Legal & Privacy
How Dentobot AI collects, uses, and protects information — and the terms governing use of our platform.
Plain-Language Summary: Dentobot AI processes patient call data exclusively on behalf of dental offices. We do not sell patient data. We do not use it for advertising. All protected health information is handled under HIPAA. Your dental office remains responsible for its own patient privacy obligations.
Who We Are
Dentobot AI is an AI-powered dental receptionist platform developed and operated by One Dental World, LLC, based in Las Vegas, Nevada. Our platform enables dental practices to automate patient call handling, appointment scheduling, reminders, and related front-office communications.
Dentobot AI operates as a Business Associate (as defined under HIPAA) to each dental office that uses our platform. A signed Business Associate Agreement (BAA) is required before any use of the platform involving protected health information.
Scope
This Privacy Policy applies to visitors to our website, dental office clients and their staff who use the Dentobot AI platform, and dental patients whose calls are handled through Dentobot AI on behalf of their dental office.
For Dental Patients: If your call was handled by Dentobot AI, your information was processed on behalf of your dental provider — not independently collected by us. For questions about how your information is used, contact your dental office directly. Their HIPAA Notice of Privacy Practices governs your protected health information.
Information We Collect
From Dental Office Clients
| Data Type | Examples | Purpose |
|---|---|---|
| Account Information | Practice name, contact name, email, phone | Account setup and billing |
| Practice Configuration | Office hours, services offered, scheduling rules | AI agent customization |
| Usage Data | Login timestamps, dashboard activity, feature usage | Platform improvement and support |
| Payment Information | Billing details processed by our payment infrastructure | Subscription billing |
Patient Call Data (PHI — Handled Under BAA)
| Data Type | Examples | Basis |
|---|---|---|
| Caller Identity | Patient name, phone number | Required for scheduling |
| Appointment Information | Requested date/time, appointment type | Required for scheduling |
| Call Recordings | Audio of AI-handled calls | Quality assurance, dispute resolution |
| Call Transcripts | Text transcriptions of calls | Dashboard display and analytics |
How We Use Information
For Dental Office Clients
- Provide, operate, and maintain the Dentobot AI platform
- Process subscription payments and manage accounts
- Customize AI agent behavior per practice configuration
- Provide technical support and respond to inquiries
- Improve platform performance and AI accuracy
For Patient Call Data (PHI)
- Handle inbound and outbound calls solely on behalf of the dental office
- Schedule, confirm, remind, or reschedule appointments as directed
- Provide call summaries and analytics to the dental office dashboard
We never use patient PHI for: advertising, marketing, AI model training on identifiable data, sale to third parties, or any purpose beyond delivering the contracted service to the dental office that engaged us.
HIPAA & Protected Health Information
Dentobot AI is designed to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), including the Privacy Rule (45 CFR Part 164, Subparts A and E) and the Security Rule (45 CFR Part 164, Subparts A and C).
Business Associate Agreements: No dental office client may use Dentobot AI in any manner involving PHI without a signed BAA in place. The BAA governs all permitted uses and required protections of PHI and is incorporated by reference into these Terms.
Sub-Processors: To deliver our services, Dentobot AI engages HIPAA-compliant technology sub-processors for functions including voice infrastructure, call transcription, scheduling, and dashboard delivery. Each sub-processor that handles PHI on our behalf operates under a signed Business Associate Agreement with Dentobot AI. Sub-processor identities are disclosed to clients upon written request and to regulatory authorities as required by law.
Minimum Necessary Standard: We collect and transmit only the PHI reasonably necessary to accomplish the intended scheduling or communication purpose — nothing more.
How We Share Information
We do not sell, rent, or trade any information. We share information only as follows:
- With the dental office client: All patient call data is accessible only to the dental office whose patient made the call. No cross-client data sharing occurs under any circumstance.
- With HIPAA-compliant sub-processors: We engage trusted technology sub-processors to deliver core platform functions. Each sub-processor receives only the data necessary for their specific function and operates under a signed BAA. No sub-processor may use PHI for any purpose other than delivering services to Dentobot AI.
- As required by law: We may disclose information when required by valid court order, subpoena, or applicable law. Where legally permitted, we will notify the affected client before disclosure.
- In a business transfer: If Dentobot AI is acquired or merged, client and patient data will transfer subject to equivalent privacy commitments, and clients will be notified in advance.
Data Retention & Deletion
Call recordings and transcripts: Retained up to 90 days for quality assurance purposes, then securely purged unless extended retention is requested in writing.
Appointment and scheduling data: Retained for the duration of the active subscription plus 30 days post-termination to allow data export.
Client account data: Retained for the subscription term and deleted within 30 days of a written deletion request following termination, except as required by law.
You own 100% of your data. Dentobot AI claims no ownership over any client data or patient PHI processed through the platform.
