Privacy Policy

Last Updated on March 8, 2024

This Privacy Policy (“The Policy”) describes how zentist.io and app.zentist.io collect, use and disclose information, and what choices you have with respect to the information.
When we refer to “Zentist”, we mean Zentist and its wholly owned subsidiaries, if any.

Introduction

Zentist (“Zentist” or “we”) respects your privacy and is committed to protecting it. Please read this Privacy Policy carefully to understand how Zentist collects and uses your personal information and data. The Policy covers all Personal Information that we receive from various sources, as outlined below. By using or accessing Zentist’s websites, including zentist.io, and app.zentist.io (the “Website(s)”), in any way, or by engaging in transactions with Zentist through any other means, you acknowledge that you accept the practices and policies outlined in the Policy, and you hereby consent to our collection, use and disclosure of your information in the manner described herein. If you do not agree with the Policy, please do not use this website, or transact business with Zentist.

Under the Policy, “Personal Information” may include any information that can be used to identify or locate you, such as your name, address, IP address, mailing address, contact information, email address or phone number and other information you may produce to us. Both federal and state laws in the United States define Personal Information or Personal Information, as do the laws of other countries and jurisdictions. The Policy is intended to include the most expansive definition that applies to you. Please recognize that your rights related to Personal Information, and how Personal Information is defined, differs somewhat from state to state and country to country.

Changes to Privacy Policy.

We review this Privacy Policy regularly and may update it from time to time. We will post any changes on this page and may also provide notice of material changes to the Policy on our website home page and/or through our online subscription service. If you object to any changes to the Policy, you may close your account and discontinue use of our website and services. Each time you use any service of Zentist, you agree that the current version of the Policy applies.

This policy describes the types of Personal Information Zentist may collect from you or that you may provide when you visit the Websites and our practices for collecting, using, maintaining, protecting and disclosing that information.

The Policy applies to Personal Information Zentist collects through:

• Zentist Website (the Website)
• Emails,  text messages,  and other electronic messages between you and the Website or Zentist.
• Mobile and desktop applications downloaded from the Website, which provide dedicated non-browser-based interaction between you and the Website. Zentist’s online scheduling app provides widgets to customers and patients for their use in scheduling, and Personal Information is collected through these widgets.

It does not apply to information collected by:

• Zentist offline or through any other means, including on any other website operated by Zentist or any third party (including Zentist’s affiliates and subsidiaries); or
• any third party (including Zentist affiliates and subsidiaries), including through any application or content (including advertising) that may link to or be accessible from, or on, the Website.

Please read this policy carefully to understand our practices regarding your Personal Information and how Zentist will treat such information. If you do not agree with Zentist’s policies and practices, you must not use the Website.

By accessing or using the Website, you agree to this Privacy Policy. The Policy may change at any time. Your continued use of the Website after Zentist makes changes is deemed to be acceptance of those changes. It is your responsibility to check the Policy periodically for updates. If you are registering an account or using the services on behalf of an individual or entity other than yourself, you admit that you are authorized by such individual or entity to agree to this Privacy Policy on such individual’s or entity’s behalf.

Information We Collect About You and How We Collect It

Zentist collects several types of Personal Information from and about users of the Website, including information:

• By which you may be personally identified, such as your name, postal address, e-mail address or telephone number, date of birth (“Personal Information”);
• That is about you but individually does not identify you, such as age, gender, and internet browser;
• Details of transactions you carry out through the Website and of the fulfillment of your requests. You will be required to provide Personal Information before using certain services on or through the Website;
• If you choose to use a paid Zentist account or service, our payment processing vendor collects your credit card information and billing address; and/or
• Your search queries and questions and comments posted on the Website;
• about your internet connection, the equipment you use to access the Website and usage details.

If you communicate with Zentist by, for example, e-mail or regular mail, any information provided in such communication may be collected as Personal Information. You also may provide information to be published or displayed (hereinafter, “posted“) on public areas of the Website, or transmitted to other users of the Website or third parties (collectively, “User Contributions“). Your User Contributions are posted on and transmitted to others at your own risk. Please be aware that no security measures are perfect or impenetrable. Additionally, Zentist cannot take responsibilities for or to control the actions of other users of the Website. Therefore, Zentist cannot and does not guarantee that your User Contributions will not be viewed by unauthorized persons.

