Privacy Policy

Introduction & Scope

MatchMyDentist Inc., a Delaware corporation (“MatchMyDentist,” “we,” “us,” or “our”), is committed to protecting your privacy.

This Privacy Policy describes how we collect, use, disclose, retain, and protect information when you use our websites, applications, communications, and services (collectively, the “Services”).

This Policy applies to individuals who:

• create or submit Patient Profiles;
• register or participate as dental Providers;
• browse our public websites;
• communicate with us;
• participate through an employer or benefits-broker program; or
• otherwise use our Services.

This Policy works together with our Consumer Health Data Privacy Policy, which provides additional disclosures concerning health-related information where applicable.

When information is disclosed to a participating dental Provider, that Provider may have independent legal, professional, privacy, security, and recordkeeping obligations concerning information it receives.

Health Information, HIPAA & Business Associate Status

Information submitted through MatchMyDentist may relate to dental health, treatment interests, dental history, anxiety or comfort concerns, insurance, financial preferences, and other health-related matters.

MatchMyDentist is not a healthcare provider, health plan, or healthcare clearinghouse and does not provide dental diagnoses, treatment, clinical assessments, or professional healthcare advice.

To the extent MatchMyDentist performs functions or services on behalf of a participating Provider that is a HIPAA Covered Entity and those functions involve creating, receiving, maintaining, or transmitting Protected Health Information (“PHI”), MatchMyDentist may act as that Provider’s Business Associate under HIPAA.

Where such a relationship applies, PHI is handled in accordance with applicable HIPAA requirements and the Business Associate Agreement between MatchMyDentist and the Provider.

Not all health-related information that MatchMyDentist collects directly from consumers is necessarily PHI or subject to HIPAA.

Other federal or state privacy laws may apply to health-related information that is not governed by HIPAA.

Information We Collect

3.1 Information Patients Provide

Depending on how you use the Services, we may collect:

• first and last name;
• email address;
• phone number;
• ZIP Code and general location information;
• age range;
• dental concerns;
• Patient-reported treatment interests;
• dental history and time since last dental visit;
• dental anxiety, fears, triggers, or prior experiences;
• comfort and sedation preferences;
• treatment goals;
• communication preferences;
• scheduling availability and treatment timing;
• PPO insurance or self-pay information;
• budget and financial-preference information;
• free-text Patient stories and other questionnaire responses;
• communications with MatchMyDentist; and
• consent, acceptance, account, and transaction records.

Patient-reported treatment interests, concerns, and needs are supplied by the Patient and are not diagnoses or clinical determinations made by MatchMyDentist.

3.2 Information Providers Provide

We may collect Provider information including:

• name and contact information;
• practice name and location;
• dental license and credentialing information;
• professional liability or malpractice insurance information;
• education, training, or professional information when requested;
• clinical-focus preferences;
• insurance participation;
• scheduling availability;
• practice readiness;
• comfort and sedation offerings;
• financial-access options;
• practice characteristics;
• Provider Profile information;
• Provider communications and Introductions;
• Membership and billing information; and
• consent, agreement, and compliance records.

3.3 Information Collected Automatically

When you use the Services, we may automatically collect technical and operational information such as:

• IP address;
• browser type;
• device and operating-system information;
• authentication and session information;
• page views and application activity;
• referring URLs;
• security events;
• usage logs; and
• other technical information reasonably necessary to operate, secure, and improve the Services.

3.4 Information From Other Sources

We may receive information from sources reasonably necessary to operate the Services, such as:

• public professional licensing databases;
• payment processors;
• service providers;
• security or fraud-prevention providers; and
• other sources where permitted by law.

Why We Collect & Use Information

We may collect and use information to:

• create and maintain accounts;
• create and maintain Patient and Provider Profiles;
• operate the Platform’s matching and routing process;
• identify a participating Provider for Patient Profile review;
• present applicable Patient Profile information to a Provider;
• allow a Provider to decide whether to send an Introduction;
• present Provider Profile information and Introductions to Patients;
• establish a Match when a Patient accepts a Provider’s Introduction;
• facilitate applicable contact-information exchange after a Match;
• provide Platform communications and customer support;
• administer Provider enrollment, Memberships, and billing;
• verify certain Provider licensing or credential information;
• prevent fraud, misuse, security incidents, and unauthorized access;
• maintain consent, agreement, and activity records;
• analyze and improve Platform performance;
• comply with legal and regulatory obligations;
• investigate complaints or misuse;
• enforce our agreements and policies; and
• protect the rights, safety, security, and integrity of Users and the Platform.

Not every item collected from a Patient or Provider is necessarily used as a scored or weighted matching criterion.

Matching & Automated Processing

MatchMyDentist may use proprietary software, algorithms, automated processing, and other technology to compare selected information contained in Patient Profiles with information contained in participating Provider Profiles and other applicable Platform criteria.

Matching and routing criteria may include information concerning:

• geography;
• Patient-reported treatment interests;
• Provider clinical focus;
• PPO or self-pay status;
• scheduling availability;
• Provider readiness;
• anxiety and comfort preferences;
• communication preferences;
• practice characteristics;
• financial-access capabilities;
• Platform capacity; and
• other applicable operational criteria.

