Privacy Policy

Who we are

UserDent is a trade name of Rare Metal Websites LLC, a Washington limited liability company.

• Legal name: Rare Metal Websites LLC
• Trade name: UserDent
• Washington UBI: 605728201
• Business address: 4202 Meridian St, Ste 105-442, Bellingham, WA 98226, United States
• Privacy contact: privacy@userdent.com

This Privacy Policy explains how UserDent collects, uses, discloses, and protects personal information when you visit userdent.com, communicate with us, request an audit or proposal, subscribe to updates, or receive our services.

Scope

This policy applies to personal information UserDent controls through:

• our public website;
• contact, audit-request, and newsletter forms;
• sales, onboarding, support, and client communications;
• project delivery and account administration;
• website analytics, security logs, and consent preferences.

This policy does not govern a dental practice’s own handling of patient information, websites or services controlled by a client, or third-party services with separate privacy policies.

Important healthcare notice

UserDent provides website, marketing, and related digital services to dental practices. UserDent is not a dental practice, healthcare provider, emergency service, or patient portal.

Do not use our general website forms to submit:

• protected health information;
• symptoms, diagnoses, treatment details, or clinical records;
• insurance member numbers;
• Social Security numbers;
• payment-card numbers;
• passwords or authentication codes;
• urgent or emergency requests.

If you are a patient seeking care, contact your dental practice directly through the channel it identifies. For an emergency, use the appropriate emergency service.

When UserDent handles information for a dental-practice client, the applicable client agreement, data-processing terms, and—when required—a Business Associate Agreement govern that work. This public policy does not convert every UserDent service into a HIPAA-covered service.

Information we collect

Information you provide

Depending on how you interact with us, you may provide:

• name;
• business email address and phone number;
• practice or company name;
• job title or role;
• website URL and public business information;
• project goals, budget range, timeline, and service interests;
• messages, files, feedback, and support requests;
• billing and transaction records, excluding full payment-card details handled by a payment processor;
• newsletter preferences;
• accessibility or privacy requests;
• information shared during calls, meetings, onboarding, and project delivery.

Information collected automatically

When you use the site, our systems and service providers may process:

• IP address;
• browser and device type;
• operating system;
• referring URL;
• pages viewed and approximate timestamps;
• interaction and performance events;
• cookie or consent-preference identifiers;
• security, diagnostic, and server logs;
• approximate region inferred from an IP address.

We do not need or want precise medical information about website visitors.

Information from other sources

We may receive business information from:

• public practice websites and directories;
• professional networks and referrals;
• business-data providers;
• social or advertising platforms when you interact with our business account;
• a colleague or organization that asks us to contact you;
• service providers involved in scheduling, billing, or project delivery.

We use this information for legitimate business communication, sales qualification, service delivery, and record accuracy. You may ask us not to contact you.

Cookies and similar technologies

The site can use local storage, cookies, tags, and similar technologies for these categories:

Necessary

Required for security, core functionality, form operation, and storage of consent choices. Necessary technologies cannot always be disabled without affecting the site.

Analytics

Used to understand traffic, page performance, and how visitors use the site. Analytics is optional where the consent interface is enabled. The site supports Google Analytics 4 or Google Tag Manager when configured.

Marketing

Used, when configured and permitted, to measure campaigns or support relevant advertising. Marketing storage is optional and disabled by default until the applicable choice is recorded.

Preferences

Used to remember choices such as consent, appearance, language, or region. Optional preference storage is disabled by default unless enabled by you or required for a requested feature.

You can use the site’s Cookie Preferences control to accept, decline, or customize optional categories. Browser settings may also block or delete storage, but doing so can reset your preferences or affect features.

Where Google Consent Mode is enabled, denied consent can still permit limited cookieless signals. These signals are designed to omit advertising cookies, but technical request data may still be processed by Google under its terms. We do not describe consent mode as zero data collection.

How we use personal information

We use personal information to:

1. respond to questions, audit requests, proposals, and support messages;
2. evaluate whether UserDent’s services fit a practice’s needs;
3. provide, maintain, and improve contracted services;
4. onboard clients and manage projects, accounts, and deliverables;
5. process invoices, transactions, and business records;
6. communicate service notices and requested updates;
7. send marketing only where permitted and honor opt-outs;
8. measure website performance and improve content and user journeys;
9. detect spam, fraud, misuse, vulnerabilities, and technical failures;
10. debug, monitor, and secure systems;
11. establish, exercise, or defend legal rights;
12. comply with law, court orders, and valid government requests;
13. enforce agreements and protect UserDent, clients, visitors, and the public.

We do not use information submitted through a contact form to make decisions producing legal or similarly significant effects about an individual.

When we disclose information

We may disclose only the information reasonably needed to:

Service providers

Vendors may host the website, deliver email, schedule meetings, process payments, provide analytics, store project files, support customer relationships, monitor security, or operate business systems. They may process information only for contracted services and under their own legal obligations.

