MatchMyDentist Privacy Policy

1. Introduction and Scope

MatchMyDentist, Inc. (“MatchMyDentist,” “we,” “us,” or “our”) is committed to protecting your privacy and handling your personal data with care. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our websites, mobile applications, communications, and services (collectively, the “Services”).

This Privacy Policy applies to individuals who:

• Submit dental care preferences, requests, or forms through the platform;

• Enroll, register, or interact with us as a licensed dental provider;

• Browse or interact with our site without creating an account;

• Communicate with us via email, chat, or embedded contact tools.

By using the Services, you agree to this Privacy Policy. If you do not agree, please do not use the Services.

Note: Once information is transferred to a dental provider after a confirmed match, that provider becomes solely responsible for how your data is used and stored, under their own legal and regulatory obligations.

2. Health Information and HIPAA Disclaimer

MatchMyDentist is not a healthcare provider, health plan, or healthcare clearinghouse under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and is not considered a “covered entity.”

However, we recognize the sensitivity of the information you may share with us—such as your dental concerns, provider preferences, insurance type, or scheduling needs. We collect and use this data only to facilitate personalized dental matches and improve your experience on our platform.

This information:

• Is not used to diagnose or treat medical conditions;

• Is not retained or transmitted as protected health information (PHI);

• Is not accessible to providers until a match is mutually confirmed.

While not legally bound by HIPAA, we voluntarily implement heightened privacy and data security measures to protect all health-related information submitted through our Services.

3. Information We Collect

We collect different types of information depending on how you interact with the Services. This includes:

a. Information You Provide

We collect personal data you choose to submit directly, including:

• Full name, email address, phone number, mailing address

• Patient-submitted details such as treatment goals, dental concerns, insurance information, availability, and preferences

• Provider-submitted information such as license numbers, credentials, specialties, availability, and office details

• Communications sent through forms, surveys, or support channels

• Signature confirmations or consent checkboxes (e.g., during registration or credentialing)

b. Information We Collect Automatically

When you use the Services, we may collect certain technical data, including:

• Device identifiers such as IP address, browser type, device model, and operating system

• Usage logs, including page views, session duration, click behavior, and referring URLs

• Mobile metadata, such as app version, device settings, and screen dimensions

• Location information derived from IP address or user input (e.g., ZIP code)

We collect this data using technologies such as cookies, web beacons, session tracking, and analytics tools, which help us maintain security, optimize performance, and understand how users interact with the platform.

4. Why We Collect Your Data

We collect and process personal data for specific, limited purposes that are necessary to operate and improve our Services. These include:

a. With Your Consent

When you voluntarily provide data (e.g., submitting preferences, requesting a match, or registering as a provider), you consent to our use of that data to fulfill your request and operate the platform.

b. To Fulfill a Contract

We process your data to provide core platform functionality, including:

• Matching patients with appropriate dental providers

• Delivering appointment details and communications

• Maintaining account settings and service access

c. For Legitimate Interests

We use certain data to:

• Secure our platform, monitor for fraud or abuse

• Analyze aggregate trends to improve the quality of matches

• Provide support and respond to user inquiries

• Customize the user experience and optimize performance

d. To Comply With Legal Obligations

In certain cases, we may need to retain or disclose data to comply with applicable laws, regulations, subpoenas, or enforcement actions.

We do not use health-related information for marketing purposes, and we do not sell or lease your personal data.

5. How We Use Your Information

We use the information we collect to deliver, improve, and personalize the Services. This includes different uses depending on your role:

a. If You Are a Patient

We may use your information to:

• Match you with dental providers based on your preferences, location, availability, and insurance

• Communicate appointment options, confirmations, reminders, and next steps

• Send updates about your match status or incomplete steps in the intake process

• Improve our platform and matching algorithms through non-identifiable usage data

• Send you optional service updates, satisfaction surveys, or marketing offers — only if you opt in

We do not use your health preferences or questionnaire responses for advertising or profiling.

b. If You Are a Dental Provider

We may use your information to:

• Process your enrollment into the MatchMyDentist Provider Network

• Verify licenses, specialties, and availability

• Deliver prospective patient requests and profile matches

• Share your practice details only after a mutual match has been confirmed

• Communicate with you regarding platform activity, compliance, and support

We never display your full profile publicly, and your information is only revealed to patients when a match is actively accepted.