Not every Patient Profile response is necessarily used as a matching criterion.

Patient budget information may be displayed to a Provider as part of the Patient Profile so the Provider understands the Patient’s reported financial circumstances before deciding whether to respond.

Patient budget bands are not used to rank Providers according to the economic value of a Patient.

Provider Membership may affect geographic coverage, Platform features, active queue capacity, and monthly Platform capacity. Providers cannot purchase preferential ranking or selection for an individual Patient.

Information Shared With Providers

6.1 Before a Match

Before a Patient accepts a Provider’s Introduction, the Provider reviewing the Patient Profile does not receive the Patient’s:

• first name;
• last name;
• phone number; or
• email address.

The Provider may receive other applicable Patient Profile information, including:

• age range;
• general location or distance information;
• dental concerns;
• Patient-reported treatment interests;
• dental history;
• insurance or self-pay information;
• scheduling and readiness information;
• anxiety and comfort preferences;
• communication preferences;
• budget information;
• Patient story; and
• other information the Patient chooses to provide.

The purpose of this disclosure is to allow the Provider to understand the Patient’s reported situation and independently decide whether to send an Introduction.

Because a Patient Profile may contain other information capable of revealing information about a Patient or the Patient’s circumstances, MatchMyDentist does not represent that every pre-Match Patient Profile is legally “anonymous” or “de-identified” under every applicable privacy law.

6.2 After a Match

If a Provider sends an Introduction, the Patient may review the Provider’s Profile, practice information, and Introduction.

If the Patient affirmatively accepts the Provider’s Introduction, a Match occurs.

MatchMyDentist may then disclose to the Provider:

• applicable Patient contact information;
• applicable Patient Profile information; and
• other information reasonably necessary to facilitate direct communication.

Following a Match, the Provider may independently collect additional information directly from the Patient.

That Provider’s subsequent handling of information may be governed by the Provider’s own privacy, healthcare, professional, and recordkeeping obligations.

Information Shared With Patients About Providers

Before a Patient decides whether to accept a Provider, MatchMyDentist may provide the Patient with:

• Provider name;
• practice name;
• office or location information;
• Provider Profile information;
• practice website or other applicable practice information;
• professional information submitted through the Platform; and
• the Provider’s Introduction.

A Provider’s decision to send an Introduction does not constitute a diagnosis, treatment recommendation, guarantee of treatment, or clinical determination by MatchMyDentist.

Service Providers & Other Disclosures

8.1 Service Providers

We may use service providers or processors to support functions including:

• cloud hosting and storage;
• database services;
• authentication;
• security and fraud prevention;
• communications and email;
• payment processing;
• technical monitoring;
• analytics;
• customer support;
• automated or artificial-intelligence-enabled functionality; and
• other Platform operations.

These providers may process information as reasonably necessary to perform services for MatchMyDentist, subject to applicable contractual and legal requirements.

Where a service provider handles PHI on behalf of MatchMyDentist in circumstances governed by HIPAA, appropriate Business Associate arrangements will be used where required.

8.2 Legal, Safety & Compliance Disclosures

We may disclose information when reasonably necessary to:

• comply with applicable law, legal process, subpoena, or court order;
• respond to lawful government or regulatory requests;
• investigate fraud, security threats, or unlawful activity;
• protect the rights or safety of Users or others;
• enforce our Terms or agreements;
• investigate complaints;
• establish, exercise, or defend legal claims; or
• protect the integrity of the Platform.

8.3 Business Transactions

If MatchMyDentist is involved in a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar business transaction, information may be transferred as part of that transaction, subject to applicable law and appropriate confidentiality protections.

AI-Assisted & Automated Platform Features

MatchMyDentist may use automated or artificial-intelligence-enabled technology to support Platform functionality.

Such functionality may include:

• matching and routing support;
• administrative processing;
• fraud or security detection;
• analytics; and
• suggested Provider message starters.

A Provider message starter is a drafting aid.

MatchMyDentist does not automatically send an AI-generated Provider Introduction to a Patient. The Provider is responsible for reviewing, editing as appropriate, approving, and sending the final Introduction.

Third-party technology providers may process information as necessary to provide these functions subject to applicable contractual, privacy, security, and legal requirements.

Sale, Advertising & Marketing

MatchMyDentist does not sell Patient personal information or Consumer Health Data.

MatchMyDentist does not use health-related Patient Profile information for unrelated third-party behavioral advertising or marketing.

Provider payment to MatchMyDentist is for Platform participation and access and does not purchase preferential ranking for an individual Patient.

We may use contact information to send transactional or service-related communications.

We may send promotional or informational communications where permitted by law and where any required consent has been obtained.

You may unsubscribe from optional promotional email communications using the method provided in those communications.

Cookies & Similar Technologies

We may use cookies and similar technologies to:

• maintain secure sessions;
• authenticate Users;
• remember preferences;
• prevent fraud;
• diagnose technical issues;
• measure Platform performance; and
• understand how the Services are used.

