Dent Ops LLC, a Virginia limited liability company (“Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal information through our compliance with this privacy policy (this “Privacy Policy”).
This Privacy Policy describes how we collect, use, disclose, and protect personal information when you access or use our website at www.dentops.com (the “Website”) and any related services, products, or solutions we provide (collectively, the “Services”).
This Privacy Policy applies to information we collect:
- Through the Services, including when you create an account, submit claims or related documentation, or otherwise interact with our platform.
- In communications between you and us, including email, text, chat, telephone, and other electronic or verbal communications.
This Privacy Policy does not apply to information collected by any third party, including through any application or content (including advertising) that may link to or be accessible from or through the Services.
PLEASE READ THIS PRIVACY POLICY CAREFULLY. BY ACCESSING OR USING THE WEBSITE OR THE SERVICES OR OTHERWISE PROVIDING US WITH YOUR INFORMATION, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO THE COLLECTION, USE, AND DISCLOSURE OF YOUR INFORMATION AS DESCRIBED IN THIS PRIVACY POLICY. IF YOU DO NOT AGREE WITH THE PRACTICES DESCRIBED IN THIS PRIVACY POLICY, PLEASE DO NOT USE THE SERVICES. THIS PRIVACY POLICY IS INCORPORATED INTO AND MADE A PART OF OUR TERMS OF SERVICE AT HTTPS://DENTOPS.COM/TERMS.
This Privacy Policy may change from time to time. Your continued access or use of the Website or Services after we post changes to this Privacy Policy constitutes your acceptance of those changes. Please check this Privacy Policy periodically for updates.
Children’s Data
The Website and the Services are not intended for, and we do not knowingly collect personal information from, individuals under the age of eighteen (18). If we learn that we have collected personal information from an individual under 18 without verification of parental consent, we will take steps to delete that information. If you believe we may have collected information from or about a child under 18, please contact us using the information provided in the Contact Information section below.
Personal Information We Collect
For purposes of this Privacy Policy, “Personal information” means information that identifies, relates to, describes, or is reasonably capable of being associated with or linked to a particular individual. Personal information does not include publicly available information, deidentified or aggregated information, or information otherwise excluded from the scope of applicable privacy laws.
We collect and process the following categories of personal information:
A. Identifiers
Examples: Name, alias, postal address, unique personal identifier, online identifier, Internet Protocol (IP) address, email address, account name, or other similar identifiers.
Collected?: Yes
Retention Period: For as long as you maintain an account with us, and for up to seven (7) years thereafter.
B. Customer Records
Examples: Name, address, telephone number, credit card number, debit card number, or other financial information.
Collected?: Yes
Retention Period: For as long as necessary to process transactions and maintain financial records, and for up to seven (7) years thereafter. Payment card information is processed by third-party payment processors and is not stored by us except as necessary to facilitate billing.
C. Commercial Information
Examples: Records of services purchased, obtained, or considered, including transaction and account history.
Collected?: Yes
Retention Period: For up to seven (7) years.
D. Internet or Network Activity
Examples: Browsing history, search history, and information regarding interactions with the Services, including log data and usage details.
Collected?: Yes
Retention Period: For up to twenty-four (24) months, unless required for security, fraud prevention, or legal compliance.
E. Professional or Employment-Related Information
Examples: Business name, job title, and professional contact information provided in connection with your account.
Collected?: Yes
Retention Period: For as long as you maintain an account with us, and for up to seven (7) years thereafter.
F. Classification Characteristics
Examples: Age, race, color, ancestry, national origin, citizenship, religion, marital status, sex, gender, sexual orientation, military or veteran status, or genetic information.
Collected?: No
Retention Period: N/A
G. Biometric Information
Examples: Physiological, biological, or behavioral characteristics used to establish individual identity, such as fingerprints, faceprints, or voiceprints.
Collected?: No
Retention Period: N/A
H. Geolocation Data
Examples: Precise physical location or movements.
Collected?: No
Retention Period: N/A
I. Sensory Data
Examples: Audio, electronic, visual, thermal, olfactory, or similar information.