Zentist collects this information:

• Directly from you when you provide it to Zentist or on or through the Website. This includes:
  • information that you voluntarily provide to Zentist when you choose to use some of the services on the Website, such as searching for Providers, searching for available appointments with Providers, reporting technical problems with our apps, services or Websites, and completing medical history forms prior to Provider appointments.
  • information you provide voluntarily in free-form text boxes on the Website and through responses to forms, surveys, feedback requests, questionnaires, contests, and the like. Some of the services on the Website ask for your health-related Personal Information.
  • information that you provide in email or other correspondence with Zentist.
• You may elect to use certain services on or through the Website which require you to download and install software on your computer (“Downloaded Software“). The Downloaded Software may collect and transmit information from your computer system solely relating to the Downloaded Software and for the purpose of providing you with the relevant services
• Automatically as you navigate through the Website. Information collected automatically may include usage details, IP addresses and information collected through cookies, web beacons and other tracking technologies.
• From third parties, for example, our business partners.

Children Under the Age of 13.

Where we process the Personal Information of minors we require the subscriber or person inputting the Personal Information to be the parent or guardian of the minor or to obtain their consent. Zentist’s Website and our online patient scheduling subscription service are not intended for use by children under 13 years of age. No one under age 13 may provide any information to, or on the Website. Zentist does not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on the Website or on or through any of its features, register on the Website, make any purchases through the Website, use any of the interactive or public comment features of this Website or provide any information about yourself to Zentist or on the Website, including your name, address, telephone number, e-mail address or any screen name or user name you may use. If Zentist learns that it has collected or received Personal Information from or about a child under 13 without verification of parental consent, Zentist will delete that information. If you believe Zentist might have any information from or about a child under 13, please contact us as set forth in the Contact Information section at the end of this Privacy Policy.

California Consumer Privacy Act Notice

Pursuant to the § 1798.110 of the California Consumer Privacy Act (“CCPA”), the categories of personal information that we have collected about individual consumers in the preceding twelve months are:

• Identifiers such as name, email address, address, telephone number, insurance policy number, employment information, medical information, and health insurance information
  Commercial information: records of services purchased
  Internet activity
  Geolocation data
• Identifiers such as name, email address, address, telephone number, insurance policy number, employment information, medical information, and health insurance information
• Commercial information: records of services purchased
  Internet activity
• Geolocation data

Usage Details, IP Addresses, Cookies and Other Technologies.

As you navigate through and interact with the Website, Zentist may automatically collect certain information about your equipment, browsing actions and patterns, including:

• Details of your visits to the Website, including traffic data, location data, logs and other communication data and the resources that you access and use on the Website.
• Information about the type of computer and internet connection, including your IP address, domain servers, operating system, web browser type, referring source which may have sent you to the Website, and other information associated with the interaction of your browser and the Website (collectively, “Traffic Data”).

The information Zentist collects automatically is statistical data. It helps Zentist to improve the Website and to deliver a better and more personalized service by enabling it to:

• Estimate our audience size and usage patterns.
• Store information about your preferences, allowing us to customize our Website according to your individual interests.
• Speed up your searches.
• Recognize you when you return to the Website.

The technologies Zentist uses for this automatic data collection may include:

• Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of the Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to the Website.
• Flash Cookies. Certain features of the Website may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from and on the Website. Flash cookies are not managed by the same browser settings as are used for browser cookies.
• Web Beacons. Pages of the Website and Zentist’s e-mails may contain small electronic files known as web beacons (also referred to as clear gifs. pixel tags and single-pixel gifs) that permit Zentist, for example, to count users who have visited those pages or opened an e-mail and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

Third-party Advertiser Use of Cookies and Other Tracking Technologies.

Some advertisements on the Website are served by third-party advertisers, ad networks and ad servers. These third parties may use cookies, alone or in conjunction with web beacons or other tracking technologies, to collect information about Website users. This may include information about users’ behavior on the Website and other websites to serve them interested-based (behavioral) advertising. Zentist does not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement, you should contact the responsible advertiser directly.

Our business partners may use cookies to provide Zentist with anonymous data and information regarding the use of Zentist’s services. Specifically, some of Zentist’s business partners use Cookies to show Zentist ads on other sites on the internet as a result of you using Zentist’s services. Such cookies do not contain any Personal Information.

Other cookies used by our business partners may collect other non-personally identifying information, such as the computer’s IP address, type of operating system, type of internet browsing software, what web pages were viewed at what time, the geographic location of your internet service provider and demographic information, such as gender and age range. This information is used to provide Zentist with more information about its user’s demographics and internet behaviors.