We do not intentionally use Patient questionnaire responses for third-party behavioral advertising.

You may be able to control certain cookies through your browser or device settings.

Where applicable law requires additional cookie consent or opt-out mechanisms, we will provide them as required.

Data Security

MatchMyDentist maintains administrative, technical, physical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss, or destruction.

Access to sensitive information is intended to be limited according to legitimate operational need.

Where MatchMyDentist acts as a HIPAA Business Associate, MatchMyDentist maintains safeguards required by applicable HIPAA obligations and the applicable Business Associate Agreement.

No information system can be guaranteed to be completely secure.

If a security incident or breach occurs, MatchMyDentist will take steps required by applicable law, which may include investigation, mitigation, and legally required notification.

Data Retention

MatchMyDentist retains personal information for as long as reasonably necessary for purposes including:

• maintaining accounts;
• operating the matching and Introduction process;
• maintaining Match records;
• supporting Users;
• maintaining consent and agreement records;
• administering Provider Memberships and billing;
• preventing fraud and abuse;
• satisfying legal, contractual, regulatory, tax, accounting, or security obligations;
• resolving disputes; and
• enforcing agreements.

Different categories of information may be retained for different periods.

When information is no longer reasonably necessary, MatchMyDentist may delete, anonymize, or aggregate it, subject to applicable legal requirements, backup processes, security needs, and recordkeeping obligations.

Account closure or a deletion request does not necessarily require deletion of information MatchMyDentist is permitted or required by law to retain.

De-Identified & Aggregate Information

MatchMyDentist may create and use aggregated or appropriately de-identified information for purposes including:

• Platform analytics;
• service improvement;
• statistical reporting;
• network planning;
• security;
• business analysis; and
• program-level reporting.

Where applicable law imposes requirements concerning de-identified information, MatchMyDentist will handle that information in accordance with those requirements.

MatchMyDentist will not intentionally attempt to re-identify information that is required by applicable law to remain de-identified except where legally permitted.

Employer & Benefits-Broker Programs

MatchMyDentist may make the Services available to individuals through participating employers, benefits brokers, or similar organizations.

Participation by an employee remains voluntary.

An employer or benefits broker does not participate in the Patient’s matching decision or determine which Provider reviews the Patient Profile.

MatchMyDentist does not provide an employer or benefits broker with an employee’s individual:

• Patient Profile;
• dental concerns;
• treatment interests;
• anxiety information;
• budget information;
• Provider selection;
• Match details; or
• other individual Consumer Health Data merely because the employee used the program.

Employers and brokers may receive aggregate, de-identified, or otherwise legally permitted program-level reporting.

MatchMyDentist may limit or suppress reporting where a small group or other circumstances could reasonably risk identifying an individual.

Your Privacy Rights & Choices

Depending on where you live and the laws that apply, you may have rights concerning your personal information, including rights to:

• know whether we process information about you;
• access information;
• obtain a copy of information;
• correct inaccurate information;
• request deletion;
• withdraw certain consent;
• object to or restrict certain processing;
• opt out of certain sale, sharing, or targeted advertising practices where applicable;
• obtain information about certain disclosures;
• appeal certain denied privacy requests; and
• use an authorized agent where permitted by law.

These rights are subject to applicable exceptions and limitations.

To submit a privacy request, contact:

privacy@matchmydentist.com

We may take reasonable steps to verify your identity or authority before completing a request.

We will not unlawfully discriminate against you for exercising applicable privacy rights.

Consumer Health Data Rights

Certain state laws provide additional protections for Consumer Health Data.

Our separate Consumer Health Data Privacy Policy explains, where applicable:

• categories of Consumer Health Data collected;
• sources of that information;
• purposes of collection and use;
• categories of recipients;
• collection and sharing consent;
• withdrawal of consent;
• deletion rights;
• appeal rights; and
• other rights required by applicable law.

Where applicable law requires affirmative or separate consent before collecting or sharing particular Consumer Health Data, MatchMyDentist will obtain such consent as required.

Requests relating to Consumer Health Data may be sent to:

privacy@matchmydentist.com

Children’s Privacy

The Services are intended only for individuals age 18 and older.

MatchMyDentist does not knowingly permit individuals under 18 to create Patient accounts or Patient Profiles.

If we learn that personal information has been submitted in violation of this restriction, we may take appropriate steps to delete or restrict that information, subject to applicable law and recordkeeping requirements.

U.S.-Only Services

MatchMyDentist currently provides its Services in the United States.

Information may be processed and stored in the United States.

If you access the Services from outside the United States, your information may be transferred to and processed in the United States.

Changes to This Policy

We may update this Privacy Policy from time to time.

When we make material changes, we will update the Effective Date and provide notice as required by applicable law.

Notice may be provided by:

• email;
• account or dashboard notice;
• notice within the Platform; or
• posting an updated Policy.

Where applicable law requires affirmative consent before applying a materially different collection, use, or disclosure practice, MatchMyDentist will obtain that consent as required.

Contact Us

Email: privacy@matchmydentist.com

MatchMyDentist Inc. is a Delaware corporation.