Privacy Policy

1. Scope

This Privacy Policy explains how DentalSupplyPrices collects, uses, discloses, stores, and protects personal information when you use dentalsupplyprices.com and related services.

We designed this policy to support transparent, meaningful consent practices and to align with the privacy expectations that generally apply to Canadian commercial organizations, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.

2. Information we collect

We may collect the following categories of information:

• Account and profile information, such as your name, email address, login activity, and organization role.
• Organization information, such as practice name, onboarding details, team membership, and settings.
• Uploaded business records, such as invoices, attachments, reports, and extracted line-item pricing data.
• Connected-email data, such as mailbox address, message metadata, sender and subject information, message snippets, invoice-related message bodies, attachments, sync status, and connection tokens or identifiers.
• Usage and technical information, such as IP address, browser data, device data, logs, and security events.
• Support and communications data when you contact us.

3. How we collect information

We collect information directly from you, from your organization's administrators and users, from uploaded files and emails, and from service providers that help us authenticate users, host the Service, and connect mailboxes.

4. How we use information

We use information to:

• Provide, maintain, secure, and support the Service.
• Authenticate users and manage organizations, permissions, and onboarding.
• Find, import, parse, classify, review, and process supplier invoices and related messages.
• Generate dashboards, benchmarks, trends, alerts, and other user-facing insights.
• Communicate with you about service, support, product, billing, and security matters.
• Detect abuse, investigate incidents, enforce our terms, and comply with legal obligations.
• Create de-identified or aggregated analytics and benchmarking outputs.

5. Connected Gmail and Google Workspace data

If you connect Gmail or Google Workspace, we access only the Google user data needed for the features you enable, such as identifying invoice-related emails, importing relevant attachments, showing sync status, and processing invoice information for your organization.

We do not sell Google user data. We do not use Google user data for advertising. We do not use Google Workspace API data to create, train, or improve generalized machine-learning or artificial-intelligence models.

The use of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We only transfer Google-originated data to third parties when needed to provide these features through our service providers, to comply with law, or to protect against fraud, spam, abuse, or security threats.

We do not allow humans to read Google-originated message content or attachments except when we have your affirmative request or consent for support, when necessary for security or abuse investigation, when required by law, or when the information has been sufficiently aggregated or de-identified for internal operations.

You can revoke access by disconnecting the mailbox in the Service, by changing your Google account permissions, or by contacting us.

6. Automated processing

We may use automated tools, including OCR, classification, matching logic, and machine-learning models, to extract line items, identify invoice candidates, and generate user-facing analyses. These tools are part of the Service functionality you request.

7. Consent and lawful handling

Where required by applicable law, we rely on your consent or your organization's authorization to collect, use, and disclose personal information for the purposes described in this policy. We also process information as needed to provide requested services, protect the Service, and comply with legal obligations.

You are responsible for ensuring your organization has the authority to share the information it provides to us, including through connected inboxes and uploaded invoices.

8. How we share information

We may share information:

• Within your organization according to the permissions and workflows in the Service.
• With service providers that help us host, secure, authenticate, integrate, and support the Service.
• With professional advisors, auditors, insurers, or potential transaction counterparties under appropriate safeguards.
• When required by law, court order, subpoena, or to protect rights, safety, and security.

We do not sell personal information as part of a data-broker or advertising business model.

9. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, to provide the Service to your organization, to resolve disputes, and to meet legal, accounting, tax, security, or compliance requirements.

Some transient mailbox-review content is kept for a shorter operational period. For example, pending retained mailbox-candidate body snapshots are currently targeted to expire after up to 14 days unless earlier deleted or converted into other retained business records such as invoice records.

10. Cross-border processing

We and our service providers may process or store information in Canada, the United States, and other jurisdictions where we or our providers operate. Information may therefore be subject to the lawful access requirements of those jurisdictions.

11. Security

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, and alteration. No system is perfectly secure, so we cannot guarantee absolute security.

12. Your choices and requests

You or your organization may be able to:

• Update certain profile or organization information inside the Service.
• Disconnect a connected mailbox.
• Request access to or correction of personal information we hold about you, subject to applicable law.
• Withdraw consent where consent is the basis of processing, subject to legal and contractual limits.
• Ask questions about retention, deletion, or our privacy practices.

To make a privacy request, contact legal@dentalsupplyprices.com.

13. Cookies and similar technologies

We use cookies and similar technologies for authentication, session continuity, security, and product analytics or diagnostics. Some analytics tools may be enabled only in certain environments or configurations.

14. Children

The Service is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children through the Service.

15. Changes to this Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated version on this page and update the effective date.

16. Contact

For privacy questions or requests, contact legal@dentalsupplyprices.com.