1. Scope
This Privacy Policy explains how DentalSupplyPrices ("DentalSupplyPrices," "we," "our," or "us") collects, uses, discloses, stores, and protects personal information when you use dentalsupplyprices.com and our related services (the "Service").
The Service is designed for Canadian dental practices and other business users. We handle personal information in accordance with applicable Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies.
2. Information we collect
Depending on how you use the Service, we may collect:
- Account and profile information, including your name, work email address, login activity, role, and notification preferences.
- Practice and team information, including your organization name, province, practice type, onboarding responses, team membership, invitations, and access settings.
- Supplier-account information, including the supplier accounts you connect, encrypted login credentials, connection status, and authentication or diagnostic information.
- Supply and purchasing information, including searches, selected or tracked products, supplier-specific prices, product history, promotions, supplier SKUs, and related catalogue information.
- Invoice information, including uploaded or supplier-retrieved invoice PDFs, filenames, invoice dates and numbers, supplier names, totals, line items, product descriptions, quantities, prices, discounts, and data extracted from those records.
- Billing information, including subscription status, plan, Stripe customer and subscription identifiers, transaction status, and limited billing details returned by Stripe. Stripe processes payment-card details; we do not receive complete card numbers.
- Usage and technical information, including IP address, browser and device information, page paths, referral information, cookie or device identifiers, security events, application logs, and interactions with the Service.
- Communications, including support requests, feedback, and other messages you send us.
3. How we collect information
We collect information directly from you; from your organization's administrators and other authorized users; from files you upload; from supplier websites and accounts you ask us to connect; and from service providers that support authentication, hosting, storage, analytics, document processing, email delivery, and billing.
4. How we use information
We use information to:
- provide, operate, maintain, secure, and support the Service;
- authenticate users and administer organizations, roles, invitations, and onboarding;
- connect to authorized supplier accounts and retrieve catalogue, price, promotion, and invoice information;
- parse invoices, match invoice lines to products, compare prices, calculate purchase history, and identify possible savings;
- run product search, personalize supplier pricing, monitor tracked products, and send service or price notifications;
- process subscriptions, maintain billing records, and prevent fraud;
- understand use of the Service and improve its functionality, reliability, and user experience;
- create aggregated or de-identified statistics, comparisons, and benchmarks that do not identify you or your organization as their source; and
- enforce our Terms, investigate incidents, protect our rights and users, and comply with law.
5. Supplier connections
When you connect a supplier account, you authorize us to use the credentials you provide to access that account on your organization's behalf for the features you request. This may include checking account-specific prices and promotions, searching supplier catalogues, maintaining a supplier session, and retrieving invoice history and invoice documents.
Supplier credentials are encrypted in storage. They are made available only to the systems and workers that need them to perform an authorized supplier operation. You can replace or disconnect credentials through the Service, subject to any retention required for security, legal, or backup purposes.
6. Invoice documents and automated processing
We use automated tools to retrieve or process invoices, extract invoice fields and line items, match purchases to supplier products, recognize discounts or promotions, and generate user-facing analyses. These tools may include optical character recognition, rules, matching logic, and machine-learning services provided by us or our service providers.
Automated results may be incomplete or incorrect. Review source documents and supplier information before making purchasing, accounting, tax, or other business decisions.
7. Analytics and cookies
We use cookies and similar technologies for authentication, session continuity, security, and analytics. When configured, Google Analytics 4 measures page paths, device and browser details, approximate location, referral and campaign information, engagement, searches, product views, tracking, sign-in, sharing, and subscription steps.
We do not send product-search text, email addresses, organization names, supplier credentials, or URL query parameters to Google Analytics. For signed-in users, we send an opaque account identifier that does not contain your name or email address. Advertising storage, advertising user data, ad personalization, Google Signals, and remarketing are disabled in our implementation.
Google Analytics event-level and user-level data is configured for a 14-month retention period. Aggregated reports may remain available longer. Browser privacy settings, content blockers, and Google's available browser controls may limit analytics collection.
8. How we share information
We may disclose information:
- within your organization, according to the roles, permissions, and workflows in the Service;
- to suppliers when necessary to access an account or obtain information at your request;
- to service providers that help us host, store, secure, authenticate, analyze, process documents, deliver email, support, and bill for the Service;
- to Stripe for checkout, subscription management, invoicing, fraud prevention, and payment processing;
- to professional advisers, auditors, insurers, or parties to a proposed financing, merger, acquisition, reorganization, or sale, subject to appropriate safeguards; and
- when required by law or when reasonably necessary to protect rights, safety, security, or the integrity of the Service.
We do not sell personal information as part of a data-broker or targeted-advertising business.
9. Consent and organizational responsibility
Where required, 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 handle information as needed to provide requested services, protect the Service, and comply with legal obligations.
Your organization is responsible for having authority to provide the account, supplier, team, and invoice information it shares with us. The Service is for business purchasing records and should not be used to upload patient charts, treatment information, or other personal health information.
10. Retention
We retain personal information only as long as reasonably necessary to provide the Service, fulfill the purposes described in this policy, maintain legitimate business and security records, resolve disputes, and meet legal, accounting, tax, and compliance obligations. Retention periods vary by data type and context.
When information is no longer required, we delete, anonymize, or securely dispose of it, subject to technical limitations and permitted backup retention.
11. Cross-border processing
We and our service providers may process or store information in Canada, the United States, and other jurisdictions where our providers operate. Information may therefore be subject to the laws and lawful-access requirements of those jurisdictions.
12. Security
We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, disclosure, and alteration. These include access controls and encryption of supplier credentials in storage. No system is perfectly secure, and we cannot guarantee absolute security.
13. Your choices and requests
Subject to applicable law, you may ask to access or correct personal information we hold about you, withdraw consent where consent is the basis for processing, or ask about our retention and privacy practices. You may also update certain profile and organization information, manage notifications, or disconnect supplier accounts through the Service.
To make a request, contact legal@dentalsupplyprices.com. We may need to verify your identity and authority before completing a request. Some information may be exempt from access or deletion, and withdrawing consent may prevent us from providing some features.
14. Children
The Service is intended for business and professional users and is not directed to children. You must be at least the age of majority where you live to create an account or use the Service.
15. Changes to this Policy
We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the effective date. If a change materially affects how we handle personal information, we will provide additional notice where required by law.
16. Contact and privacy officer
Our Privacy Officer can be reached at legal@dentalsupplyprices.com. Contact us there with privacy questions, requests, or complaints.