6. When We Share Your Information

We only share your personal data in limited, controlled situations necessary to deliver the Services:

a. With Dental Providers (For Patients)

Once you confirm a match, we share limited details with your selected provider, including:

• First name

• Contact information

• Submitted preferences (e.g., dental goals, insurance type, concerns)

Providers are contractually bound to use this information only for evaluating and preparing for your intake and appointment.

b. With Patients (For Providers)

When you accept a patient match, the following details may be shared with the patient:

• Dentist name and office location

• Contact details

• Appointment time options

Your profile remains hidden from the public and is only visible to matched patients within the platform.

c. With Third-Party Service Providers

We use carefully vetted vendors to support secure hosting, messaging, analytics, identity verification, and platform operations. These providers are contractually obligated to maintain confidentiality and may only access data necessary to perform their services.

d. For Legal, Security, or Compliance Reasons

We may disclose data to third parties if necessary to:

• Comply with a legal obligation, subpoena, or regulatory request

• Enforce our Terms of Use or defend legal claims

• Investigate fraud, abuse, or threats to user safety or system security

We do not sell your personal data under any circumstances.

7. Data Security

We use industry-standard security practices to protect your information from unauthorized access, use, alteration, or disclosure. These include:

• HTTPS encryption for all data in transit

• Role-based access controls and audit logs

• Secure password hashing and session authentication

• Segmented storage of sensitive intake and credentialing data

• Ongoing monitoring for vulnerabilities and threats

While no system is completely immune to risk, we take reasonable and appropriate steps to protect your data. In the event of a data breach affecting your information, we will notify you as required by applicable laws.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to improve our platform and enhance your user experience. These tools help us:

• Maintain secure sessions and account access

• Remember user preferences (e.g., location, language)

• Analyze how users navigate the site and improve performance

We do not use cookies to deliver third-party advertising. All tracking is limited to internal operational, functional, and diagnostic purposes.

You may manage or disable non-essential cookies through your browser settings or by visiting our Cookie Preferences Page.

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law.

• Patients: Data is retained while your account remains active and for up to two (2) years after your last interaction unless you request deletion sooner.

• Providers: Data is retained during your active status in the network and for up to five (5) years to meet regulatory, licensing, or audit requirements.

• Intake and Credentialing: Retained as required by state laws or healthcare regulations.

• Analytics and Usage Data: Retained in aggregated or anonymized form for internal improvements.

You may request deletion of your data at any time, subject to applicable legal exceptions (e.g., fraud prevention or contractual obligations).

10. Your Rights and Choices

Depending on your location, you may have the right to:

• Access or download a copy of your personal data

• Correct inaccurate or outdated information

• Delete your personal information and close your account

• Withdraw consent for future data collection

• Object to certain types of processing (e.g., marketing)

To exercise these rights, log into your account or contact our Privacy Team at:
📧 privacy@matchmydentist.com
We may request additional information to verify your identity before processing your request.

11. State-Specific Privacy Rights

If you are a resident of a U.S. state with specific consumer privacy laws (e.g., California, Colorado, Connecticut, Utah, Virginia, and others), you may have additional rights, including:

• The right to know what personal data we collect and how we use it

• The right to request access, correction, or deletion

• The right to opt out of targeted advertising or sensitive data use

• The right to appeal a denied request

We honor privacy opt-out signals (e.g., Global Privacy Control) where required by law. To submit a state-specific request or appeal, contact: privacy@matchmydentist.com with your state in the subject line.

12. Children’s Privacy

The Services are intended only for individuals aged 18 and older. We do not knowingly collect or solicit personal information from anyone under 18.

If we learn that a minor has submitted personal data, we will delete it promptly. If you believe we may have collected data from a person under 18, please contact: privacy@matchmydentist.com

13. International Users

MatchMyDentist is based in the United States and does not currently offer services outside the U.S. If you access our Services from another country, please note that your data will be processed and stored in the United States and may be subject to U.S. laws.

14. Use of De-Identified and Aggregate Data

We may use de-identified or aggregated data for business purposes such as platform development, service optimization, and statistical reporting. This data does not identify individual users and is not used for targeted advertising.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will:

• Post the updated version on this page

• Update the “Effective Date” at the top

• Notify users by email or within the platform when legally required

Your continued use of the Services after the revised Privacy Policy becomes effective constitutes acceptance of the changes.

16. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, you may contact us at:

Email: privacy@matchmydentist.com
Mailing Address:
MatchMyDentist, Inc.
7901 4th St N, Suite 300
St. Petersburg, FL 33702