Additionally, Zentist may use third party website analytics services in connection with the Website, for example, to record mouse clicks, mouse movements, scrolling activity, as well as any text that you type into the Website. These website analytics services do not collect Personal Information that you do not voluntarily enter into the Website. These services do not track your browsing habits across websites which do not use their services. Zentist uses the information collected from these services to find usability problems to make the Website easier to use. The recordings will not identify you or your account; they only record anonymous user information.

How Zentist Uses Your Information

Zentist uses information that Zentist collects about you or that you provide to us, including any Personal Information:

• To present the Website and its contents to you.
• To provide your Personal Information to dental and/or medical providers specified by you.
• To provide you with information, products or services that you request from Zentist or the Website.
• To fulfill any other purpose for which you provide it.
• To provide you with notices about your account.
• To enable us to develop, customize and improve the Website and our publications, products and services.
• To carry out Zentist’s obligations and enforce Zentist’s rights arising from any contracts entered into between you and Zentist.
• To notify you about changes to the Website or any products or services Zentist offers or provides through the Website.
• To allow you to participate in interactive features on the Website.
• To provide you lists Providers.
• To remind you of upcoming or follow-up appointments with Providers.
• In any other way we may describe when you provide the information.
• For any other purpose, with your consent.

Storage of Personal Information

Zentist stores all Traffic Data and review postings indefinitely, even after “deletion”, and may archive such information elsewhere. Zentist stores all Personal Information until you request that Zentist modify or delete it, in which case Zentist may still retain certain Personal Information for the reasons described herein.

Disclosure of Your Information

Zentist does not sell or rent any Personal Information to third parties. Zentist may disclose Personal Information that it collects or you provide as described in this Privacy Policy:

• Zentist’s subsidiaries and affiliates.
• Contractors, service providers and other third parties Zentist uses to support its business and who are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them.
• 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 Zentist’s assets, whether as a going concern or as part of bankruptcy, liquidation or similar proceeding.
• To fulfill the purpose for which you provide it.
• To Providers you select to receive your Personal Information.
• For any other purpose disclosed by Zentist when you provide the information.
• With your consent.

You may choose not to provide Zentist with any Personal Information. In such an event, you can still access and use some of the services on the Website; however you will not be able to access and use certain key features of the services and/or the Website that require your Personal Information.

Zentist may also 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 our terms of use and other agreements.
• If Zentist believes disclosure is necessary or appropriate to protect the rights, property, or safety of Zentist., Zentist’s customers or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.
• To respond to claims that any posting or other content violates the rights of third-parties.

Aggregate Data.

Our definition of Personal Information does not include “aggregate” data. Aggregate data is information we collect about a group or category of services or users from which individual user identities have been removed. In other words, no personal information is included in aggregate data. Aggregate data helps us understand trends in our users’ needs so that we can better consider new features or otherwise tailor our services. This Privacy Policy in no way restricts or limits our collection and use of aggregate data, and we may share aggregate data about our users with third parties for various purposes, including to help us better understand our customer needs and improve our services and for advertising and marketing purposes.

Notice to Payers and Providers.

Payers, Providers, their employees, and their vendors, their agents should be particularly aware of their obligations of patient confidentiality, including without limitation, their obligations under the Health Insurance Portability and Accountability Act (“HIPAA“), both in communicating with Zentist and in responding to a review of their services posted on the Website. Zentist does not have, and will not accept, any obligations of confidentiality with respect to any communications other than those expressly stated in this Privacy Policy or in the terms of use for the Website.

Public Information.

Any information that you may reveal in a review posting or other online discussion or forum is intentionally open to the public and is not in any way private. You should not disclose any Personal Information or personally identifiable information in any public forum.

Retention of Personal Information

Zentist processes Personal Information for a reasonable period of time to fulfill the purposes mentioned above. Personal Information is then archived for time periods as required or necessitated by law or legal considerations. Zentist reserves the right to delete a customer’s data, including Personal Information provided by that customer, from its system after 30 days from the date of termination of its agreement with the applicable customer. Zentist may also delete Personal Information in response to an individual’s request, as set forth in the Your Rights and Choices section below.

Zentist reserves the right to retain usage data relating to our products and services, as well as data that has been anonymized and/or aggregated, to the extent permitted by applicable laws. With respect to any Personal Information collected by us for marketing or for our own internal purposes, we will retain that data for a reasonable time in order to fulfill those purposes.

