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, and safeguard your information when you use our website, applications, communications, and services (collectively, the “Services”).
This Policy applies to individuals who: submit dental-care preferences or forms through the Platform; register or interact with us as a licensed dental Provider; browse our site without an account; or communicate with us. By using the Services, you agree to this Policy. This Policy works together with our Consumer Health Data Privacy Policy, which provides additional disclosures for health-related information.
Once information is transferred to a Provider after a confirmed match, that Provider becomes responsible for how your data is used and stored under its own legal and regulatory obligations.
Health Information; HIPAA & Business Associate Status
We recognize the sensitivity of the information you may share — such as your dental concerns, provider preferences, insurance type, or scheduling needs.
MatchMyDentist is not a healthcare provider, health plan, or healthcare clearinghouse, and is not itself a “covered entity” under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). We do not diagnose or treat medical or dental conditions.
To the extent we create, receive, maintain, or transmit Protected Health Information (“PHI”) on behalf of a participating Provider that is a HIPAA covered entity — for example, when a Patient’s identity and profile are disclosed to the matched Provider — we act as that Provider’s Business Associate and handle such PHI in accordance with a Business Associate Agreement and the HIPAA Rules. We maintain administrative, physical, and technical safeguards consistent with the HIPAA Security Rule, and we do not use PHI for marketing or referral generation.
Information We Collect
a. Information You Provide
Full name, email, phone, and mailing address; patient-submitted details such as treatment goals, dental concerns, insurance information, availability, and preferences, including free-text responses; provider-submitted information such as license numbers, credentials, specialties, and office details; communications you send us; and signature confirmations or consent records.
b. Information We Collect Automatically
Device identifiers (IP address, browser type, device/OS), usage logs (page views, session duration, click behavior, referring URLs), app metadata, and location derived from IP address or your input (e.g., ZIP code). We collect this using cookies and similar operational technologies (see Section 8).
Why We Collect Your Data
We collect and process personal data for limited purposes necessary to operate the Services:
- With your consent — when you voluntarily submit a profile, request a match, or register as a Provider, including your consent to collect and use health-related information as described in our Consumer Health Data Privacy Policy.
- To provide the Services — matching Patients with Providers; delivering match notifications and communications; maintaining accounts and access.
- For security and improvement — protecting the Platform, monitoring for fraud, analyzing aggregate trends to improve match quality, and providing support.
- To comply with law — retaining or disclosing data as required by applicable law, subpoena, or enforcement action.
We do not use health-related information for marketing, and we do not sell or lease your personal data.
How We Use Your Information
a. If You Are a Patient
We use your information to match you with a Provider based on your preferences, location, availability, and insurance; communicate match status and next steps; and improve our matching through non-identifiable usage data. We do not use your health-related responses for advertising or profiling. We may send service-related communications, and — only if you opt in — occasional service updates.
b. If You Are a Provider
We use your information to process enrollment; confirm your license is active via the applicable state dental board and review your submitted credentials; deliver prospective-patient matches; share your practice details with a Patient only after a mutual match; and communicate about platform activity, compliance, and support.
When We Share Your Information
a. With Providers (for Patients)
Before you accept a match, the Provider sees only an anonymized profile. Your identity stays private from the Provider until you accept the match. When you accept, we share with the selected Provider your name, contact information, and the profile responses used for the match — which include your dental concerns, goals, preferences, insurance type, and any free-text information you chose to provide. Providers are contractually bound to use this information only to evaluate and prepare for your care.
b. With Patients (for Providers)
When you accept a patient match, the Patient receives your name, office location, and contact details.
c. With Service Providers
We use vetted vendors for hosting, messaging, identity verification, payment processing, and platform operations. They are contractually bound to confidentiality and may access only the data necessary to perform their services.
d. For Legal, Security, or Compliance
We may disclose data to comply with legal obligations, enforce our Terms, defend claims, or investigate fraud or threats to safety or security.
We do not sell your personal data under any circumstances.
Data Security
We use industry-standard safeguards, including HTTPS encryption in transit, encryption of sensitive data at rest, role-based access controls and audit logs, secure password hashing and session authentication, segmented storage of intake and credentialing data, and ongoing monitoring. No system is completely immune to risk; in the event of a breach affecting your information, we will notify you and any required parties as required by applicable law.
Cookies & Tracking Technologies
We use cookies and similar technologies to maintain secure sessions, remember preferences, and analyze site performance. We do not use cookies or pixels to deliver third-party advertising, and we do not place third-party advertising or analytics pixels on the patient intake pages. All tracking is limited to operational, functional, and diagnostic purposes. You may manage non-essential cookies through your browser settings.
Data Retention
We retain personal data only as long as necessary for the purposes collected, or as required by law:
- Patients: retained while your account is active and for up to two (2) years after your last interaction, unless you request deletion sooner.
- Providers: retained during active status and for up to five (5) years to meet regulatory, licensing, or audit requirements.
- Intake & credentialing: retained as required by applicable law.
- Analytics/usage: retained in aggregated or de-identified form.
Where feasible, we separate direct identifiers (such as your name and contact details) from questionnaire responses and limit retention of identifiers to what is necessary to complete a match. You may request deletion at any time, subject to legal exceptions.
Your Rights & Choices
Depending on your location, you may have the right to access or download your data, correct inaccurate data, delete your data and close your account, withdraw consent, and object to certain processing. To exercise these rights, contact our Privacy Team at privacy@matchmydentist.com. We may request information to verify your identity.
State-Specific & Consumer-Health-Data Rights
If you reside in a U.S. state with a consumer privacy law (e.g., California, Colorado, Connecticut, Utah, Virginia, and others), you may have additional rights, including to know, access, correct, delete, opt out of targeted advertising or sale, and appeal a denied request. We honor recognized opt-out signals (such as Global Privacy Control) where required.
Several states (including Washington, Nevada, and Connecticut) have consumer-health-data laws that apply to health-related information held by businesses that are not covered by HIPAA. Our handling of consumer health data — including the consent we obtain to collect and to share it — is described in our Consumer Health Data Privacy Policy. To submit a state-specific or health-data request or appeal, contact privacy@matchmydentist.com with your state in the subject line.
Children’s Privacy
The Services are intended only for individuals aged 18 and older. We do not knowingly collect information from anyone under 18. If we learn a minor has submitted data, we will delete it promptly. Contact privacy@matchmydentist.com with concerns.
U.S.-Only Services
MatchMyDentist is based in the United States and does not currently offer Services outside the U.S. If you access the Services from another country, your data will be processed and stored in the United States.
De-Identified & Aggregate Data
We may use de-identified or aggregated data for platform development, service optimization, and statistical reporting. This data does not identify individuals and is not used for targeted advertising.
Changes to This Policy
We may update this Policy. For material changes, we will post the updated version, update the Effective Date, and notify users by email or within the platform when legally required. Continued use after the effective date constitutes acceptance.
Contact Us
MatchMyDentist Inc. Email: privacy@matchmydentist.com791 4th St N #300
St. Petersburg, FL 33702
(Registered office: MatchMyDentist Inc., 8 The Green, STE A, Dover, DE 19901.)