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Privacy Policy

​Last Updated: February 2, 2026

This Privacy Policy describes how Doc Matches LLC collects, uses, discloses, and safeguards your information when you visit or use our website, applications, and services (collectively, the "Platform"). Our Platform connects dental patients with independent dental offices. Please read this policy carefully. By using the Platform, you agree to the practices described below.

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1. Who We Are
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Doc Matches LLC provides a technology platform that helps users find and connect with dental offices. We are not a dental provider, do not provide dental care, and do not make medical decisions. Dental offices listed on our Platform are independent and are responsible for their own practices and compliance obligations. Doc Matches LLC provides marketing and technology services only and does not provide healthcare services.

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2. Information We Collect
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We collect information in the following ways:

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A. Information You Provide to Us
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  • Contact Information: Name, email address, phone number, address, and ZIP code.

  • Appointment or Inquiry Information: Information you submit when requesting an appointment, contacting an office, or completing forms on the Platform.

  • Insurance Information (if provided): Insurance carrier name and plan details you choose to share to help match you with dental offices.

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Important: We aim to collect the minimum information necessary to provide our services.

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B. Information Collected Automatically
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  • Device Information: IP address, browser type, operating system, and device identifiers.

  • Usage Data: Pages visited, links clicked, search activity, and referring URLs.

  • Cookies and Similar Technologies: Used for functionality, analytics, and performance (see Section 8).

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C. Information from Dental Offices
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Dental offices may provide us with information about availability, services offered, accepted insurance plans, and office contact details.

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3. Health Information & HIPAA
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Doc Matches LLC facilitates the secure collection and transmission of information that may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”). When acting on behalf of participating dental offices in connection with PHI, Doc Matches LLC functions as a Business Associate.
In this context:

  • Doc Matches LLC acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA) when facilitating the collection and transmission of PHI.

  • HippaTizer stores submitted forms in a secure, HIPAA-compliant environment and maintains appropriate administrative, technical, and physical safeguards.

  • Dental offices selected by the patient receive submitted information via secure email transmission or other secure delivery methods.

Doc Matches LLC does not provide healthcare services and does not make clinical decisions. Dental offices are independent Covered Entities and are responsible for their own HIPAA compliance and privacy practices once information is received. Information submitted directly to a dental office outside of the Platform is governed by that office’s own privacy policies.

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4. How We Use Your Information
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We use your information to:

  • Connect you with dental offices you request or select

  • Facilitate appointment requests and communications

  • Improve and personalize the Platform

  • Assist in matching users with dental offices based on insurance information voluntarily provided

  • Respond to inquiries and provide customer support

  • Maintain security and prevent fraud

  • Comply with legal and regulatory obligations

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5. How We Share Your Information
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We may share your information in the following circumstances:

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A. With Dental Offices
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When you request an appointment or submit information, we share the information you choose to provide with the dental office(s) you select.

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B. Service Providers
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We may share information with trusted vendors who perform services on our behalf, such as:

  • HippaTizer, which securely hosts and stores patient forms

  • Website hosting and infrastructure providers

  • Secure email and communications providers

  • Analytics providers (using de-identified or aggregated data where possible)

These providers are contractually required to safeguard your information.

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C. Legal Requirements
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We may disclose information if required to do so by law, subpoena, court order, or governmental request.

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D. Business Transfers
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In the event of a merger, sale, or transfer of assets, your information may be transferred as part of that transaction.

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E. Compensation Disclosure


Doc Matches LLC may receive compensation from participating dental offices for marketing and referral services when patient information is transmitted through the Platform. We do not sell personal information to third parties. Compensation does not affect the privacy protections described in this Policy.

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6. What We Do NOT Do
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  • We do not sell your personal information.

  • We do not share your information with advertisers for behavioral targeting.

  • We do not make medical or treatment decisions.

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7. Data Security
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We implement administrative, technical, and physical safeguards designed to protect your information, including:

  • Secure encryption where appropriate

  • Access controls

  • Monitoring and logging

Despite our efforts, no system can be guaranteed 100% secure.

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8. Cookies & Tracking Technologies
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We use cookies and similar technologies to:

  • Enable essential site functionality

  • Understand how users interact with the Platform

  • Improve performance and user experience

You may control cookies through your browser settings.

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9. Your Privacy Rights
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If you are a Minnesota resident, you have the right to:

  • Request access to your personal information

  • Request correction of inaccurate information

  • Request deletion of information, subject to legal and HIPAA retention requirements

  • Receive an accounting of disclosures of PHI, where applicable

Requests may be submitted using the contact information below. We may verify your identity before fulfilling requests.

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10. Children’s Privacy
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The Platform is not intended for children under 13. We do not knowingly collect personal information from children.

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11. Third-Party Links
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The Platform may contain links to third-party websites, including dental office websites. We are not responsible for the privacy practices of those sites.

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12. Changes to This Privacy Policy
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We may update this Privacy Policy from time to time. The updated version will be posted with a revised "Last Updated" date.

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13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Doc Matches LLC
Email: support@docmatches.com
Website: www.docmatches.com

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