Security Safeguards
Dentobot AI implements administrative, physical, and technical safeguards consistent with the HIPAA Security Rule, including:
Technical
- All data in transit encrypted via TLS 1.2 or higher
- All PHI at rest encrypted using AES-256 or equivalent
- Encrypted data transmission between all platform components
- Two-factor authentication enforced on all administrative accounts
- Role-based access controls limiting PHI access to authorized personnel only
- Automatic session timeouts on all dashboard access
- Access audit logs maintained and reviewed regularly
Administrative
- Designated Privacy and Security Officer
- Vendor risk management including BAA verification for all sub-processors
- Workforce security training and access policies
- All infrastructure hosted in SOC 2 compliant cloud environments
Patient Rights
Important: Dentobot AI is a Business Associate that processes patient data solely on behalf of dental offices. Patient rights under HIPAA — including the right to access, amend, or restrict use of protected health information — must be exercised through the patient's dental provider, not through Dentobot AI directly.
If you are a dental patient with concerns about how your information was handled and your dental provider cannot resolve them, you may contact us at [email protected]. You also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/ocr/complaints.
Breach Notification
In the event of a breach of unsecured PHI, Dentobot AI will notify the affected dental office client without unreasonable delay and within 60 calendar days of discovery. Notification will include the nature of the PHI involved, who may have accessed it, mitigation steps taken, and recommended protective actions.
The dental office client, as the Covered Entity, remains responsible for notifying affected patients and HHS in accordance with the HIPAA Breach Notification Rule (45 CFR Part 164, Subpart D).
Children's Privacy
Our platform is not directed to children under 13. When Dentobot AI handles calls from parents or guardians scheduling appointments for minor patients, that data is processed as PHI under HIPAA and governed solely by the dental office's privacy practices.
Changes to This Policy
We may update this Privacy Policy from time to time. For material changes, we will notify active dental office clients via the email address on file at least 30 days before changes take effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy.
Contact Us
Dentobot AI / One Dental World, LLC
Privacy Officer · Las Vegas, Nevada
Email: [email protected]
Website: www.dentobot.ai
Plain-Language Summary: These terms govern your use of Dentobot AI. You own your data 100%. A signed BAA is required before any patient PHI is processed. Month-to-month — no long-term contracts. We are your Business Associate; your own HIPAA compliance remains your responsibility.
Acceptance of Terms
These Terms of Service ("Terms") are a legally binding agreement between you ("Client") and One Dental World, LLC, operating as Dentobot AI ("Dentobot AI," "we," "us," or "our"). By accessing our website, completing onboarding, signing a subscription agreement, or using the platform in any manner, you agree to be bound by these Terms and our Privacy Policy.
If entering these Terms on behalf of an organization, you represent that you have authority to bind that entity. If you do not have such authority, do not use the platform.
Description of Services
Dentobot AI provides dental offices with an AI-powered virtual receptionist platform ("Platform"), which may include:
- Inbound and outbound AI voice call handling
- Appointment scheduling, confirmation, rescheduling, and cancellation
- Patient call transcription and analytics dashboard
- Multilingual call support (English, Spanish, and others as available)
- Integration with third-party scheduling and practice management software where configured
Services are provided on a subscription basis. Feature availability may vary by plan. We reserve the right to modify or update features with reasonable notice.
Not a Medical Service: Dentobot AI is an administrative and scheduling tool only. It does not provide medical advice, clinical recommendations, diagnoses, or treatment guidance. Dental offices remain solely responsible for all clinical decisions and patient care.
Eligibility & Account
To use the platform you must be a licensed dental practice or authorized dental organization, at least 18 years of age with legal authority to enter binding contracts, and must execute a BAA with Dentobot AI prior to processing any PHI.
You are responsible for maintaining the security of your account credentials and all activity under your account. Notify us immediately at [email protected] if you suspect unauthorized access. You may not share account access with unauthorized individuals or resell access without our prior written consent.
Business Associate Agreement
BAA Requirement: No client may use the Dentobot AI platform for any purpose involving Protected Health Information without first executing a signed BAA with Dentobot AI. Using the platform to handle patient calls prior to BAA execution is a material breach of these Terms and may result in immediate termination without refund.
The BAA is a separate document governing our obligations as your Business Associate under HIPAA. It is incorporated by reference into these Terms. In any conflict between these Terms and the BAA regarding PHI handling, the BAA controls.