Your Rights and Choices About How Zentist Uses and Discloses Your Information

Zentist strives to provide you with choices regarding the Personal Information you provide to us. Zentist has created mechanisms to provide you with the following control over your information:

• Changing, Editing or Correcting Your Personal Information. If your Personal Information changes in any way, we invite you to correct or update your information as soon as possible. You can make updates to your profile information by logging into your account on Zentist at any time. You can also request changes or access to your information by emailing ask@zentist.io
• Opting Out of Marketing Communications. Zentist may send you communications or data regarding our Web sites and services, including but not limited to (i) notices about your use of our Web sites and services, including any notices concerning violations of use, (ii) updates, and (iii) promotional information and materials regarding our products and services. You may opt out of receiving promotional emails from Zentist by following the opt-out instructions provided in those emails. You may also opt out of receiving promotional emails and other promotional communications from us at any time by contacting us as described in the Contact Information section below, with your specific request. Opt-out requests will not apply to transactional service messages, such as security alerts and notices about your current account and services.
• Opting Out of Other Uses of Your Personal Information. If you wish to opt out from any of the other uses of Personal Information that are specified in this Privacy Policy, except in the case of legal proceedings or where your data is required for tax and transactional purposes, please contact us as described in the Contact Information section below. Please note that your subsequent disclosure of Personal Information to us may override prior opt-out requests. Company does not discriminate against those who opt out. However, opting out may prevent us from conveniently and efficiently providing further, product support services and information to you.
• Deleting Your Personal Information. Upon your request, Zentist will use commercially reasonable efforts to delete your account and the Personal Information in your profile. However, it may be impossible to remove your account without some residual information being retained by Zentist. Zentist has no obligation to delete any data or information you provide on a medical history form following termination of your account or the account of any dental or medical services provider to whom your medical history form was submitted through the Website or the services offered on or through the Website. If you wish to close your account or have your Personal Information deleted, please contact us as set forth in the Contact Information section below.
• Tracking Technologies and Advertising. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. To learn how you can manage your Flash cookie settings, visit the Flash player settings page on Adobe’s website. If you disable or refuse cookies, please note that some parts of the Website may then be inaccessible or not function properly.

Zentist does not control third parties’ collection or use of your information to serve interest-based advertising. However, these third parties may provide you with ways to choose not to have your information collected or used in this way. You can opt out of receiving targeted ads from members of the Network Advertising Initiative (“NAI“) on the NAI’s website.

Your California privacy rights. This section applies to California residents only.

• Shine the Light law. Pursuant to Section 1798.83 of the California Civil Code, residents of California have the right to request from a business, with whom the California resident has an established business relationship, certain information with respect to the types of Personal Information the business shares with third parties for direct marketing purposes by such third party and the identities of the third parties with whom the business has shared such information during the immediately preceding calendar year. Zentist does not presently share any information with third parties for direct marketing purposes. However, to submit such a request, you can contact us as set forth in the Contact Information section below.
• California Consumer Privacy Act (CCPA). Beginning January 1, 2020, pursuant to the CCPA (Section 1798.100 et seq. of the California Civil Code), residents of California have the following rights:
  • Right of access to your personal information, up to twice a year at no charge, including:
    • The categories of personal information Zentist collects about the consumer,
    • The categories of sources of the consumer’s personal information,
    • The business or commercial purpose for collecting or selling the consumer’s personal information,
      The categories of any third parties with whom the business shares the consumer’s personal information, and
      The specific pieces of personal information collected about the consumer.
  • Right to request deletion of data, subject to certain exceptions, such as where the information is needed to provide services to the consumer, or for security or legal reasons.
  • Right to not be discriminated against for exercising your rights under the CCPA, such as denial of services or higher pricing.
  • Right to opt out of having your personal information sold.

You can exercise your rights under the CCPA by calling our toll-free number set forth in the Contact section of this website.

Your Canadian privacy rights. This section applies to Canada residents only.

Your Personal Information may be transferred outside of Canada for processing and storage. Company and its service providers may store Personal Information on servers located in other jurisdictions, including the United States. Please note that privacy laws in such jurisdictions differ from Canadian privacy laws (e.g., PIPEDA) and that in some jurisdictions your Personal Information may be accessed by law enforcement authorities or the courts in such jurisdictions. If you wish to:

• obtain information or have any questions about our Privacy Policy and practices relating to handling of your Personal Information outside of Canada,
• find out if we have your Personal Information and how we have used it,
• access your Personal Information that is in our possession,
• request that your Personal Information be corrected or deleted from our database, or
• obtain a list of any other organizations to which your Personal Information has been disclosed,

you may contact our privacy officer at the contact information set forth below. We will respond to your request relating to your Personal Information within 30 days. We may be unable to remove information to the extent that it is permitted or required to be retained by applicable law or document retention and data backup policies, or if removal is not practicable due to technological reasons. Please note that removal of your Personal Information may prevent or hinder us from providing further services and information to you.

