Privacy Policy

1. Introduction

Root Data AI ("we," "our," or "us") respects your privacy and is committed to protecting it through our compliance with this policy. This policy describes the types of information we may collect from you or that you may provide when you use our services.

2. Information We Collect

We collect several types of information from and about users of our Service, including:

We collect information directly from you when you create an account, sign in, submit onboarding details, grant permission to use AI features, or use AI chat; automatically from your device and browser when you access the Service; from your dental Practice Management System (PMS), such as Open Dental, when you enable PMS sync; and from Apple when you subscribe through the App Store.

• Account information (name, email, practice details).
• Practice Management System (PMS) financial and operational data required for analytics, reporting, and advisory features when PMS sync is enabled, including production, collections, payments, claims, procedures, appointments, provider details, office details, and limited patient identifiers needed to connect those records.
• Mobile app onboarding details, such as practice contact information, organization details, and Open Dental setup information you submit in the iOS app.
• AI chat prompts, selected practice or organization context, related chat history, and the minimum practice, financial, operational, and patient-related data needed to answer your AI request after you give permission in the app.
• Apple App Store subscription information needed to verify purchases, manage access, and process renewals, cancellations, refunds, and billing-status changes.
• Limited device-stored data, including a secure sign-in token and locally saved chat history on your device until you clear it.
• Usage details, IP addresses, and information collected through cookies.

3. How We Use Your Information

We use information that we collect about you or that you provide to us:

• To present our Service and its contents to you.
• To provide you with information, products, or services that you request from us.
• To sync PMS data into our analytics environment and generate financial reporting, benchmarking, and advisory insights.
• To provide AI chat and advisory responses using Root Data's backend services and Microsoft Azure AI Foundry only after the app asks for, and you provide, permission for AI data sharing.
• To verify Apple in-app purchase subscriptions and keep your subscription status current.
• To fulfill any other purpose for which you provide it.
• To notify you about changes to our Service.

4. Data Security

We have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. All information you provide to us is stored on our secure servers behind firewalls.

5. HIPAA Compliance

We develop, operate, and host the Service in a HIPAA-compliant manner, using administrative, technical, and physical safeguards designed to protect healthcare-related data.

You can review our public HIPAA Business Associate Agreement (BAA) template; a signed BAA is provided upon request or as part of setup.

6. PMS Sync and AI Analysis

When a PMS sync is enabled, Root Data transfers the practice management data needed to support analytics, reporting, and financial guidance. That synced data is stored in our access-controlled database and supporting infrastructure using safeguards designed for HIPAA-compliant handling.

Before the app sends personal data to a third-party AI service, the app asks for your permission. If you do not give permission, the app does not send your AI chat prompt or related practice context to the third-party AI service.

When you use AI chat after granting permission, the app sends your prompt, the selected practice or organization context, and the minimum financial, operational, appointment, production, collection, procedure, claim, payment, provider, office, and patient-related data needed to answer your question to Root Data's backend services and Microsoft Azure AI Foundry, which may include Azure OpenAI models. AI processing is performed within Root Data's controlled Microsoft Azure tenant and subscription, and we do not send this data to unrelated third-party AI providers. This data is sent only to generate the requested AI response and support the related advisory feature.

The mobile app does not store complete PMS datasets on your device. It stores a secure sign-in token and, if you use AI chat, chat history on your device until you clear it. We work to minimize the data used in AI analysis and do not intentionally retain sensitive patient details in chat history or advisory outputs beyond what is necessary to provide the service.

We require service providers that process data on our behalf, including Microsoft Azure and Microsoft Azure AI Foundry, to protect that data using the same or equal protection as described in this policy and to use it only to provide the service.

7. Mobile App and Apple Subscriptions

If you subscribe through Apple in-app purchase, Apple processes payment information under Apple's policies. Root Data receives purchase validation data, subscription identifiers, product identifiers, renewal status, expiration dates, cancellation status, and related App Store Server Notifications so we can activate and maintain your account access. We do not receive your full payment card details from Apple.

The iOS native onboarding flow currently supports Open Dental PMS practices. Information submitted in that flow is sent directly to Root Data so we can create your workspace, contact you about setup, and support the analytics service you requested. The app does not retain full PMS records locally as part of that onboarding flow.

8. Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at: hello@rootdata.ai.