HIPAA Obligations
Your Responsibilities as Covered Entity
- Maintain and distribute a current HIPAA Notice of Privacy Practices to your patients
- Respond to all patient rights requests including access, amendment, and restrictions
- Notify patients and HHS in the event of a reportable breach per the HIPAA Breach Notification Rule
- Train your workforce on HIPAA requirements applicable to their roles
- Ensure your use of Dentobot AI is consistent with your own HIPAA policies
Our Commitments as Business Associate
- Use PHI only as permitted under the BAA and applicable law
- Implement and maintain appropriate administrative, physical, and technical safeguards
- Report breaches of unsecured PHI to you within the timeframe specified in the BAA
- Ensure all sub-processors handling PHI on our behalf operate under signed BAAs
Fees & Payment
| Fee Type | Amount | Notes |
|---|---|---|
| One-Time Initiation Fee | $999 | Due at onboarding for all plans. Non-refundable once onboarding commences. |
| Core Plan | $499/month | Includes 400 talk minutes per month. Billed monthly in advance. |
| Overage Usage | $0.40/minute | Applies to minutes beyond the 400 included in the Core Plan. Billed monthly in arrears. |
| Unlimited Plan | $999/month | Unlimited talk minutes. One flat predictable bill. Same $999 initiation fee applies. |
| Outbound, DSO & Custom | Quoted on request | Outbound recall campaigns, DSO multi-location features, and custom AI automations. |
Most offices remain within the 400 included minutes on the Core Plan. Overage is billed at $0.40/min, or clients may upgrade to the Unlimited Plan at any time. Prices subject to change with 30 days' written notice to active clients. Accounts more than 14 days past due may be suspended. Accounts more than 30 days past due may be terminated. All fees are non-refundable except as expressly stated herein or required by applicable law.
Data Ownership
You own 100% of your data. Dentobot AI claims no ownership over any client data or patient PHI processed through the platform. All data generated on your behalf remains your property at all times.
Upon cancellation, request a full data export within 30 days of the termination date. We will provide data in a standard exportable format. After 30 days post-termination, data will be securely deleted unless an extension is requested in writing.
Dentobot AI may use aggregated, fully de-identified, non-PHI data derived from platform usage to improve platform performance and develop industry benchmarks. No such data will be traceable to any individual patient or dental practice.
Acceptable Use
You may not: process PHI without a signed BAA; reverse-engineer or decompile any part of the platform; transmit unlawful, fraudulent, or abusive content; share credentials with unauthorized individuals or resell access without written consent; interfere with platform infrastructure; violate HIPAA, state dental licensing laws, or any applicable law; attempt to access data belonging to other Dentobot AI clients; or use the platform to impersonate a licensed healthcare provider in a clinical capacity.
Violation of this section may result in immediate suspension or termination without refund.
Intellectual Property
The Dentobot AI platform — including its AI models, software, call flow architecture, design, trademarks, and all associated technology — is the exclusive intellectual property of One Dental World, LLC. All rights reserved.
You receive a limited, non-exclusive, non-transferable, revocable license to use the platform solely for your dental practice's internal operations during your active subscription term.
You grant Dentobot AI a limited license to use your practice name solely as necessary to configure and deliver services (e.g., AI greeting scripts, dashboard labeling). We will not use your name or logo for marketing purposes without your prior written consent.
Disclaimers
THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. DENTOBOT AI DOES NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE. AI-GENERATED CONTENT INCLUDING TRANSCRIPTS MAY CONTAIN ERRORS AND MUST BE REVIEWED BY QUALIFIED STAFF BEFORE RELIANCE. DENTOBOT AI IS NOT A LICENSED HEALTHCARE PROVIDER AND PROVIDES NO MEDICAL OR CLINICAL ADVICE.
Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, DENTOBOT AI SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF REVENUE, PATIENTS, OR DATA. DENTOBOT AI'S TOTAL CUMULATIVE LIABILITY FOR ANY CLAIM SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU IN THE THREE MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
You agree to indemnify and hold harmless Dentobot AI and its officers, directors, and employees from any claims arising from your violation of these Terms, your HIPAA non-compliance, or your dental practice operations.
Term & Termination
Cancellation by Client: Cancel at any time by written notice to [email protected]. Cancellation takes effect at end of the current billing cycle. No partial-month refunds.
Termination by Dentobot AI: We may terminate immediately, without notice or refund, if you process PHI without a signed BAA, violate the Acceptable Use section, fail to pay fees within 14 days of notice, or engage in fraudulent or unlawful conduct.
Effect of Termination: Platform access ceases upon termination. Data available for export for 30 days, then securely deleted. Provisions covering data ownership, intellectual property, disclaimers, liability, and governing law survive termination.
Governing Law & Disputes
These Terms are governed by the laws of the State of Nevada without regard to conflict of law principles. Disputes not resolved by good-faith negotiation within 30 days shall be submitted to binding arbitration in Clark County, Nevada under American Arbitration Association rules. You waive any right to participate in a class action against Dentobot AI. Either party may seek injunctive relief in court to protect intellectual property or confidential information.
Contact
Dentobot AI / One Dental World, LLC
Las Vegas, Nevada
Email: [email protected]
Website: www.dentobot.ai