Cookie Policy
Understanding how DentOnly uses cookies and similar technologies to enhance your experience and protect your data.
DentOnly Cookie Policy
Table of Contents
Introduction
This Cookie Policy explains how DentOnly ("we," "us," or "our") uses cookies and similar tracking technologies when you visit our website, use our dental practice management software, or interact with our services.
This policy should be read alongside our Privacy Policy and Terms of Service to understand how we protect and handle your information. By continuing to use our services, you consent to our use of cookies as described in this policy.
Healthcare Data Protection
As a healthcare technology provider, DentOnly is committed to maintaining the highest standards of data protection and HIPAA compliance in all our cookie usage and tracking practices.
What Are Cookies?
Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit a website or use an application. They serve various purposes, including:
- Authentication: Keeping you logged in to your account
- Preferences: Remembering your settings and preferences
- Security: Protecting against fraud and ensuring secure connections
- Performance: Analyzing how our services are used to improve functionality
- Functionality: Enabling specific features and capabilities
Similar Technologies
In addition to cookies, we may use similar technologies such as:
- Local Storage: Browser-based storage for larger amounts of data
- Session Storage: Temporary storage that expires when you close your browser
- Web Beacons: Small transparent images used for tracking and analytics
- Device Fingerprinting: Collecting device characteristics for security purposes
Cookies We Use
DentOnly uses different types of cookies for various purposes. Here's an overview of the categories:
Cookie Categories
Required for basic functionality
Enhance user experience
Help us improve our services
Personalized content and ads
Cookie Duration
- Session Cookies: Temporary cookies that expire when you close your browser
- Persistent Cookies: Remain on your device for a specified period or until manually deleted
- Secure Cookies: Only transmitted over encrypted HTTPS connections
- HttpOnly Cookies: Not accessible via JavaScript for enhanced security
Essential Cookies
Essential cookies are necessary for the basic functioning of our services. These cookies cannot be disabled as they are required for core functionality.
| Cookie Name | Purpose | Duration | Type |
|---|---|---|---|
| dentonly_session | Maintains user login session and authentication state | Session | Essential |
| csrf_token | Protects against Cross-Site Request Forgery attacks | Session | Essential |
| security_key | Encrypts sensitive data transmissions | 24 hours | Essential |
| load_balancer | Routes requests to optimal servers for performance | Session | Essential |
| cookie_consent | Stores your cookie preference choices | 1 year | Essential |
HIPAA Compliance
All essential cookies are designed to maintain HIPAA compliance and do not store or transmit Protected Health Information (PHI) in an unencrypted format.
Functional Cookies
Functional cookies enhance your experience by remembering your preferences and settings. You can disable these cookies, but some features may not work as expected.
| Cookie Name | Purpose | Duration | Type |
|---|---|---|---|
| user_preferences | Stores interface customizations and user settings | 6 months | Functional |
| language_setting | Remembers your preferred language selection | 1 year | Functional |
| timezone_offset | Displays times in your local timezone | 3 months | Functional |
| theme_selection | Remembers dark/light mode preference | 1 year | Functional |
| dashboard_layout | Saves customized dashboard configurations | 6 months | Functional |
Benefits of Functional Cookies
- Personalized user interface based on your preferences
- Faster loading times by remembering your settings
- Improved workflow efficiency in the dental software
- Consistent experience across different sessions
Analytics Cookies
Analytics cookies help us understand how our services are used, allowing us to improve functionality and user experience. All analytics data is aggregated and anonymized.
| Cookie Name | Purpose | Duration | Type |
|---|---|---|---|
| _ga | Google Analytics - distinguishes unique users | 2 years | Analytics |
| _gid | Google Analytics - distinguishes unique users | 24 hours | Analytics |
| usage_stats | Tracks feature usage and performance metrics | 30 days | Analytics |
| error_tracking | Collects information about system errors | 7 days | Analytics |
| performance_monitor | Measures page load times and system performance | 30 days | Analytics |
What We Analyze
- Usage Patterns: Which features are used most frequently
- Performance Metrics: System response times and reliability
- User Journeys: How users navigate through the software
- Error Rates: Technical issues that need addressing
- Feature Adoption: Success of new features and updates
Data Privacy
All analytics data is aggregated and anonymized. We never associate analytics data with individual patient records or personal health information.
