Plain English summary: When patients submit our intake form, we share their name, contact info, ZIP code, and stated treatment needs with up to 3 dental practices in our network so they can reach out. When dental providers apply to join our network, we collect business and credentialing information to verify and onboard them. We don't sell anyone's data. You can opt out anytime by emailing dozedental@dozedental.com. Full details below.
1. Who We Are
Doze Dental, LLC ("Doze Dental," "we," "us," or "our") is a Maryland limited liability company that operates dozedental.com (the "Service"), a referral and matching service connecting individuals with sedation-trained dental providers. This Privacy Policy explains what information we collect, how we use and share it, and the choices you have.
Our mailing address is 2445 Holly Ave. Apt. 242, Annapolis, MD 21401. Questions? Email dozedental@dozedental.com.
2. Information We Collect
Information you provide directly
When you submit our intake form, you provide:
- Your name
- Phone number
- Email address
- ZIP code
- Who the inquiry is for (yourself, family member, dependent, etc.)
- The general category of treatment needed (cleaning, extraction, etc.)
- Your dental insurance carrier or payment method (if provided) — used solely to match you with providers who accept your coverage
- Consent to be contacted by matched providers
Insurance information you provide is the name of your carrier or general plan type only. We do not collect, store, or transmit policy numbers, member IDs, group numbers, claim details, or other protected health information.
If you communicate with us by email, phone, or text, we collect the content of those communications and any contact details you share.
Information collected automatically
When you visit our Service, our hosting provider and any analytics tools we use may automatically collect:
- IP address and approximate location (city/region)
- Browser type and version, device type, operating system
- Pages visited, time spent, referring URL
- Cookies and similar identifiers
Information collected from dental providers
If you are a dental practice, dentist, or related provider applying to join or participate in our network, we collect business and credentialing information through our provider application form and subsequent onboarding, including:
- Practice name, address, and website
- Primary contact name, role, phone, and email
- State dental license number and licensing jurisdiction
- Service areas (ZIP codes, counties, or regions covered)
- Sedation methods offered and related credentials
- Patient populations treated and accommodations available
- Insurance plans and payment options accepted by your practice
- Current promotions, new-patient offers, or special pricing you choose to share
- Documentation submitted during onboarding (license verification, malpractice insurance certificates, sedation certifications, NPI numbers, W-9 forms, signed service agreements)
- Practice capacity, availability, and operational preferences
- Communications and feedback exchanged with our team
- Payment and billing information (handled through Stripe; we do not store full payment card numbers)
- Performance metrics (leads received, response times, conversion outcomes when shared)
This information is collected from you directly. Providers represent and warrant that they have authority to share this information on behalf of their practice.
What we don't collect
We do not knowingly collect detailed medical records, diagnoses, prescription histories, Social Security numbers, financial account numbers, or government-issued ID information. Please do not submit these through our intake form.
3. How We Use Your Information
| Purpose | What we use |
|---|---|
| Match patients with dental providers | Patient name, contact, ZIP, treatment type |
| Evaluate provider applications and verify credentials | Provider business info, license #, malpractice docs, credentials |
| Onboard and manage provider accounts | Provider contact info, service area, sedation methods, agreements |
| Deliver matched leads to providers | Patient contact info → matched provider email/system |
| Process provider subscription billing | Provider billing info, payment method, transaction history (via Stripe) |
| Communicate about inquiries, leads, and accounts | Names, phone, email for both patients and providers |
| Improve our matching and quality control | Submission history, lead outcomes, provider performance metrics |
| Detect fraud, spam, or misuse | IP, device info, submission patterns |
| Comply with legal obligations | All categories as required |
| Send service-related notifications | Email, phone for both patients and providers |
We do not use your information for unrelated marketing, behavioral advertising, or to build profiles for sale.
4. How We Share Your Information
With matched Providers
The core purpose of our Service is to share your contact details and stated treatment needs with up to three (3) dental Providers in our network located in or near your ZIP code, so they can contact you about your inquiry. By submitting the form, you consent to this sharing. Each Provider becomes an independent controller of the information we share with them and is responsible for handling it under their own privacy policies and applicable law (including HIPAA where it applies to them).
Provider information shown to patients
If you are a provider in our network, certain business information you provide — such as practice name, location, sedation methods offered, populations treated, and credentials — may be shared with matched patients or displayed publicly on our Service (including any future provider directory or featured listing pages). We do not share your personal contact details, payment information, or internal correspondence with patients without your authorization.
