[Operator legal name], [State], [contact email], [hosting region/provider].This policy explains how [Operator legal name] ("ReferralLoop," "we") handles information for the ReferralLoop service at referralloop.com (the "Service"). ReferralLoop is a business-to-business coordination tool for dental practices. It is not consumer software and is not directed to patients.
Account data — what a practice gives us to run its account: practice name, provider count, staff names, usernames, email addresses, billing contact, and (via Stripe) payment status. We are the controller of Account data.
Customer Data — what practices and their staff put into referrals and messages: clinical summaries, notes, attachments (for example op notes and images), workflow events, and the limited patient identifiers on a referral (name, and optionally date of birth, phone, and the referring office's chart number). This may include protected health information ("PHI"). Practices control Customer Data; we process it on their instructions as a HIPAA Business Associate under a Business Associate Agreement.
We do not ask for or want Social Security numbers, insurance policy details, full medical histories, or payment-card data for patients. Keep those in your EHR.
We do not sell personal information or Customer Data, do not use it for advertising, and do not use it to train machine-learning models. We do not send Customer Data or PHI to any third-party AI service.
A referral or message is shared with the practice you send it to — that is the point of the Service. Beyond that, we share data only with service providers that help us run the Service under contract and, for PHI, under a BAA: hosting ([hosting region/provider], United States), transactional email, and payment processing (Stripe). We may disclose data if required by law, to protect safety or our rights, or in connection with a merger or sale (with notice, and successor bound by this policy).
Encryption in transit (TLS) and at rest; access on a need-to-know basis; per-practice data isolation; audit logging of access and changes; staged sign-in security a practice can raise (verified email, then a code on a new device). No method is perfectly secure; we'll notify affected practices and regulators of a breach of unsecured PHI as HIPAA requires.
We keep Customer Data while the account is active. After an account closes, the practice can export its data for 30 days, after which we delete or de-identify it, except limited records we must keep by law (audit logs, invoices). A practice can request deletion of specific records sooner by contacting us; note the receiving practice may retain its own copy of a referral it received.
Practice owners and admins can view and edit staff accounts and account data in Settings, and export or delete practice data. Individuals whose personal data appears in Account data (for example a staff member) can ask us to access or correct it by emailing [contact email]; for a patient whose information is in Customer Data, contact the practice that entered it — they are the controller.
The Service is operated from the United States and intended for U.S. dental practices. Data is stored in the United States.
The Service is used by dental staff, not patients, and is not directed to children. A referral may include a minor patient's identifiers, entered by a practice under its own authority and its BAA with us.
We'll post material changes here and, where practical, email account owners. Questions or requests: [contact email], [Operator legal name], [State].