We may retain logs, backups, archives, transcripts, recordings, support records, and similar data for reasonable periods, subject to applicable law and customer agreements.
• 13.4 We may retain and use de-identified or aggregated data after account closure or termination, to the extent permitted by law.

14. Data Security

• 14.1 We maintain administrative, technical, and physical safeguards designed to protect Personal Information from unauthorized access, disclosure, alteration, misuse, or destruction.
• 14.2 These safeguards may include measures such as access controls, authentication procedures, encryption in transit and at rest where appropriate, logging, vendor management, training, and security monitoring.
• 14.3 No method of transmission over the internet and no storage system is completely secure. Accordingly, we cannot guarantee absolute security.
• 14.4 You are responsible for maintaining the confidentiality of your credentials and for using reasonable security practices in connection with your account and systems.

15. Your Choices

15.1 Marketing Emails

You may opt out of marketing emails by clicking the unsubscribe link in the message or by contacting us.

15.2 Text Messages

You may opt out of certain text communications by replying STOP where applicable or contacting us.

15.3 Cookies

You may manage cookies through your browser settings, cookie banner, or preference center where available.

15.4 Account Information

If you have an account, you may be able to review and update certain account information through the service or by contacting us.

15.5 Customer-Controlled Data

If your information is controlled by one of our customers, such as your dental practice, we may direct your request to that customer because it is the party best positioned to respond.

16. Privacy Rights

Depending on your location and applicable law, you may have certain rights regarding your Personal Information, which may include the right to:

1. know whether we process your Personal Information;
2. request access to your Personal Information;
3. request correction of inaccurate Personal Information;
4. request deletion of Personal Information;
5. request a copy of your Personal Information in a portable format;
6. object to or restrict certain processing;
7. withdraw consent where processing is based on consent;
8. opt out of certain marketing, targeted advertising, sales, or profiling activities; and
9. appeal a decision we make regarding your privacy request where applicable.

To exercise a privacy right, please contact us using the contact information below. We may need to verify your identity before processing your request. We may also deny or limit requests where permitted by law.

If we process your information solely on behalf of a customer, we may refer your request to that customer.

17. California Privacy Notice

This section applies to California residents to the extent required by applicable law.

17.1 Categories of Personal Information Collected

In the preceding 12 months, we may have collected the categories of Personal Information described in this Privacy Policy, including identifiers, customer records information, internet and network activity, professional information, communications content, audio information, inferences, and sensitive information where applicable.

17.2 Sources

We collect Personal Information from the sources described above, including directly from individuals, from customers, from integrations, from service providers, and automatically through website and service usage.

17.3 Business and Commercial Purposes

We collect and use Personal Information for the purposes described in this Privacy Policy, including providing services, operating and improving the business, communications, support, analytics, security, compliance, and marketing.

17.4 Disclosure

We may disclose the categories of Personal Information described above to service providers, contractors, customers, integration partners, advisors, authorities, and others as described in this Privacy Policy.

17.5 Sales and Sharing

We do not sell Personal Information, and we do not share Personal Information for cross-context behavioral advertising.

17.6 Sensitive Personal Information

If applicable, we use and disclose Sensitive Personal Information only for purposes permitted by law and consistent with this Privacy Policy and our contractual obligations.

17.7 California Rights

California residents may have the right to know, access, correct, delete, and receive a copy of certain Personal Information, and the right to limit certain uses of sensitive personal information where applicable. California residents also have the right not to be discriminated against for exercising applicable privacy rights.

17.8 Shine the Light

California residents may request certain information regarding our disclosure of Personal Information to third parties for their direct marketing purposes, if any, as permitted by California Civil Code Section 1798.83.

18. Nevada Residents

Nevada residents may have the right to request to opt out of certain sales of covered information under Nevada law. If you would like to make such a request, contact us using the information below.

19. Non-U.S. Users and International Transfers

We are based in the United States and may process and store information in the United States and other jurisdictions where we or our service providers operate. These jurisdictions may have data protection laws that differ from those of your country or region.

By using our website or services or otherwise providing information to us, you understand that your information may be transferred to, stored in, and processed in the United States and other jurisdictions, subject to applicable law.

20. Children's Privacy

Our website and services are not directed to children under 13, and we do not knowingly collect Personal Information directly from children under 13 for our own independent purposes through our website or general services. If we learn that we have collected such information without appropriate authorization, we will take steps to delete it as required by law.

If a customer uses our services in a manner that involves information relating to minors, that customer is responsible for ensuring that it has the legal right to use the services for that purpose and to provide any required notices or consents.

21. Third-Party Websites, Services, and Integrations

Our website and services may link to or interoperate with third-party websites, products, services, and systems, including scheduling tools, communications tools, practice-management systems, customer relationship tools, analytics providers, and similar services.

We are not responsible for the privacy, security, or data handling practices of third parties we do not control. Their practices are governed by their own terms and privacy policies. We encourage you to review those policies before providing information to them.

22. Changes to This Privacy Policy

We may revise this Privacy Policy from time to time in our discretion. If we do, we will update the “Last Updated” date at the top of this page.

If we make material changes, we may provide additional notice as appropriate under the circumstances, such as by posting a notice on our website, within the services, or by sending an email or other communication where required or appropriate.

Your continued use of our website or services after an updated Privacy Policy becomes effective constitutes your acknowledgment of the updated Privacy Policy, to the extent permitted by law.

23. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

If you are a patient contacting us about information processed on behalf of your dental practice, please contact your dental practice first, because it is usually the party that controls that information and is best positioned to respond.

24. Additional Customer-Facing Clarification

For clarity, 10x Dental may provide features that help customers:

1. answer or route inbound calls;
2. place outbound calls;
3. send SMS or MMS messages;
4. send emails;
5. identify and respond to missed calls;
6. remind patients about appointments;
7. confirm or reschedule appointments;
8. manage recall workflows;
9. generate transcripts, call notes, summaries, and communication analytics; and
10. connect with scheduling, telephony, communications, and practice-management systems.

Use of these features may involve the processing of communications content, metadata, recordings, transcripts, and scheduling-related information. Customers are responsible for configuring and using these features lawfully and in accordance with their obligations to patients and end users.