Toothnotes Privacy Policy

Updated on February 7, 2020

Scope of this Policy

Your privacy is important to Toothnotes so we have developed this privacy policy (“Privacy Policy”) that covers how we collect, use, disclose, transfer, and store your personal information.

Toothnotes is an online platform for dental offices and practices. We provide the Toothnotes platform and related support and other services to our customers. In this Privacy Policy, we will refer to the Toothnotes platform and related services collectively as our “Services.” We will refer to our emails and other marketing and advertising practices collectively as our “Communications.”

For the purpose of this Privacy Policy, “Personal Information” is data that can be used to identify or contact a single person.

Toothnotes Services

We provide Services to our customers. As part of the Services, customer data may be stored on our server(s). As our customer, when you use our Services to process data you have collected, you control the data you collect, what data is uploaded to the Services, and how that data is used. The collection, use, transfer, and retention of customer data in our Services are governed by our customer privacy policies, not this Privacy Policy.

Third-Party Sites and Services

Our website(s) and/or Services may contain links to third-party websites, products, and services. Our website(s) and/or Services may also use or offer products or services from third parties, for example, a third-party payment processor.

Information collected by third parties is governed by their privacy policies. We encourage you to learn about the privacy practices of those third parties.

Information Collected by Toothnotes

Toothnotes registration and customer support

You may provide us with information about yourself when you complete a Toothnotes order form, register to use a Toothnotes website or Service, request a Services demonstration, visit our website(s), use our Services, respond
to an advertisement, contact Toothnotes for support or other offerings, or attend an event in which Toothnotes is participating. During such processes, we collect Personal Information about you. For example, we may collect your name, company name, address, email, phone number, billing information, position, or title. We may also collect other public and third-party information about you to supplement the information we hold such as information about the company where you work.

Toothnotes website(s) and use of Cookies

We use information-gathering tools, such as cookies and web beacons, to collect information as you navigate our website(s) and Services. Through such tools, we receive and store information about how you use our website(s) and Services. For example, we receive information that your browser or device sends to us whenever you visit a Toothnotes website.

The information we receive through cookies and similar technologies may be associated with you, depending on the website or Services you are using. In addition, third parties may be able to collect information about your online activities when you use our website(s) or Services using cookies or other technologies. We use first-party and third-party cookies, web beacons, and similar technologies in accordance with the information and options that may be provided to you when those technologies are used.

We may advertise online, including displaying Toothnotes ads across the Internet on website(s) and in apps. When we advertise to you, we may collect information through such technologies about which ads are displayed to you, which ads you click on, and the web page where the ad was displayed to you.
For more information about the types of cookies we use and managing cookies, please see Your rights in respect to your Personal Information below.

Buttons, tools, and content from other companies

Toothnotes website(s) and Services may include buttons, tools or content that links to third parties’ services or products. We may collect information about your use of these features. In addition, when you see or interact with these buttons, tools, or content, some information from your browser may automatically be sent to the third party.

Use of the information collected by Toothnotes

We may use the information we collect about you under our Services agreement terms to:

  • Provide you the Services or information you have requested
  • Send you notifications related to our Services
  • Discuss payments, additional purchases, or renewal or your subscription
  • Obtain feedback about our Services to enhance the Services we provide to you
  • Diagnose Service problems
  • Periodically communicate with you about our Services
  • Undertake internal analysis of customer patterns and behavior so we can understand what may be of interest to you and others

We may use the information about you for our legitimate interests to:

  • Provide you Toothnotes website content
  • Operate and improve our website(s)
  • Personalize our website, Services, and Communications to your likely interests and needs
  • Conduct market research about our current and potential customers, their interests, and the effectiveness of our marketing efforts
  • Aggregate data from our Services used for benchmarking and to improve our Services.
  • Send you information by email about Toothnotes, new releases, special offers, and similar marketing information
  • Provide information to our customers and potential customers in the form of electronic or print newsletters.
  • Contact you via telephone to discuss our Services and related offers with you
  • Display personalized ads to you
  • Combine information we collect about you with other public or private information sources to provide you with Communications that may be relevant to you

We may use the information we collect about you for marketing purposes to:

  • Send you information by email about Toothnotes, new releases, special offers, and similar marketing information
  • Provide information to our customers and potential customers in the form of electronic or print newsletters. When you choose to subscribe to our newsletter you may be added to our mailing list and will receive announcements and information about Toothnotes. It will be emailed or mailed to the address that you provide when you subscribe
  • Contact you via telephone to discuss our Services and related offers with you.
  • Display personalized ads to you
  • Combine information we collect about you with other public or private information sources to provide you with Communications that may be relevant to you

The information we collect about you may be combined with information from third party sources. For example, your name, email address, phone number, and title may be combined with information about the company you work for that is obtained from professional networking sites and information service providers. Our processing of your Personal Information for marketing purposes outside of a consent requirement in law will be in our legitimate interest. Where required under applicable law, we will obtain your consent to the use of your Personal Information for marketing purposes. You can withdraw your consent or object to receiving further marketing information at any time as provided in our Communications or as described below.