Company may require you to provide sufficient information to permit us to provide an account of the existence, use, and disclosure of Personal Information. The information provided shall only be used for this purpose.

Data Security

Zentist has implemented measures designed to secure your Personal Information from accidental loss and from unauthorized access, use, alteration and disclosure. All information you provide to us is stored on our secure servers behind firewalls. Any medical or health care information will be encrypted in transit and at rest. Payment card information, such as account numbers, is processed via a third-party vendor that specializes in payment processing and has committed to PCI DSS compliance. All Zentist employees are contractually obligated to maintain the confidentiality of Personal Information accessible through their employment.

Zentist follows accepted industry standards to protect the Personal Information submitted, both during transmission and once Zentist receives the Personal Information. However, you should understand that there is no such thing as complete security, and Zentist does not guarantee that there will be no unintended disclosures of your Personal Information. If Zentist becomes aware that your Personal Information has been disclosed in a manner not in accordance with this Privacy Policy, Zentist will use reasonable efforts to notify you of the nature and extent of the disclosure (to the extent Zentist knows that information) as soon as reasonably possible.

The safety and security of your information also depends on you. Where Zentist has given you (or where you have chosen) a password for access to certain parts of the Website, you are responsible for keeping this password confidential. Zentist asks you not to share your password with anyone. You must promptly notify Zentist if your contact data is lost, stolen, or used without your permission, in such an event, we will remove that contact data from your account and update our records accordingly.

Zentist further urges you to be careful about giving out information in public areas of the Website like message boards. The information you share in public areas may be viewed by any user of the Website.

Unfortunately, the transmission of information via the internet is not completely secure. Although Zentist uses commercially reasonable efforts to protect your Personal Information, Zentist cannot guarantee the security of your Personal Information transmitted to the Website. Any transmission of Personal Information is at your own risk. Zentist is not responsible for circumvention of any privacy settings or security measures contained on the Website.

Storage of Personal Information

We store Personal Information that we have collected (through the means described above) on our premises and in our information system at our facilities, in third party data centers that provide our hosting services, in the systems of third party service providers, and in cloud storage solutions. Zentist is located in the United States. If Zentist transfers Personal Information from one country to another, we will ensure that the information is transferred in accordance with this Agreement and the Privacy Policy, and as permitted by applicable data protection laws.

Zentist stores all information in state of the art physical storage facilities and cloud storage. In doing so, Zentist uses appropriate physical, organizational and technological measures to protect the Personal Information you provide to us against loss or theft, and unauthorized access, disclosure, copying, use, or modification. This includes limiting access on a “need-to-know” basis. Where third parties (such as AWS) are used to host our products, we use third parties who meet required privacy and security standards.

However, no electronic data transmission can be guaranteed to be secure from access by unintended recipients and Zentist will not be responsible for any breach of security unless this breach is due to its negligence. Although we are committed to employing reasonable technology in order to protect the security of our website, even with the best technology, no website is 100% secure. In transacting business with us through our website, you assume the risk inherent in transacting business online.

To offer our website, products and services to you, Zentist relies on plugins and services from third parties such as internet service providers, email service providers and plugins, calendar plugins, Customer Relationship Management (CRM) systems, credit card processors, and third party data storage. To the extent these providers have access to your Personal Information, we will require that they are legally or contractually committed to comply with applicable privacy laws, In the case of credit card processors, we require that they be PCI DSS-compliant. However, we cannot guarantee with certainty that the computer systems and storage systems whereon these services are offered will not be accessed by unauthorized parties. This is a risk inherent in providing any information or, or conducting any business, online. In transacting business with us through our website, you assume the risk inherent in transacting business online.

Links to Other Websites

The Website may contain links to third party websites to which Zentist has no affiliation. Zentist does not share your Personal Information with those websites and is not responsible for their privacy policies or practices. Please be aware that you may be on a different site and that this Privacy Policy only contains the policies for the Website. A link to a third party website does not constitute or imply endorsement by Zentist. Additionally, Zentist cannot guarantee the quality or accuracy of any information contained on any third party website. If you decide to visit any third party website, you should read that website’s privacy policy.