With service providers
We share information with vendors who help us operate the Service, including:
- Hosting and infrastructure (Cloudflare)
- Form processing and lead routing (Formspree, Zapier, or similar)
- Email delivery (Google Workspace)
- Analytics (where used)
- Payment processing (Stripe, for Provider subscriptions only)
These vendors process information on our behalf under contractual confidentiality obligations and are not permitted to use it for their own purposes.
For legal reasons
We may disclose information if required by law, subpoena, court order, or government request, or if we believe disclosure is necessary to protect the rights, safety, or property of Doze Dental, our users, or the public.
In a business transfer
If Doze Dental is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.
What we do NOT do
- We do not sell your personal information for monetary consideration.
- We do not share your information with advertising networks for cross-context behavioral advertising.
- We do not share information with anyone other than as described in this Policy.
5. How Long We Keep Your Information
We retain your information for as long as needed to provide the Service and for legitimate business or legal purposes:
Patient/user information
- Active inquiries: Kept indefinitely while the relationship is active
- Inactive intake submissions: Retained for up to 4 years for TCPA, dispute resolution, and audit purposes, then deleted or anonymized
- Communications records: Retained for up to 4 years
Provider information
- Active provider accounts: Retained for the duration of the relationship and as long as needed for ongoing operations
- Credential documents (license, malpractice, certifications): Retained for the duration of the relationship plus 7 years for audit and legal purposes
- Financial records (billing, invoices, payments): Retained for at least 7 years to meet tax and accounting obligations
- Signed agreements: Retained for the duration of the relationship plus 7 years
- Declined or withdrawn applications: Retained for up to 2 years, then deleted
Other
- Aggregated/anonymized data: May be retained indefinitely
You can request earlier deletion at any time (see Section 8), subject to legal and contractual retention requirements.
6. How We Protect Your Information
We use commercially reasonable administrative, technical, and physical safeguards designed to protect your information, including HTTPS encryption in transit, access controls on internal systems, and contractual protections with vendors. No method of transmission or storage is 100% secure, however, and we cannot guarantee absolute security.
7. Cookies and Tracking
We use a minimal set of cookies and similar technologies to operate the Service and understand basic usage. We do not use third-party advertising trackers or sell cookie-collected data. You can manage cookies through your browser settings; disabling them may affect Service functionality.
8. Your Privacy Rights and Choices
Everyone
Regardless of location, you may:
- Opt out of communications: Reply "STOP" to any text message, ask to be removed during a phone call, or email dozedental@dozedental.com
- Request access: Ask what information we hold about you
- Request correction: Update inaccurate information
- Request deletion: Ask us to delete your information (subject to legal retention requirements)
California residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act and California Privacy Rights Act:
- Right to know what personal information we collect, use, disclose, and sell or share
- Right to delete personal information
- Right to correct inaccurate personal information
- Right to opt out of the sale or sharing of personal information (we do not sell or share for cross-context behavioral advertising)
- Right to limit use of sensitive personal information
- Right to non-discrimination for exercising any of these rights
To exercise these rights, email dozedental@dozedental.com with the subject line "California Privacy Request." We will verify your identity before responding.
EU/UK residents (GDPR)
If you are in the European Union, United Kingdom, or European Economic Area, you have the rights of access, rectification, erasure, restriction of processing, data portability, and objection. The legal bases on which we process your information are: (a) your consent (which you may withdraw at any time); (b) our legitimate interests in operating the Service; and (c) compliance with legal obligations. You also have the right to lodge a complaint with your local data protection authority.
Other state laws
Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws may have similar rights. Contact us using the information above to exercise them.
9. Children's Privacy
The Service is not directed to children under 18 and we do not knowingly collect information from anyone under 18. If you are submitting on behalf of a minor in your care (such as a dependent or family member with special needs), you represent that you have the legal authority to do so. If you believe we have collected information from a child under 13 in violation of COPPA, please contact us immediately and we will delete it.
10. International Users
Doze Dental operates from and stores information in the United States. If you access the Service from outside the U.S., you understand and consent to the transfer of your information to the United States, which may have different data protection laws than your home country.
11. Third-Party Links
The Service may contain links to third-party sites (including Provider websites, social media, or scheduling tools). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before using them.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will post the updated Policy with a new "Last updated" date and, where reasonable, provide additional notice (such as email or an on-site banner). Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.
13. Contact Us
Questions, concerns, or requests related to this Privacy Policy? Contact us:
- Email: dozedental@dozedental.com
- Mail: Doze Dental, LLC, 2445 Holly Ave. Apt. 242, Annapolis, MD 21401
- Web: dozedental.com
We aim to respond to privacy requests within 30 days.