Collected?: No
Retention Period: N/A
J. Non-Public Education Information
Examples: Education records such as grades, transcripts, class lists, schedules, disciplinary records, or other student records.
Collected?: No
Retention Period: N/A
K. Inferences
Examples: Inferences drawn from personal information to create a profile reflecting preferences, characteristics, behavior, or aptitudes.
Collected?: No
Retention Period: N/A
L. Sensitive Personal Information
Examples: Government identifiers (e.g., Social Security number), precise geolocation, racial or ethnic origin, religious beliefs, union membership, biometric data, health information, sex life or sexual orientation information, or genetic data.
Collected?: No
Retention Period: N/A
Note Regarding Third-Party Data
In the course of using the Services, you may provide us with information about third parties, including vehicle owners, insurance companies, and other parties related to claims you submit for processing. This third-party information may include names, contact information, vehicle identification numbers (VINs), insurance policy and claim numbers, repair estimates, and vehicle photographs. We process this information solely to provide the Services you have requested. You are responsible for ensuring that you have obtained all necessary rights, consents, authorizations, and permissions to provide such third-party information to us, as set forth in our Terms of Service. We do not use such third-party information provided by you for any purpose other than performing the Services.
How We Collect Your Information
Information You Provide to Us
We collect information that you voluntarily provide when you interact with the Website and/or the Services, including when you:
- Create or update an account on our platform.
- Submit claims and related documentation (repair estimates, vehicle photographs, insurance estimates, and related information) through the Services.
- Provide payment information for billing purposes.
- Communicate with us via email, telephone, chat, or other channels.
- Execute a contract with us.
Information Collected Automatically
As you navigate through and interact with the Website and the Services, we may automatically collect certain technical information, including:
- Your Internet Protocol (IP) address, browser type and version, operating system, and device information.
- Usage details, including pages visited, time spent on pages, clickstream data, and other information about how you interact with the Website and the Services.
- Log data, including access times, referring URLs, and system activity.
We may use cookies and similar technologies (such as web beacons or pixel tags) to collect this information. Cookies are small data files placed on your device that help us improve the Services and your experience. You may set your browser to refuse cookies or alert you when cookies are being sent; however, some features of the Website or the Services may not function properly if cookies are disabled.
We do not use automated data collection technologies for targeted advertising, cross-context behavioral advertising, or profiling purposes.
How We Use Your Information
We use the information we collect about you or that you provide to us for the following purposes:
- To provide and maintain the Services, including processing claims, preparing estimate audits, submitting supplements, and performing related services.
- To create and manage your account, authenticate your identity, and communicate with you about your account and the Services.
- To process transactions and send you related information, including invoices, receipts, and payment confirmations.
- To respond to your inquiries, requests, and customer service needs.
- To send you technical notices, updates, security alerts, and administrative messages.
- To meet our obligations and enforce our rights arising from contracts entered into between you and us, including for billing and collection.
- To comply with applicable laws, regulations, legal processes, or governmental requests.
- To detect, prevent, and address fraud, security issues, or technical problems.
- To improve the Website and the Services, including by analyzing usage patterns and trends to develop, maintain, and optimize the Website and Services and their respective features.
- To develop, train, test, maintain, and improve the Website and the Services, including through the use of analytics tools, automation technologies, machine learning models, and artificial intelligence systems.
- To protect the rights, property, or safety of the Company, our users, or others.
- For any other purpose with your consent or as otherwise described at the time of collection.
We will not collect additional categories of personal information or use the personal information we have collected for materially different, unrelated, or incompatible purposes without providing you notice and, where required by law, obtaining your consent.
Who We Disclose Your Information To
We may disclose personal information that we collect or that you provide as described below. We do not sell, share, or rent your personal information to third parties for their own marketing or advertising purposes.
Service Providers
We may disclose your personal information to third-party service providers that perform services on our behalf, such as payment processing, data hosting, email delivery, analytics, and similar services.
Business Transfers
We may disclose your personal information to a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of the Company’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by the Company is among the assets transferred.
