The short version

We collect what we need to run the service.

Contact details, account details, and the messages and records practices manage in Canopy.

We never sell your information.

Mobile numbers and text consent are never shared with third parties or affiliates for marketing.

Patient records belong to the practice.

We handle them as a HIPAA business associate, only to provide the service.

You can stop texts at any time.

Reply STOP to any message. Reply HELP for help.

1. Who we are and what this policy covers

CANOPY Dental, Inc. ("Canopy," "we," "us") is a Delaware corporation based in Fairhope, Alabama. We build the Canopy Hub and Vella, software that dental practices and dental groups use to run scheduling, patient communication, referrals and revenue cycle work.

This policy covers information we handle when you visit canopy.dental, use the Canopy Hub or Vella, contact us, or receive text messages through our messaging program. It does not cover the separate privacy practices of your dental practice, which has its own Notice of Privacy Practices.

2. Information we collect

Information you give us

Name, email address, phone number, practice name and role when you book a meeting, request access, or contact us.
Account details when your practice signs up, such as user names, login credentials and billing contacts.
Your mobile phone number and your consent to receive text messages.

Information collected as you use our services

Device and usage data, such as browser type, pages viewed, and the date and time of visits.
Messaging records, such as message content, delivery status, and opt-in and opt-out history.
Security logs, such as sign-in events and actions taken inside the Canopy Hub.

Information we process for dental practices

Practices use Canopy to manage patient information, including appointments, contact details, insurance details, treatment estimates and payments. We process this information on the practice's behalf, as described in section 5.

3. How we use information

To provide, operate and maintain the Canopy Hub, Vella and canopy.dental.
To send the text messages and emails you or your practice have requested, such as appointment reminders and account notices.
To answer questions and provide customer support.
To protect the security of our services and prevent fraud or misuse.
To understand how our website and product are used so we can improve them.
To meet legal, regulatory and contractual obligations.

We do not use patient information to market Canopy.

4. Text messaging (SMS)

When you give your mobile number to a participating dental practice or to Canopy and agree to receive texts, we use that number only to send messages for the Canopy Dental Messaging program, such as appointment reminders, visit forms, referral updates, estimates, payment links and account verification codes. Program details are in our Terms and Conditions.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

We share mobile numbers and message content only with the telecommunications providers and messaging platforms that deliver the messages, and only for that purpose.

You can opt out at any time by replying STOP. Reply HELP for help. Message and data rates may apply.

5. Patient health information

When a dental practice uses Canopy, the patient information it stores in the Canopy Hub may include protected health information under the Health Insurance Portability and Accountability Act (HIPAA). For that information, Canopy acts as a business associate of the practice under a business associate agreement.

We use and disclose protected health information only to provide our services to the practice, as that agreement and HIPAA permit.
The practice's Notice of Privacy Practices governs how your health information is used.
To access, correct or ask questions about your dental records, please contact your practice directly. If you contact us, we will direct your request to the practice.

6. How we share information

We do not sell personal information. We share it only in these situations:

Service providers that host our systems, deliver messages, process payments, or provide analytics, under contracts that limit their use of the information to the services they provide to us.
Your dental practice, when you are its patient or team member and the information relates to that relationship.
Legal requirements, when we must respond to valid legal process or protect the rights, safety or property of Canopy, our customers or others.
Business transfers, if Canopy is involved in a merger, acquisition or sale of assets, subject to this policy.
With your consent, for any other purpose you agree to.

All of the categories above exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.

7. Cookies and analytics

canopy.dental uses cookies and similar tools, including Google Analytics and Google Search Console, to understand site traffic and performance. These tools collect usage data such as pages visited and general location derived from your IP address. You can block or delete cookies in your browser settings, and you can opt out of Google Analytics using Google's browser add-on.

8. How long we keep information

We keep personal information for as long as we need it to provide our services, meet legal and contractual obligations, resolve disputes and enforce our agreements. Records of text message consent and opt-outs are kept for as long as required to demonstrate compliance. Patient information is kept and returned or deleted as set out in our agreement with each practice.

9. Security

We protect information with administrative, technical and physical safeguards, including encryption in transit and at rest, role-based access controls, and audit logging of access to patient records.

No system is perfectly secure, and we cannot guarantee that information will never be accessed without authorization. If a breach affects your information, we will notify the affected practice or you as the law requires.

10. Your choices and rights

Text messages: reply STOP to any message to opt out.
Email: use the unsubscribe link in any marketing email.
Access, correction and deletion: email us to request a copy of the personal information we hold about you, or to ask us to correct or delete it. Depending on where you live, you may have additional rights under state privacy laws.
Patient records: contact your dental practice, which controls those records.

We will not treat you differently for exercising your privacy rights.

11. Children

canopy.dental is not directed to children under 13, and we do not knowingly collect personal information directly from them. Dental practices may keep records about minor patients in Canopy, and those records are handled under section 5 and the practice's own obligations.

12. Changes to this policy

We may update this policy from time to time. When we do, we will change the "Last updated" date above, and for material changes we will provide notice on this page or by email.

13. Contact us

Questions about this policy or your information:

CANOPY Dental, Inc.

8076 Spring Run Dr, Suite B

Fairhope, AL 36532

privacy@canopy.dental

Privacy Policy