Professional advisers

Lawyers, accountants, insurers, auditors, and consultants may receive information when needed for professional advice, compliance, or risk management.

Client-directed work

A client may direct us to share project information with its employees, contractors, hosting providers, domain registrars, software platforms, or other approved partners.

Business transactions

Information may be transferred during a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to applicable law and appropriate confidentiality protections.

Legal and safety reasons

We may disclose information when we reasonably believe disclosure is required by law or necessary to protect rights, safety, systems, or the integrity of our services.

What we do not do

UserDent does not:

• sell personal information for money;
• exchange personal information for cross-context behavioral advertising;
• knowingly collect personal information from children under 13 through this business website;
• ask visitors to submit patient records through general contact forms;
• claim that every service is HIPAA compliant merely because we serve dental practices;
• keep personal information forever without a business or legal reason.

If these practices change materially, we will update this policy and, where required, request consent.

Data retention

We retain information only as long as reasonably necessary for the purpose collected, including:

• active sales and support conversations;
• performance of client contracts;
• security and troubleshooting;
• tax, accounting, insurance, and legal records;
• dispute resolution and enforcement;
• suppression records needed to honor an unsubscribe or do-not-contact request.

Retention periods vary by record type. When information is no longer needed, we delete, de-identify, or securely archive it according to operational and legal requirements. Backup copies may remain for a limited period until overwritten through normal backup cycles.

Security

We use reasonable administrative, technical, and organizational safeguards appropriate to the information and service. Measures may include access controls, least-privilege practices, encryption in transit, dependency and vulnerability review, logging, backups, and staff or contractor confidentiality obligations.

No internet transmission or storage system is perfectly secure. We cannot guarantee absolute security. If you believe information connected to UserDent has been exposed or misused, contact privacy@userdent.com promptly.

Your choices and rights

Depending on where you live and the law that applies, you may have rights to:

• know whether we process your personal information;
• request access to specific personal information;
• correct inaccurate information;
• request deletion;
• receive a portable copy of certain information;
• opt out of targeted advertising, sale, or certain profiling;
• withdraw consent where consent is the basis for processing;
• appeal a denied privacy request;
• avoid discriminatory treatment for exercising privacy rights.

These rights are not absolute. Exceptions may apply for security, legal obligations, contractual records, free-expression interests, or information we process for another organization.

How to submit a request

Email privacy@userdent.com with Privacy Request in the subject line. Include enough detail for us to understand the request, but do not send identity documents or sensitive records unless we ask through a secure method.

We may verify your identity and authority before acting. An authorized agent may submit a request where applicable, but we may ask for proof of authorization and direct verification with the individual.

We aim to respond within the period required by applicable law. If we deny a request, we will explain the reason and any available appeal process.

Marketing choices

Use the unsubscribe link in a marketing email or contact us. We may retain a minimal suppression record so we can honor the request.

Browser privacy signals

Where required and technically supported, we will treat recognized opt-out preference signals, such as Global Privacy Control, as a request to opt out for the browser or device sending the signal. Because UserDent does not sell personal information or use it for cross-context behavioral advertising, such a signal should not reduce core site functionality.

Washington consumer health data

UserDent does not intend to collect consumer health data through this marketing website. Visitors should not submit health information through general forms.

If information covered by the Washington My Health My Data Act is received or processed outside an exemption, UserDent will handle it according to applicable notice, consent, security, access, deletion, and authorization requirements. A separate Consumer Health Data Privacy Policy may be published if our services begin collecting covered data in a way that requires one.

Children’s privacy

This website is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child submitted personal information, contact us so we can review and delete it where appropriate.

International visitors

UserDent operates from the United States. If you access the site from another country, information may be processed in the United States or other locations used by our service providers. Data-protection laws in those locations may differ from those where you live.

Where legally required, we rely on an appropriate transfer mechanism and provide rights required by local law.

Third-party links and embedded services

Our site may link to or embed services operated by third parties, including scheduling, maps, video, analytics, social media, payment, or client platforms. Their privacy practices are governed by their policies, not this one. Review those policies before providing information.

A link does not mean UserDent controls or endorses every privacy practice of the destination.

Client websites and data-processing roles

UserDent may build or manage websites for dental practices. On those sites, the dental practice usually determines why and how visitor or patient information is processed. The practice’s privacy notice should explain its practices.

When UserDent processes data solely on a client’s instructions, requests concerning that data should usually be directed to the client first. We will assist the client as required by contract and law.

Changes to this policy

We may update this policy when services, vendors, laws, or practices change. The Last updated date identifies the latest revision. Material changes will receive additional notice when required.

Contact us

For privacy questions or requests:

Rare Metal Websites LLC DBA UserDent

4202 Meridian St, Suite 105-442

Bellingham, WA 98226-8760, United States

Email: privacy@userdent.com

For general business questions, use the website contact page. Do not send patient records or other highly sensitive information by ordinary email.