Privacy policy.

This policy describes how Clear Dental Billing (“Clear”, “we”, “us”) collects, uses, and protects information when you visit cleardentalbilling.com or engage our services. It covers information collected through this website and information that practices and DSOs share with us under a Business Associate Agreement (BAA).

Information we collect

From the website. When you submit the contact form we collect the practice name, your name, email address, and any details you include in your message. The form uses a hidden honeypot field to block bot submissions; we do not otherwise track form interactions.

From analytics. We use Google Analytics to understand which pages are visited and how visitors arrive at the site. Analytics data is aggregated and is not used to identify individual visitors.

From practices we serve. Once an engagement begins and a BAA is in place, we access the practice management system (PMS), clearinghouse, and payer portals on the practice's behalf. That access includes Protected Health Information (PHI) under HIPAA: patient demographics, insurance details, treatment notes, claim records, and payment information needed to run billing operations.

How we use information

• Respond to inquiries and schedule discovery calls.
• Provide billing services to practices and DSOs that engage us — submitting claims, posting payments, working denials, verifying eligibility, sending patient statements, and recovering aged AR.
• Measure website performance and improve the site.
• Comply with legal, regulatory, and contractual obligations.

We do not sell personal information. We do not use PHI for marketing.

HIPAA and PHI

A signed BAA is required before any PHI moves between a practice's systems and ours. The BAA defines the permitted uses and disclosures, our safeguards, breach-notification obligations, and how PHI is returned or destroyed at the end of the engagement.

PHI access is restricted to the team members assigned to your account. We do not transmit PHI through unencrypted email or consumer messaging tools, and we do not store PHI on personal devices.

How we share information

We share information only as needed to do the work, and only with:

• Subcontractors and software vendors that operate under written confidentiality and, where PHI is involved, a signed BAA.
• Clearinghouses, payers, and the practice's own systems, as required to submit claims, post payments, and follow up on AR.
• Regulators, courts, or other parties when required by law or a properly authorized request.

Cookies and analytics

The website uses a small number of cookies set by Google Analytics. Most browsers let you block cookies or browse in a private mode that discards them; blocking analytics cookies does not affect how the site functions.

Data retention

Contact-form submissions are retained for as long as we are in active discussions with the practice and for a reasonable period afterward for follow-up. PHI received under a BAA is retained for the period required by the BAA, applicable law, and the record-retention obligations that apply to dental billing.

Security

We use access controls, encryption in transit, encrypted device storage, multi-factor authentication on every system that touches PHI, and routine review of who has access to what. No system is perfectly secure, but the controls in place are designed to meet the requirements that apply to a HIPAA business associate.

Your rights

If you submitted information through this site, you can ask us to confirm what we hold, correct it, or delete it. Patients of practices we serve should direct PHI-related requests (access, amendment, accounting of disclosures) to the practice, which is the covered entity under HIPAA. We assist the practice in responding to those requests as required by the BAA.

Children

The website is not directed to children under 13 and we do not knowingly collect information from children through it. PHI for pediatric patients of the practices we serve is handled under the same HIPAA protections as adult PHI.

Changes to this policy

We update this page when our practices change. The “Last updated” date at the top reflects the most recent revision.

Contact us

Questions about this policy or how we handle data can go to hello@cleardentalbilling.com.