Privacy policy

FlossBooked is the company behind this site and the software dental practices run beside their practice software. This page explains which details reach us, what we do with them, who else handles them and what you can ask for. Here, “we” means FlossBooked, and “you” is whoever is reading: a site visitor, someone booking a demo, or an owner dentist, office manager or team member at a practice on a plan.

Patients of those practices have their own section below, since their records belong to the practice and not to FlossBooked.

Details you hand us

Demo requests and questions. Fill in a form here and we see what you typed, often your name, the practice, an email address, a note and a phone number.

The demo itself. When you pick a demo time, we get that time, your name and how to reach you, plus whatever you tell us about the practice. Our team's notes from the conversation are kept too.

Emails, texts and messages. Whatever you write to us stays on file next to our answers, so whoever on our team picks it up next has the history.

Practices that sign up. To run a plan, we're given who to talk to at the practice, billing details, passwords for any account our team opens or manages for it, plus the practice's logo, its photos and the words for its website and ads.

Details collected as you browse

Some facts about a visit get recorded automatically, by our site and by the analytics service we use: device, browser, IP address, which pages were opened, how long each stayed open, and the page or link that brought you here.

A few of our ads list a phone number used only by that ad, and a few links end in a short tag naming a campaign. From a call to that number we learn who called, when, for how many minutes, and from which ad. A tagged link, once clicked, reports which campaign or website produced the visit.

Why we use them

The main reason is simple: to reply to you, run the demo you asked for and explain what a plan includes.

Once a practice is on a plan, its details also go into setting up the software and website, invoices, the monthly report, and the account rep's work for that practice.

Visit data, ad phone numbers and tagged links show whether a given ad or page of ours is pulling its weight, and what our site needs fixed.

Some of it serves safety and the law: protecting our systems, catching fraud and abuse, meeting legal duties and enforcing our terms.

Who else handles them

Nobody can buy your details from us. The list below is every case where they leave FlossBooked.

Companies we hire. Web hosting, the software FlossBooked is built on, email and text sending, phone lines, call tracking, analytics, demo booking and card processing all come from outside companies. Each one sees only what its task needs, and may use it for that task alone.

Google and Meta. Running a practice's campaigns requires sharing some details with both companies. Patient records are never among them.

Legal process. We disclose information when a subpoena, a court's order or a legal duty obliges us to, and when it's needed to keep someone safe or to defend FlossBooked's rights.

If FlossBooked changes hands. In a sale or merger of FlossBooked, information transfers with the business, and the new owner keeps to this policy.

Any other case. You'll be asked first.

Our own texts

Share a cell number and say yes to texts, and the only messages it gets are the ones our texting terms list. Answering STOP to any one ends them all.

Cell numbers and texting opt-ins stay with us: no third party or affiliate gets them for its own marketing.

Patient records we keep for practices

A dental practice on FlossBooked texts and calls its patients, books visits, collects medical histories and signed consents, sends treatment plans, takes payments and runs membership plans through our software. That means patient records sit in our systems, held on the practice's behalf. They can include a patient's name, phone and email, visit times, medical history, allergies and medications, signed forms, treatment plans, visit notes, texts, call recordings, payments and membership details.

Cards are processed by our payment company, which meets the PCI DSS security standard set by the card industry; full card numbers never sit on our servers.

Each practice gets HIPAA-compliant forms, portal and messages, with a signed BAA. We act as the practice's business associate under that BAA. Patient records follow the BAA and the practice's Notice of Privacy Practices rather than this page, and our use of them is limited to delivering what the practice signed up for.

Patient records never reach an ad network, and the booking steps and forms on a practice's website carry no ad tags.

Some people answer a practice's implant or Invisalign questions online before their first visit. Those answers are kept for the practice on the same terms.

A patient asking about their own records should start with their dental office. Anything a patient sends us goes on to that office.

Cookies and tags

A browser keeps cookies, small files, for each site it visits. On our site, they and tools like them make pages load properly, recall the choices you made, tally visits and show which routes people take into and around the site.

Some belong to other companies, such as an analytics service or an ad network, and those companies' own policies cover what they gather. Visits are counted with Google Analytics; Google's privacy policy says what Google does with that data.

Browser settings let you refuse cookies or clear them, though parts of our site might then misbehave.

A browser can ask sites not to track it. Since there's no settled standard for honoring that request, our site works the same way with or without it.

Holding and erasing

Nothing is held past the point where every purpose described here has run out.

For practices, that's the life of the plan, then however long tax and accounting rules, other laws or an open dispute demand. For someone who asked about FlossBooked and didn't join, it's while we're talking, plus a sensible period afterward.

Once nothing needs it, information is erased or made anonymous. Patient records are kept, returned or deleted on the terms the practice's BAA sets.

Security

Reasonable protections cover how our team works, our technology and our offices, and only the people whose work calls for it get access.

No online system is beyond reach, so we can't promise a break-in will never happen. Should one affect your information, you'll be told within whatever the law requires. Where patient records are involved, we tell the practice, as its BAA lays out.

Children

This site is meant for owner dentists, office managers and the adults working alongside them. We don't set out to gather details from children under 13 here, and if one has sent us some, tell us and they'll be erased.

Many patients at the practices we serve are children. Their records are kept for the practice under the BAA, the same as any patient's.

Your choices under state law

Your state's law may let you see what personal information of yours we hold, receive a copy, fix mistakes, have it erased, and opt out of selling or of targeted advertising.

To use any of these rights, email sales@flossbooked.com and say which one you're asking for. Before acting, we verify that the request comes from you, then respond inside the legal deadline. An authorized agent may also ask on your behalf.

Asking never costs you anything with us, and it never changes how we deal with you.

A refusal always comes with its reasons. Several states give you an appeal, made by answering our decision; if the appeal fails, your state attorney general takes complaints.

Questions about patient records go to the dental practice, as explained earlier.

California. Residents of California hold the rights above, which include learning the categories of personal information we gather, their sources, our purposes and the recipients. This page covers each. “Details you hand us” and “Details collected as you browse” list the categories and sources, “Why we use them” gives the purposes, and “Who else handles them” names the recipients. Selling personal information is something we never do, and no other business receives it for its own marketing. California counts logins and payment details as sensitive personal information; ours serve only to run FlossBooked and protect it.

Updates and questions

Each change to this page moves the date above. Practices on a plan also hear about significant changes by email.

Anything here unclear, or curious what we hold about you? One email to sales@flossbooked.com reaches a person on our team, who'll answer.