Marketing Cookies
Marketing cookies are used to deliver relevant content and advertisements. These cookies may track your activity across different websites to provide personalized experiences.
| Cookie Name | Purpose | Duration | Type |
|---|---|---|---|
| marketing_id | Tracks marketing campaign effectiveness | 90 days | Marketing |
| referral_source | Identifies how you discovered DentOnly | 30 days | Marketing |
| content_personalization | Customizes content based on your interests | 6 months | Marketing |
| email_tracking | Tracks email campaign interactions | 1 year | Marketing |
Marketing Cookie Uses
- Measuring the effectiveness of advertising campaigns
- Providing relevant content and product recommendations
- Preventing the display of redundant advertisements
- Understanding user interests and preferences
- Improving targeting of educational content
Note: Marketing cookies are optional and require your explicit consent. You can disable them at any time through your cookie preferences.
Third-Party Cookies
We work with trusted third-party services that may set their own cookies. These services help us provide better functionality and insights.
Third-Party Services
- Google Analytics: Website and application analytics
- Intercom: Customer support and communication
- Stripe: Payment processing (essential for billing)
- AWS CloudFront: Content delivery and performance
- Zendesk: Customer support ticketing system
- Mailchimp: Email marketing and communications
Third-Party Cookie Management
Each third-party service has its own cookie policy and privacy practices:
Data Processing Agreements
All third-party services used by DentOnly have signed Business Associate Agreements (BAAs) to ensure HIPAA compliance and data protection standards.
Managing Your Cookie Preferences
Cookie Settings in DentOnly
You can manage your cookie preferences directly within the DentOnly platform:
- Access cookie settings from your account preferences
- Choose which types of cookies to allow or block
- Update your preferences at any time
- Export your cookie preference history
Cookie Preference Center
Manage your cookie preferences for the best DentOnly experience
Browser Cookie Controls
You can also manage cookies through your browser settings:
- Chrome: Settings > Privacy and Security > Cookies and other site data
- Firefox: Options > Privacy & Security > Cookies and Site Data
- Safari: Preferences > Privacy > Manage Website Data
- Edge: Settings > Cookies and site permissions > Cookies and site data
Impact of Disabling Cookies
Disabling certain cookies may affect your experience:
- Essential Cookies: Cannot be disabled; required for basic functionality
- Functional Cookies: May result in loss of personalization and preferences
- Analytics Cookies: Will not affect functionality but reduces our ability to improve services
- Marketing Cookies: May result in less relevant content and advertisements
Cookie Consent
Consent Requirements
Under applicable privacy laws, we require your consent for certain types of cookies:
- Essential Cookies: No consent required (necessary for service operation)
- Functional Cookies: Implied consent through continued use
- Analytics Cookies: Explicit consent required
- Marketing Cookies: Explicit consent required
Consent Management
- Consent is requested upon first visit to our website
- You can withdraw consent at any time
- Consent preferences are remembered for future visits
- We may re-request consent for new cookie types or purposes
Legal Basis for Processing
Our legal basis for using cookies includes:
- Legitimate Interest: Essential cookies for service operation
- Consent: Optional cookies that enhance user experience
- Contractual Necessity: Cookies required to fulfill our service agreement
- Legal Obligation: Cookies required for regulatory compliance
Updates to This Policy
We may update this Cookie Policy from time to time to reflect changes in our practices, technology, or legal requirements.
Notification of Changes
- Email notifications to registered users
- In-app notifications within the DentOnly platform
- Updated policy posted on our website
- Summary of changes provided for transparency
Significant Changes
For material changes to our cookie practices, we will:
- Provide 30 days advance notice
- Re-request consent where required
- Offer opt-out options for new tracking
- Maintain previous settings until you make new choices
Staying Informed
We recommend reviewing this Cookie Policy periodically to stay informed about how we use cookies and protect your privacy.
Contact Information
If you have questions about our Cookie Policy or cookie practices, please contact us:
Privacy Questions
For questions about cookies, privacy, or data protection, contact our Privacy Team at privacy@dentonly.com or call our privacy hotline at 1-800-PRIVACY.