DocsDocs Technologies Inc. ("DocsDocs," "we," "us," or "our") operates a dental practice management platform used by dental clinics to communicate with their patients. This policy explains what information we collect, how we use it, and how we protect it.
Information we collect
When you sign up for SMS communications, we collect:
- Your mobile phone number
- The name of your dental clinic (optional)
- The date and time you opted in
- The IP address from which you submitted the consent form
Your dental clinic separately collects health information necessary to provide dental care. That information is governed by the privacy notice your clinic provides under HIPAA.
How we use your phone number
- Sending you appointment confirmations, reminders, and pre-arrival information.
- Responding to messages you send us (CONFIRM / RESCHEDULE / CANCEL and free-text replies).
- Communicating with you about your dental care.
We do not sell your phone number or share it for marketing. We do not use your phone number for third-party advertising.
SMS message frequency, costs, and opt-out
Message frequency varies based on your appointment volume — typically 1-5 messages per appointment. Message and data rates from your mobile carrier may apply. You can opt out at any time by replying STOP to any message. You will receive one confirmation that you have been unsubscribed. To opt back in, reply START or sign up again at /sms-opt-in.
How we share information
We share information only with:
- Your dental clinic (the data controller for your health record).
- Service providers operating under written agreements: our SMS carrier (Twilio Inc.), our cloud hosting provider (Amazon Web Services, Inc.), and our identity provider (Amazon Cognito). These providers process data only on our instructions.
- Authorities when required by law (subpoena, court order, regulatory request).
Data retention
We retain your consent record (phone number, opt-in timestamp, opt-in source) for as long as you are subscribed plus seven years after opt-out, in order to meet TCPA recordkeeping requirements. SMS message content is retained for 30 days for delivery troubleshooting and then deleted.
Your rights
- Access — request a copy of the consent record we hold for you.
- Correction — ask us to correct inaccurate information.
- Deletion — request deletion subject to legal retention rules.
- Opt-out — reply STOP to any SMS, or email us.
To exercise any of these rights, contact developer@docs-docs.com.
Security
We use industry-standard safeguards including encryption in transit (TLS 1.2+) and at rest, role-based access control, multi-factor authentication for staff accounts, and audit logging of all access to consent and message records.
Children
DocsDocs does not direct services to children under 13. Where a minor receives dental care, communications go to the legal guardian on file with the clinic.
Changes to this policy
We may update this policy as our practices evolve or as required by law. We will post the updated policy on this page with a new "Last updated" date.
Contact
DocsDocs Technologies Inc.
19360 Kerwin Ranch Ct
Saratoga, CA 95070
developer@docs-docs.com