Sharing information collected by Toothnotes

At times Toothnotes may provide third parties with certain Personal Information to provide or improve our Services, process and collect payments, or send Communications on our behalf. These companies may have access to your Personal Information including:

  • With third parties we hire under this Privacy Policy as reasonably necessary to provide or support our Services
  • When you purchase or indicate interest in a third-party product or service through Toothnotes, so the third party may contact you about your purchase or interest
  • With our partners for the purpose of assisting you with ordering or Services implementation
  • When we hire third parties to help us market our website(s) and Services and provide you with information and offers related to Toothnotes, including displaying adds to you across the Internet

Toothnotes may also share your Personal Information:

  • When we are required or believe we are required to provide information in response to a subpoena, court order, applicable law, government statute, regulation, or other legal process
  • When we have a good faith belief that the disclosure is necessary in our legitimate interests to prevent or respond to fraud, defend our website(s) or Services against attacks, or protect the property and security of Toothnotes, or the property and security of our customers and users
  • To the extent necessary to meet lawful requests by public authorities, including to meet national security or law enforcement requirements
  • If we merge with or are acquired by another company, we sell a website, app, or business unit, or all or a substantial portion of our assets are acquired by another company, in which case your information may be one of the assets that is transferred or may be shared with the other company to evaluate the potential merger, acquisition, or sale, subject to the terms of this Privacy Policy continuing to apply to any Personal Information that is transferred to that entity or third party
  • When we aggregate and share de-identified information collected by our Services in order to provide statistical information or market research to third parties
  • When you consent to the sharing

Information security and storage

We understand that the security of your Personal Information is important. We implement reasonable administrative, technical, and physical security controls designed to protect your Personal Information from loss, misuse, unauthorized access, disclosure, alteration, or destruction. However, despite our efforts, no security controls are completely effective, and we cannot ensure or warrant the security of your Personal Information.

We will retain your Personal Information for the period necessary to fulfill the purposes outlined in this Privacy Policy, as needed to comply with any legal obligations and legal rights, and for our internal business reasons such as maintenance of our archive and backup systems. When assessing these periods, we carefully examine our need to collect Personal Information at all and if we establish a relevant need we only retain it for the shortest possible period to realize the purpose of collection unless a longer retention period is required by law.

Cross-border data transfers

Your Personal Information may be transferred to and stored in the United States or transferred to other countries where companies we work with to help us run our business are located. In order to use our Services and website(s), you authorize Toothnotes to transfer your Personal Information across national borders. Certain of these countries may not have the same data protection laws as the country in which you initially provide the information, including, where relevant, data protection laws in Europe. When we transfer your Personal Information, we will take appropriate steps to ensure your privacy rights continue to be protected.

Your rights in respect to your Personal Information

We take reasonable steps intended to ensure that your Personal Information we collect is accurate, complete, and current by using the most recent information provided to us. Our Services may allow you to review and edit your Personal Information by accessing your account or similar feature of the website or Service you are using.

For our website(s) and advertising, the following describes your options for managing the types of cookies used by Toothnotes on our website(s) and Services:

  • Required Cookies: Required cookies are necessary to enable the basic features of this site to function, such as providing secure login or using our Services. Because required cookies are essential to operate our website(s) and the Services, there is no option to opt out of these cookies
  • Functionality Cookies: Functionality cookies allow us to analyze your use of the site to evaluate and improve our performance. They may also be used to provide a better customer experience on this site. For example, remembering your login details and other information you have entered or choices you make, displaying more personal features, or providing us information about how our site is used. To learn more about how to control functionality cookies using your browser settings, please see
  • Advertising Cookies: Advertising cookies are used to show you ads that are more relevant to you. We may share this information with advertisers or use it to better understand your interests. To learn more about these and your ability to opt out of collection by certain third parties, please visit the opt-out pages of the Network Advertising Initiative and Digital Advertising Alliance

Individual Rights

We respect the rights you may have certain laws and circumstances to:

  • Be provided with a copy of your Personal Information held by us
  • Request the correction or erasure of your Personal Information held by us
  • Object to the further processing of your Personal Information
  • Request that we restrict the processing of your Personal Information
  • Request that your Personal Information be transferred to a third party

You may submit a request to us by contacting us at the Toothnotes contact information provided below. Once we verify your identify, we will assist you with your request.

If you remain unhappy with a response you receive about the treatment of your Personal Information you can also refer your concerns to the relevant privacy or data protection supervisor in your jurisdiction.


You have the right to opt-out of the sale of your Personal Information. Toothnotes does not sell your Personal
Information. You can exercise your rights by contacting us at the Toothnotes contact information provided below
and making a request.

Opting-out of Toothnotes Communications

You may opt out of receiving Communications by modifying your account, or by unsubscribing to the Communications you no longer desire. To unsubscribe, follow the “Unsubscribe” instructions that are contained within the Communication we send to you. You may also send an email to with “Unsubscribe” in the body, together with a description of the Communications you no longer desire to receive.

Changes to this Privacy Policy

Occasionally, we may change or update this Privacy Policy. For new users, such changes will become effective upon posting. For existing users, the changes and updates will become effective 30 days after posting and where appropriate may be notified to you by email. We encourage you to periodically review this Privacy Policy for the latest information on our privacy practices.

Questions or concerns

If you have any questions related to this Privacy Policy, please contact us at:

Toothnotes, LLC
Attn: Privacy Officer