Privacy Policy

Effective Date: October 22, 2026
Website: https://oravantage.com

At OraVantage (“we,” “our,” or “us”), we value privacy and are committed to protecting the personal information and business data entrusted to us. OraVantage provides dental practice data analytics, customized dashboards, monthly reporting, and actionable insights to help dental practices make informed business decisions.

This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit our website, contact us, or use our services.

1. Information We Collect

Depending on how you interact with OraVantage, we may collect the following categories of information:

Personal and Contact Information

Name, business email address, phone number, and other contact details you voluntarily provide.

Dental practice or organization name and professional contact information.

Information submitted through contact forms, subscription inquiries, or service requests.

Dental Practice and Business Data

For subscribed clients, we may receive business and operational data needed to prepare reports, develop dashboards, analyze performance, and identify trends. This may include practice production, collections, accounts receivable, appointment scheduling, cancellations, payer mix, and other agreed-upon performance metrics.

Protected Health Information (PHI)

Protected Health Information (PHI) is individually identifiable health information protected under the Health Insurance Portability and Accountability Act (HIPAA). Depending on the circumstances, PHI may include patient names, dates of birth, contact details, treatment information, dental records, insurance information, and information connecting an individual to their healthcare.

Please do not submit PHI through general website contact forms or ordinary email. Dental practices should provide de-identified or aggregated data whenever feasible. If a service requires PHI, it must be handled under appropriate agreements, safeguards, and applicable legal requirements.

Technical and Website Information

We may collect technical information, such as browser type, device information, pages visited, approximate usage patterns, and cookie data, depending on the website technologies and analytics tools in use.

2. How We Use Information

We may use information to:

Respond to inquiries and communicate with prospective and existing clients.

Provide agreed-upon analytics, customized dashboards, and monthly performance reports.

Analyze business metrics, identify trends, and develop actionable insights for dental practices.

Manage subscriptions and provide customer support.

Maintain website functionality, security, and reliability.

Improve our services and understand website usage.

Comply with applicable laws and contractual obligations.

We use client data only for authorized, agreed-upon purposes. We do not use identifiable patient information for advertising or unrelated purposes.

3. HIPAA Compliance and PHI Protection

OraVantage recognizes the importance of confidentiality when working with dental practice data.

HIPAA applies to covered entities and business associates as defined by law. OraVantage's HIPAA obligations, if applicable, depend on the services performed, the information handled, and the relationship with each dental practice.

When OraVantage acts as a HIPAA business associate:

We will enter into a Business Associate Agreement (BAA) with the covered entity when required.

We will use and disclose PHI only as permitted by applicable law and the applicable agreement.

We will implement appropriate administrative, physical, and technical safeguards for electronic PHI as required.

We will limit access to PHI to authorized individuals who need it for permitted work.

We will follow applicable requirements concerning security incidents and reportable breaches.

We will support applicable obligations concerning PHI access, amendment, accounting, and other individual rights to the extent required by law and our agreements.

We will require appropriate contractual protections from subcontractors that create, receive, maintain, or transmit PHI on our behalf when required.

OraVantage will not claim that a service or system is HIPAA-compliant merely because it uses secure technology. Compliance depends on applicable legal requirements, actual safeguards, agreements, and operational practices.

Dental practices remain responsible for ensuring they are authorized to disclose data to OraVantage and for meeting their own legal and regulatory obligations.

4. De-Identified and Aggregated Data

Whenever feasible, OraVantage encourages clients to provide de-identified or aggregated data for analytics and reporting.

Information that has been properly de-identified in accordance with applicable HIPAA standards is treated differently from PHI under HIPAA. However, removing a patient's name alone may not be sufficient to de-identify information.

We will not attempt to re-identify properly de-identified information except where permitted by applicable law and relevant agreements.

5. Cookies and Tracking Technologies

Our website may use cookies or similar technologies to support functionality, understand website traffic, and improve user experience.

If third-party analytics tools are used, those providers may process certain technical or usage information under their own privacy terms.

You can manage cookies through your browser settings. Where required, we will provide appropriate consent choices for nonessential tracking technologies.

6. How We Share Information

OraVantage does not sell personal information to third parties.

We may disclose information in the following circumstances:

Service providers: To website hosting providers, authorized technology providers, and other vendors supporting our operations, subject to appropriate safeguards.

Client-authorized services: As necessary to provide contracted services or as authorized by the dental practice.

Legal requirements: When disclosure is required by applicable law, legal process, or a valid governmental request.

Security and legal protection: When reasonably necessary to investigate security incidents, protect rights, or address unlawful activity.

PHI, when applicable, will be disclosed only as permitted by HIPAA, the applicable Business Associate Agreement, and other relevant legal requirements.

7. Data Security and Retention

We take reasonable steps to protect information against unauthorized access, use, disclosure, alteration, or destruction. Depending on the information and service, safeguards may include access restrictions, secure transfer methods, authentication, and appropriate vendor protections.

No electronic transmission or storage system can be guaranteed to be completely secure.

We retain information for as long as reasonably necessary to provide services, fulfill contractual obligations, comply with legal requirements, resolve disputes, and maintain appropriate business records.

Client data, including PHI where applicable, will be retained, returned, or securely destroyed in accordance with the applicable service agreement, Business Associate Agreement, and legal requirements.

8. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have rights concerning your personal information, including the right to:

Request access to personal information we maintain about you.

Request correction of inaccurate or incomplete information.

Request deletion of personal information, subject to legal and contractual exceptions.

Withdraw consent where processing is based on consent.

Opt out of nonessential marketing communications.

Request information about certain collection, use, or disclosure practices.

Submit a privacy complaint or raise a concern about our data-handling practices.

To exercise a right, contact us using the details in Section 12. We may need to verify your identity and clarify the information involved before responding.

Rights concerning medical records and PHI: Individuals generally exercise HIPAA rights of access, amendment, and other applicable rights through their healthcare provider or health plan, as appropriate. If OraVantage holds PHI on behalf of a covered entity, we will assist that entity with applicable requests as required by law and our agreements. Patients should contact their dental practice or healthcare provider for requests involving their clinical records.

Nothing in this policy limits any privacy rights that cannot legally be waived.

9. Third-Party Websites and Services

Our website may contain links to external websites or use third-party services. OraVantage does not control the privacy practices of independent third parties. Please review their privacy policies before providing information to them.

10. Children's Privacy

Our website and professional analytics services are intended for dental professionals, dental practices, and other adult users. The website is not directed to children under 13, and we do not knowingly collect personal information directly from children through the website.

11. Changes to This Privacy Policy

We may revise this Privacy Policy to reflect changes in our services, technologies, legal obligations, or data-handling practices. Updated versions will be posted on this page with a revised effective date.

12. Contact OraVantage

For questions about this Privacy Policy, personal information, or our data-handling practices, contact us:

OraVantage
Website: https://oravantage.com
Email: hello@oravantage.com

For security or privacy concerns involving dental practice data, please include “Privacy Inquiry” in your subject line and avoid sending patient-identifiable information or PHI in your initial message.

OraVantage — Analytics for Better Smiles.