1. Who We Are and What This Policy Covers
Effective date: September 25, 2026
Dentiv, a Delaware corporation ("Dentiv," "we," "us"), produces and supports ChairCommand, a cloud-based, read-only data platform for dental practices ("ChairCommand" or the "Service"), available at chaircommand.com. This Privacy Policy explains how we collect, use, and share personal information about:
• visitors to our websites;
• people who use the Service on behalf of a dental practice ("Authorized Users"); and
• prospective customers who contact us.
Patient information is handled differently. When a dental practice connects its systems to the Service, we access patient information on the practice's behalf as its HIPAA business associate. That information is governed by our Business Associate Agreement with the practice and by the practice's own Notice of Privacy Practices, not by this policy. We use patient information only to provide the Service to the practice and as HIPAA permits. Patients with questions about their records should contact their dental practice directly.
This policy is part of our Terms of Service. By using our websites or the Service, you acknowledge this policy.
2. Information We Collect
| Category | Examples | Source |
|---|---|---|
| Account and contact | Name, work email, phone, job title, practice name, login credentials | You or your practice administrator |
| Billing | Billing contact, billing address, last four digits of card, payment history | You; full card numbers are handled by our payment processor, not stored by us |
| Usage and device | IP address, browser, device type, pages viewed, features used, log-in times, error logs | Automatically, through cookies and server logs |
| Communications | Support requests, emails, feedback, call or meeting notes | You |
| Integration data | Connected-system credentials or tokens, configuration settings | You or your practice administrator |
| Patient data (PHI) | Patient records from connected practice systems | Your practice's systems; governed by the BAA, not this policy |
We do not knowingly collect sensitive personal information about Authorized Users beyond what is listed here.
3. How We Use Information
We use the information in Section 2 to:
• provide, operate, and maintain the Service, including connecting to your practice's systems;
• create and manage accounts, authenticate users, and control access;
• process subscription payments and send invoices and billing notices;
• respond to support requests and communicate about the Service, including service, security, and policy updates;
• monitor, secure, and troubleshoot the Service, and detect and prevent fraud or abuse;
• analyze usage to improve the Service and develop new features, using aggregated or de-identified data where possible;
• send product news or marketing emails, which you can opt out of at any time; and
• comply with law, enforce our Terms, and protect our rights and the rights of others.
We do not use patient information for marketing, advertising, or any purpose other than providing the Service to the practice.
4. How We Share Information
We do not sell personal information, and we do not share it for targeted advertising.
We share information only as follows:
Service providers.
Vendors that help us run the business, such as cloud hosting, payment processing, email delivery, customer support, and analytics. They may use the information only to provide services to us. Any vendor that handles patient information must sign a business associate agreement with us.
Your practice.
Your practice's administrators can see account and usage information about Authorized Users in their account.
Connected systems.
We exchange credentials and requests with the practice systems you connect, as needed to retrieve data.
Legal and safety.
When required by law, subpoena, or court order, or when we believe disclosure is needed to protect the rights, property, or safety of Dentiv, our customers, or others.
Business transfers.
In connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality obligations. Patient information remains protected under HIPAA and the BAA in any such transfer.
With your consent.
For any other purpose you agree to.
5. Cookies, Retention, and Security
5.1 Cookies.
We use cookies and similar technologies to keep you signed in, remember preferences, secure the Service, and understand how our websites are used. You can block or delete cookies in your browser settings, but parts of the Service may not work without them. We do not place cookies or tracking pixels on pages that display patient information for analytics or advertising.
5.2 Retention.
We keep account and billing information for as long as your practice's account is active and afterward as needed for tax, accounting, legal, and dispute purposes, typically up to seven (7) years for billing records. Usage logs are generally kept for up to twelve (12) months. Patient information is deleted within thirty (30) days after the practice's subscription ends, as described in our BAA.
5.3 Security.
We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest, access controls, and activity monitoring. No system is completely secure, and we cannot guarantee the security of information. Please keep your credentials confidential and tell us right away at support@chaircommand.com if you suspect unauthorized access.
5.4 Where We Process Data.
We store and process information in the United States.
6. Your Rights and Choices
6.1 Your Rights.
Depending on where you live, you may have the right to access, correct, delete, or get a copy of your personal information, and to opt out of certain processing. We honor these requests from all users regardless of location. To make a request, email support@chaircommand.com. We will verify your identity before acting and respond within forty-five (45) days. If we deny your request, you may appeal by replying to our response, and we will answer within sixty (60) days. We will not discriminate against you for exercising these rights.
6.2 Authorized Users.
If your account is managed by a dental practice, some requests may need to go through your practice administrator. We may keep information we are required to retain by law or under our agreements with the practice.
6.3 Patients.
Requests about patient records should go to your dental practice. If we receive one directly, we will forward it to the practice.
6.4 Marketing Emails.
You can unsubscribe using the link in any marketing email. You will still receive service, billing, and security messages.
7. Children
The Service is for businesses and is not directed to children under 16. We do not knowingly collect personal information from children through our websites. Children's dental records may be processed on a practice's behalf as patient information under the BAA.
8. Changes to This Policy
We may update this policy. We will post the new version at chaircommand.com/privacy with a new effective date, and we will email account owners about material changes at least thirty (30) days before they take effect.
9. Contact Us
Dentiv · support@chaircommand.com