Privacy Policy

Cognident, Inc. ("Cognident," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our dental practice management software and related services.

As a healthcare technology provider, we understand the sensitive nature of the information we handle and are committed to maintaining the highest standards of data protection in compliance with HIPAA, state privacy laws, and other applicable regulations.

Personal Information

We may collect the following types of personal information:

• Contact information (name, email address, phone number, mailing address)
• Professional information (dental license number, specialization, practice details)
• Account credentials and authentication information
• Payment and billing information
• Communication preferences and history

Protected Health Information (PHI)

When you use our services to manage patient information, we may process PHI on your behalf as a Business Associate under HIPAA. This includes:

• Patient demographics and contact information
• Medical and dental history
• Treatment records and clinical notes
• Appointment and scheduling information
• Insurance and billing information
• Digital images and radiographs

Technical Information

• Device information and browser type
• IP address and location data
• Usage patterns and feature utilization
• Performance and error logs
• Cookies and similar tracking technologies

We use the information we collect for the following purposes:

• Providing and maintaining our software services
• Processing payments and managing accounts
• Providing customer support and technical assistance
• Improving our products and developing new features
• Ensuring security and preventing fraud
• Complying with legal obligations
• Communicating with you about updates, security alerts, and administrative messages

PHI Processing: We process PHI solely as directed by you and in accordance with our Business Associate Agreement. We do not use PHI for our own purposes or disclose it except as permitted by HIPAA.

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our business (cloud hosting, payment processing, customer support)
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Consent: With your explicit consent for specific purposes
• Emergency Situations: To protect the safety of individuals or prevent illegal activities

We implement comprehensive security measures to protect your information:

• Encryption: All data is encrypted in transit and at rest using industry-standard encryption
• Access Controls: Role-based access controls and multi-factor authentication
• Infrastructure: Secure cloud hosting with SOC 2 Type II certified providers
• Monitoring: 24/7 security monitoring and intrusion detection
• Regular Audits: Periodic security assessments and penetration testing
• Employee Training: Regular security awareness training for all staff

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Information: Retained while your account is active and for 7 years after closure
• PHI: Retained according to your instructions and applicable legal requirements
• Technical Logs: Typically retained for 90 days unless required for security investigations
• Backup Data: May be retained for up to 1 year for disaster recovery purposes

You have the following rights regarding your information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information (subject to legal requirements)
• Portability: Request a copy of your data in a portable format
• Opt-out: Unsubscribe from marketing communications

To exercise these rights, please contact us at privacy@cognident.org.