Privacy Policy

Dental Manager Sidekick is operated by Dental Manager Sidekick LLC ("we," "us"). We sell printable practice-management systems and offer a companion practice-management software platform in beta. This policy covers both, separately.

Part 1 — The storefront (dentalmanagersidekick.com)

What we collect

• When you purchase: your name, email address, the product purchased, amount, and date/time. Payment card details are handled entirely by Stripe on its hosted checkout — card numbers never touch our servers.
• When you download a free resource: your first name and email address, plus your marketing-consent choice (whether you opted in, the date, and the exact consent language shown to you).
• When you apply for the beta: the details you submit (name, email, practice name, role, experience, team size, management challenges, feature interests, feedback willingness).
• Automatically: standard server logs (IP address, browser type, pages visited) needed to operate and secure the site, plus product analytics from PostHog (page views and feature usage, used to improve the product — this is the analytics service bundled with our hosting platform). We do not use advertising trackers, ad cookies, or cross-site marketing pixels. Authentication cookies (secure, httpOnly session tokens) are set only when you log in to the software.

How we use it

• To deliver your purchases, download links, and backup delivery email
• To provide customer support and handle refunds
• To review beta applications and operate the beta program
• To meet legal, tax, and accounting obligations
• Marketing emails are optional and require your explicit opt-in. When you request the free Daily Huddle Sheet, we send one transactional delivery email containing your download link — that happens whether or not you join the email list. The signup form includes an optional, pre-unchecked checkbox ("Yes, I'd like occasional dental management tips, new Manager Systems, and Dental Manager Sidekick updates by email. I can unsubscribe anytime."). Only if you check it do we record your consent (status, date, and the exact consent language shown) and add you to the promotional audience. Declining never affects delivery of the free download. Every marketing email includes a working unsubscribe link, and you can also opt out anytime by emailing us. People who signed up before this checkbox existed — and product purchasers — are not marketing subscribers unless they explicitly opted in.

Retention and deletion

• Purchase records are retained as required for financial and tax record-keeping.
• Free-download signups are kept until you ask us to delete them.
• If you unsubscribe from marketing emails, promotional messages to you stop. We may retain a minimal suppression record (your email address and opt-out status) so we can keep honoring your opt-out.
• Beta application details are kept while your application is active or under review; declined applications can be deleted on request.
• Beta software data: individual entries (huddle notes, follow-ups, workbook items, messages) can be deleted by you in the app at any time. If your beta access ends or you stop using the software, your practice data is not automatically deleted — it is retained until you request account deletion by emailing us, and we delete it promptly after verifying your request.
• Deletion requests are applied to the live application database. Routine infrastructure backups and operational logs may retain information until they rotate out, and records held by our service providers (for example, Stripe transaction records and email delivery logs) are governed by those providers' own retention practices.
• To request a copy or deletion of your personal information, email admin@dentalmanagersidekick.com. Deletion of purchase records may be limited by financial record-keeping requirements; everything else we delete promptly.

Part 2 — The Sidekick software (beta)

What the software stores

Your login credentials (passwords stored only as cryptographic hashes — never readable by us) and the practice-management data you choose to enter: goals, huddle notes, follow-up commitments, one-on-one notes, practice reviews, and team member names/roles.

Important restriction — no patient information

Do not enter identifiable patient information or protected health information (PHI) into the software — including in huddle notes, follow-up items, or free-text fields. The platform has not been reviewed or authorized for handling PHI, and we make no HIPAA-compliance claims. Enter only de-identified, aggregate, or operational information — for example, "three same-day cancellations" or "hygiene openings this week," never anything that could identify a patient. If the software is later reviewed and authorized for such use, we will update this policy before enabling it.

How beta data is used

Only to provide the software to you and to improve it. Your practice data is yours; we don't access it except to operate the service or provide support you've asked for. Questions you ask the built-in assistant are processed by OpenAI models through our hosting platform's integration layer to generate answers — the no-patient-information rule above applies there too.

Service providers

We share information only with the providers needed to operate the service, and only for that purpose:

• Stripe — payment processing (card data is governed by Stripe's own privacy policy)
• Resend — transactional email delivery (purchase and support emails)
• PostHog — product analytics (page views and feature usage)
• OpenAI — AI processing of assistant questions in the beta software (via our hosting platform's integration layer)
• Emergent — application hosting and database infrastructure

We do not sell personal information, and we do not share it with advertisers or data brokers.

Security

Controls verified in the running application: HTTPS everywhere; passwords stored as bcrypt hashes (never readable by us); secure, httpOnly session cookies; download links protected by 256-bit random tokens that expire after 30 days; payment pages hosted entirely by Stripe; Stripe webhook events are signature-verified; admin areas require authentication; sensitive endpoints (such as login) are rate-limited against abuse.

Changes

If this policy changes materially, we'll update this page with a new effective date. Material changes affecting beta software data will be announced to active beta users by email.