Legal Requirements
We may disclose your personal information to comply with any court order, law, or legal process, including to respond to any government or regulatory request; to enforce or apply the Terms of Service or other contract between you and the Company, including for billing and collection purposes; and if we believe disclosure is necessary or appropriate to protect the rights, property, or safety of the Company, our users, or others.
With Your Consent
We may disclose your personal information for any other purpose with your consent.
Sale and Sharing of Personal Information
We do not sell your personal information to third parties. We do not share your personal information with third parties for cross-context behavioral advertising purposes. We have not sold or shared consumers’ personal information in the preceding twelve (12) months.
Your Rights and Choices About Your Information
Depending on your state of residency, you may have certain rights regarding your personal information under applicable privacy laws. These rights may include the following.
Right to Know and Access
You may have the right to request that we disclose certain information about our collection and use of your personal information, including the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected your personal information, the purposes for collecting your personal information, and the categories of third parties with whom we have disclosed your personal information.
Right to Data Portability
You may have the right to receive a copy of your personal information in a portable and, to the extent technically feasible, readily usable format.
Right to Delete
You may have the right to request that we delete personal information that we have collected from you, subject to certain exceptions and limitations under applicable law.
Right to Correct
You may have the right to request that we correct inaccurate personal information that we maintain about you, taking into account the nature and purposes of processing.
Right to Limit Sensitive Personal Information Use
You may have the right to limit the use and disclosure of your sensitive personal information. We do not collect or process sensitive personal information for purposes beyond what is necessary to provide the Services.
Right to Non-Discrimination
You have the right not to be discriminated or retaliated against for exercising any of your privacy rights.
How to Exercise Your Rights
To exercise any of the rights described above, please submit a verifiable request to us using the contact information provided in the Contact Information section below. We will confirm receipt of your request within ten (10) business days and will respond substantively within forty-five (45) days of receipt. If we require additional time (up to an additional forty-five (45) days), we will inform you of the reason and extension period in writing. We may need to verify your identity before processing your request. You may designate an authorized agent to make a request on your behalf; however, we may require verification of both the agent’s authority and your identity.
We do not charge a fee to process or respond to your request unless it is excessive, repetitive, or manifestly unfounded. If we determine that a fee is warranted, we will notify you and provide a cost estimate before completing your request.
Data Retention
We retain the categories of personal information described in this Privacy Policy for as long as reasonably necessary to fulfill the purposes for which the information was collected, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. In determining the appropriate retention period, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the information, whether we can achieve those purposes through other means, and applicable legal requirements.
The specific retention periods applicable to each category of personal information are identified in the table set forth in the Personal Information We Collect section above. At the end of the applicable retention period, personal information will be deleted, destroyed, or deidentified in accordance with our data retention policies and applicable law.
How We Protect Your Information
We use commercially reasonable administrative, physical, and technical measures designed to protect your personal information from accidental loss or destruction and from unauthorized access, use, alteration, and disclosure. However, no website, application, system, electronic storage method, or online service is completely secure, and we cannot guarantee the absolute security of your personal information transmitted to, through, or in connection with the Services. Any transmission of personal information is at your own risk.
The safety and security of your information also depends on you. You are responsible for maintaining the confidentiality of your security credentials and for taking steps to protect your personal information against unauthorized access, use, and disclosure. Please notify us immediately if you become aware of any unauthorized access to or use of your account.
Third-Party Links
The Website or the Services may contain links to third-party websites, services, or applications that are not owned or controlled by the Company. This Privacy Policy does not apply to, and we are not responsible for, the privacy practices of any third party. We encourage you to review the privacy policies of any third-party services before providing your personal information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes to this Privacy Policy, we will update the “Last Updated” date at the top of this page and post the updated Privacy Policy on the Website. We may also provide notice of changes through email or other means as required by applicable law. Your continued access or use of the Website and Services after any such changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this Privacy Policy periodically for any changes.
Contact Information
If you have any questions or comments about this Privacy Policy, the ways in which we collect and use your information, your choices and rights regarding such use, or if you wish to exercise your rights under applicable law, please contact us at support@dentops.com or at (540) 329-3368.
If you need to access this Privacy Policy in an alternative format due to a disability, please contact us using the information provided above.