Dentva Privacy Policy

Last Updated: October 06, 2025

This Privacy Policy explains how Sparc Media LLC (“Dentva,” “we,” “us,” or “our”) collects, uses, shares, and protects personal information when you visit https://dentva.ai or use any of our products, services, software, or tools (collectively, the “Service”).

By accessing or using Dentva, you agree to this Privacy Policy and our [Terms of Use]. If you do not agree, please discontinue use of our Service immediately.

1. Overview

Dentva is an AI-powered virtual receptionist platform for dental practices. It answers calls, books appointments, sends reminders, integrates with dental software, and provides analytics to improve patient communication.

Protecting privacy is central to how we design and operate our product. Dentva is built with HIPAA compliance in mind, and we will sign a Business Associate Agreement (BAA) with covered entities where required by law.

2. Information We Collect

We collect both Personal Information (information that identifies you or your patients) and Non-Personal Information (information that does not directly identify you).

Personal Information

We may collect the following types of data:

Name, email address, and phone number
Patient details such as appointment information, visit reasons, or preferences
Insurance or payment data (if shared during calls or scheduling)
Practice information, including office name and PMS connection details
Call transcripts and/or voice recordings generated by our AI

Non-Personal Information

We may automatically collect:

Browser type, device type, operating system, and IP address
Cookies, session data, and usage analytics
Referring/exit pages, time spent on pages, and navigation patterns
Approximate geolocation for service optimization

3. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Remember preferences and maintain user sessions
Enhance security and prevent fraud
Analyze usage and improve site performance
Deliver personalized content and experiences

You can choose to disable cookies in your browser, but some features of the Service may not function properly if you do.

4. How We Use Information

We use the information we collect to:

Provide, operate, and improve the Dentva Service
Schedule appointments, send reminders, and support patient communication
Train and improve our AI models to understand intent and improve call quality
Respond to support inquiries and provide customer service
Send product updates, offers, and relevant communications
Analyze platform usage to improve features and reliability
Protect against fraud, security threats, and unauthorized access

We do not sell or rent your personal information to third parties for marketing purposes.

5. Sharing Your Information

We only share information when necessary and under strict contractual obligations:

Service Providers

We work with trusted vendors for functions such as cloud hosting, email delivery, and analytics. Vendors are contractually obligated to use your information only as directed by Dentva and in accordance with this Privacy Policy.

Third-Party Integrations

We may share limited data with integration partners to enable core functionality (see Section 8 below).

Legal Requirements

We may disclose data as required by law, subpoena, or government request, or to protect our rights, users, or the public.

Business Transfers

If Sparc Media LLC is involved in a merger, acquisition, or asset sale, your information may be transferred subject to the same protections.

We may also use aggregated or anonymized data for analytics, research, and business purposes without restriction.

6. Data Retention

Call transcripts and recordings are retained for 90 days by default.
Practices may request deletion of stored data at any time by contacting us.
Non-personal analytics data may be retained longer for security, performance, and product improvement purposes.

7. Your Rights and Choices

You have the right to:

Access, update, or correct your personal information
Request deletion of your data (subject to legal and contractual requirements)
Opt out of marketing communications at any time
Restrict or object to certain processing activities

To exercise any of these rights, please contact us at hello@dentva.ai.

8. Data Security

We use industry-standard security measures to protect your data, including:

Encrypted data transmission (SSL/TLS)
Encrypted storage of sensitive data
Access controls and authentication requirements
Firewalls, intrusion detection, and continuous monitoring

While we implement strong safeguards, no system is 100% secure. By using Dentva, you acknowledge and accept these risks.

9. Third-Party Services and Integrations

Dentva integrates with trusted third-party platforms to deliver certain features. These providers have their own privacy policies, which we encourage you to review:

Twilio / Telnyx: Voice routing, call handling, SMS messaging
Calendly/TidyCal: Scheduling demos and appointments
OpenAI / Azure: AI processing, transcription, and intent detection
HubSpot: CRM and communication management

We share only the minimum information necessary (e.g., name, contact info, appointment details) for these integrations to function properly.

10. Children’s Privacy

Our Service is intended for dental professionals and is not directed to children under 13. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected such data, we will delete it promptly.

11. California Privacy Rights

Shine the Light

California residents may request details about our sharing of personal data with third parties for direct marketing purposes once per year. Requests can be sent to hello@dentva.ai.

Rights for Minors

Users under 18 who have posted content on our Service may request its removal. Complete removal may not be possible if the content has been shared externally.

12. Links to Other Websites and Third-Party Platforms

Our site may contain links to external websites. We are not responsible for their content or privacy practices.

If you use Dentva through a third-party website or platform, that provider’s privacy policy governs your use of their site or service.

13. Future Changes to Our Practices

If our information practices change in a material way, we will notify you through email or a prominent notice on our site. Where required by law, you will have the opportunity to review and, if necessary, opt out of new uses before they take effect.

14. International Data Transfers

Dentva is operated in the United States and Canada. If you access the Service from outside these regions, your information will be processed and stored in the U.S. or Canada, which may have different data protection laws than your jurisdiction.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will take effect when posted. Continued use of Dentva after changes means you accept the updated policy.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Sparc Media LLC
📍 17595 Harvard Ave, Ste C-831, Irvine, CA 92614
📧 hello@dentva.ai