Privacy Policy

Last updated - Jun 29, 2026

1. Data Controller

The data controller responsible for processing personal information through the KeepTrack platform is:

• Legal entity: KeepTrack
• Country of incorporation: United States
• Primary contact: keep.track.dental@gmail.com

2. Information We Collect

• Practice information and staff credentials
• Patient demographic information
• Dental records and treatment notes
• Appointment and billing information
• Technical information such as IP address and device identifiers

3. Protected Health Information (PHI)

Our platform may process Protected Health Information (PHI) on behalf of healthcare providers. PHI is processed solely to deliver the requested services.

4. How We Use Data

• Provide the dental practice management service
• Maintain system security
• Support billing and operations
• Improve product performance

5. Third-Party Service Providers

We rely on trusted infrastructure and service providers to operate the platform.

• Cloud hosting providers such as Amazon Web Services
• Payment processors such as Stripe
• Email providers such as Resend
• SMS providers such as Twilio

6. Security Measures

• AES-256 encryption for stored data
• TLS 1.3 encryption for data in transit
• Role-based access controls
• Audit logging for system activity

7. Data Retention Policy

• Patient health records may be retained for 6-10 years depending on legal requirements
• Billing records may be retained for 7 years
• System logs may be retained for security monitoring

8. International Data Transfers

Data may be stored and processed in the United States and other jurisdictions where our infrastructure providers operate.

9. Security Incidents and Breach Notification

If a security breach occurs affecting personal information or PHI, affected customers will be notified without unreasonable delay.

10. Cookies and Tracking Technologies

• Analytics cookies for usage insights
• Security cookies for authentication
• Functional cookies for platform preferences

11. Your Privacy Rights

• Request access to stored personal data
• Request correction of inaccurate data
• Request deletion of personal information
• Request a copy of stored information

Click here to submit a request

12. SMS Communications

When a dental practice enables SMS appointment reminders, patient phone numbers may be transmitted to our SMS provider (Twilio Inc.) solely to deliver those messages on the practice's behalf.

• Message and data rates may apply
• SMS is used exclusively for appointment reminders - never for marketing
• Patients may opt out of SMS reminders by contacting their dental practice or by asking staff to update their preference in the system
• Dental practices are solely responsible for obtaining all required patient consents prior to enabling SMS reminders, including compliance with the Telephone Consumer Protection Act (TCPA)