Privacy Policy

Last Updated: January 2025

Avenari ("we," "our," or "us") is committed to protecting the privacy and security of Protected Health Information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our dental visit transcription and summary services.

1. Information We Collect

1.1 Protected Health Information (PHI)

As a HIPAA Business Associate, we collect and process PHI on behalf of dental practices, including but not limited to:

• Patient visit recordings and transcriptions
• Treatment plans and recommendations
• Medical and dental history information
• Patient contact information
• Appointment and scheduling data

1.2 Business Information

For dental practice customers, we collect:

• Practice name, address, and contact information
• Billing and payment information
• Account credentials and authentication data
• Usage analytics and system logs

2. How We Use Information

2.1 Service Provision

We use PHI and other information to:

• Provide AI-powered transcription and summary services
• Generate visit summaries and treatment plans
• Maintain patient portals and practitioner dashboards
• Process appointments and equipment orders
• Improve our AI models and service quality

2.2 Business Operations

We use business information to:

• Manage customer accounts and billing
• Provide customer support
• Comply with legal and regulatory requirements
• Prevent fraud and ensure security

3. Information Sharing and Disclosure

We do not sell, rent, or trade PHI or personal information. We may disclose information only in the following circumstances:

3.1 With Dental Practices

PHI is shared with the dental practice that provided the information, as authorized by Business Associate Agreements (BAAs).

3.2 With Patients

Visit summaries and related information are shared with patients through secure patient portals, as approved by their dental practitioners.

3.3 Service Providers

We may share information with third-party service providers who assist in operations (e.g., cloud hosting, payment processing) under strict confidentiality agreements.

3.4 Legal Requirements

We may disclose information when required by law, court order, or regulatory authority, or to protect rights, property, or safety.

4. Data Security

We implement comprehensive administrative, physical, and technical safeguards to protect PHI and personal information:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Multi-factor authentication and role-based access controls
• Audit Logs: Comprehensive logging and monitoring of system access
• Regular Security Audits: Third-party security assessments and penetration testing
• Incident Response: Established procedures for security incident detection and response

5. HIPAA Compliance

As a HIPAA Business Associate, we:

• Execute Business Associate Agreements (BAAs) with all dental practice customers
• Comply with HIPAA Security Rule and Privacy Rule requirements
• Implement required administrative, physical, and technical safeguards
• Conduct regular risk assessments and security audits
• Maintain documentation of security policies and procedures
• Provide breach notification as required by HIPAA

6. Data Retention

We retain PHI and business information for as long as necessary to:

• Provide services to dental practices
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements

Upon termination of service, data is securely deleted in accordance with HIPAA requirements and our data retention policies.

7. Your Rights

7.1 Patient Rights

Under HIPAA, patients have the right to:

• Access their PHI
• Request amendments to their PHI
• Request restrictions on use or disclosure
• Request confidential communications
• File complaints regarding privacy practices

Patients should direct such requests to their dental practice, which will coordinate with us as needed.

7.2 Business Customer Rights

Dental practice customers may:

• Access and manage their account information
• Request data export or deletion
• Modify account settings and preferences
• Request information about our data practices

8. Children's Privacy

Our services are designed for use by dental practices serving patients of all ages. We process PHI for pediatric patients only as authorized by their dental practices and in compliance with applicable laws, including the Children's Online Privacy Protection Act (COPPA) where applicable.

9. International Data Transfers

Our services are primarily provided within the United States. If data is transferred internationally, we ensure appropriate safeguards are in place to protect PHI and personal information in accordance with applicable laws.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify dental practice customers of material changes via email or through our service platform. The "Last Updated" date at the top indicates when changes were last made.

11. Contact Us

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