Privacy Policy

1. Introduction

Aron Digital LLC DBA Aron Dental AI ("Aron," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered growth platform for dental practices (the "Services").

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

2. Information We Collect

Personal Information

When you create an account or use our Services, we may collect:

• Contact information (name, email address, phone number)
• Practice information (practice name, address, specialty)
• Account credentials
• Billing and payment information

Practice Data

To provide our Services, we may collect and process:

• Business hours and services offered
• Insurance plans accepted
• Staff and provider information
• Website content and images
• Review and reputation data from public sources

Patient Interaction Data

Through our integrations and tools, we may process:

• Chatbot conversation logs (name, email, phone, inquiry details)
• Review request tracking data
• Call tracking information (call duration, source, anonymized recordings if enabled)
• Appointment request details

Usage Data

We automatically collect certain information when you use our Services:

• Device information (browser type, operating system)
• IP address and location data
• Pages visited and features used
• Time spent on the platform
• Error logs and performance data

SMS/Text Messaging Data

When dental practices use our SMS review request and communication features, we collect and process:

• Patient phone numbers (provided by the subscribing dental practice)
• SMS delivery status and engagement data (sent, delivered, failed)
• Opt-in and opt-out status for messaging consent
• Message content sent on behalf of practices

Phone numbers collected for SMS communications are used solely for delivering messages on behalf of the subscribing dental practice. We do not sell, share, or use patient phone numbers for marketing purposes unrelated to the practice's services. SMS data is shared with our telephony service provider solely for message delivery and is not shared with any other third parties.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Services
• Process transactions and send related information
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and support requests
• Generate AI-powered insights, content, and recommendations
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent or unauthorized activities
• Personalize and improve your experience
• Comply with legal obligations

4. Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

Mobile Information Sharing

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

With Your Consent

We may share your information with your consent or at your direction.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Employee training on data protection practices
• Incident response procedures

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. HIPAA Compliance

Aron is designed to support dental practices in their HIPAA compliance efforts. Key aspects of our approach include:

• Business Associate Agreements (BAA): We offer BAAs to covered entities upon request
• Minimal PHI Collection: Our platform is designed to minimize the collection of Protected Health Information (PHI)
• Secure Integrations: We integrate with HIPAA-aligned practice management systems through secure APIs
• Access Controls: Role-based access ensures only authorized personnel can access sensitive data
• Audit Logs: We maintain detailed logs of data access and system activities

If your practice requires a BAA or has specific compliance questions, please contact us at compliance@getaron.ai.

7. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our Services. Types of cookies we use include:

• Essential Cookies: Required for the Services to function properly
• Analytics Cookies: Help us understand how visitors interact with our Services
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used to deliver relevant advertisements (on public pages only)

You can control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our Services.

Online Data Partners & Visitor Identification

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

We use RB2B (a Retention.com service) to identify business visitors to our website. This service uses cookies and similar technologies to collect information about your visit, which may be associated with your professional contact information. This data is used solely for business-to-business marketing purposes. For more information about RB2B's data practices, visit RB2B's Privacy Policy.

8. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law.

After account termination, we may retain certain information for:

• Compliance with legal obligations
• Resolution of disputes
• Enforcement of our agreements
• Backup and disaster recovery purposes (limited period)

9. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Opt-out: Opt out of certain data processing activities
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@getaron.ai.

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

10. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us so we can delete such information.

11. International Users

Our Services are primarily intended for users in the United States. If you are accessing the Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

By using our Services, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.

12. Policy Updates

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice on our website prior to the changes taking effect.

We encourage you to review this Privacy Policy periodically for the latest information about our privacy practices.

13. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us: