Privacy Policy

This policy explains what information DentalTrackr (“DentalTrackr”, “we”, “us”) collects when you use the DentalTrackr iPhone app and the online service behind it (together, the “Service”) and this website, how we use it, who we share it with, and the choices you have. DentalTrackr is based in Loveland, Colorado, USA.

The short version: we collect what we need to run inventory for your practice – your account, your practice’s inventory data and product photos. We don’t show ads, we don’t track you across apps or websites, and we don’t sell or rent your information. DentalTrackr is for supplies, not patients: please don’t enter patient information.

1. No patient information

DentalTrackr tracks dental supplies. It is not designed to store patient records or protected health information, and it doesn’t ask for any. You must not enter patient names or any other information about patients in the Service – including in free-text fields such as item names, notes, supplier notes, storage locations or office names. If you believe patient information was entered by mistake, delete it in the app or contact us and we’ll help remove it.

2. Information we collect

Account information

Name and e-mail address. Your display name (which you can change in the app) and the e-mail address of your account.
Sign in with Apple. When you use it, Apple gives us a stable identifier for your Apple Account, the e-mail address you choose to share (which may be an Apple private relay address) and, the first time, your name if you choose to share it. We also store a token from Apple that lets us revoke DentalTrackr’s access to your Apple Account when you delete your DentalTrackr account.
Sign in with Google. When you use it, Google gives us an identifier for your Google Account, your verified e-mail address and your name.
E-mail sign-in codes. When you sign in with your e-mail address, we e-mail you a six-digit code. We store only a one-way hash of the code; codes expire after 10 minutes, and the records of requested codes are deleted after about 24 hours.
Sessions. Signing in creates a session token that is kept in your iPhone’s Keychain. We store only a one-way hash of it on our servers. Sessions expire after 90 days or when you sign out.

Practice and inventory information

When you use DentalTrackr, you and your team enter information about your practice, which we store so the Service can work:

practice and office names, office addresses (optional) and time zones;
team members, their roles and office assignments, and invitations (the invited person’s e-mail address and role);
the product catalog: item names, barcodes and product codes, categories, units, prices, notes and product photos;
suppliers and the contact details and notes you add for them (for example a sales rep’s name, phone number, e-mail address or your account number);
stock: quantities, lots, expiration dates, storage locations, reorder points and par levels;
history: every delivery received, item used, count adjustment and transfer, with the date and the team member who recorded it.

Product photos

Photos you add to items (including a photo used for photo identification that you then keep as the product photo) are stored on our servers and are visible to the members of your practice.

On your iPhone

Camera. The app uses the camera to scan barcodes and take product photos. Barcodes are read on your iPhone. Images leave your iPhone only when you take a photo for identification or save a product photo.
Stored on the device. The app keeps your session token in the Keychain and saves unfinished Quick Receive sessions (including photos taken during them) and some settings on your iPhone so you can resume your work.
Address suggestions. When you type an office address, the app shows suggestions using Apple Maps (MapKit). What you type in the address field is sent to Apple for this purpose and is handled under Apple’s privacy policy.

Technical information

When the app connects to our servers, our servers and hosting provider necessarily process your IP address and basic request information (such as time and the requested address). We use this only to operate and secure the Service and to troubleshoot problems, and we keep server logs only as long as needed for those purposes. The app does not contain advertising, analytics or tracking software from third parties.

3. Photo identification (Anthropic Claude)

Quick Receive can identify a product from a photo of its packaging. Only when you tap photo identification is that photo sent from our servers to Anthropic, PBC, which provides the Claude AI model that reads the label. Together with the photo we send the names of the items in your practice’s catalog, so the model can match the product to an item you already have. We don’t send your name, e-mail address or other account information to Anthropic.

Anthropic processes this data as our service provider to return the result. Under Anthropic’s commercial terms, data sent through its API is not used to train its models. We keep a record of each identification request (practice, team member, time, model used and whether it succeeded) to apply daily limits and track costs; we don’t keep the photo itself unless you save it as the product photo. Please don’t photograph anything that shows patient information.

4. Barcode lookups (U.S. FDA)

When you scan a barcode that isn’t in your catalog yet, our servers look up the product code in public databases of the U.S. Food and Drug Administration – the AccessGUDID device database and openFDA. Only the product code from the barcode is sent; no personal information and nothing about you or your practice. Results are cached on our servers to make later lookups faster.

5. Subscriptions and payments (Apple)

Subscriptions are sold by Apple through the App Store. Apple processes your payment; we never receive your payment card or bank details. Apple sends us signed information about the subscription – such as the plan, purchase, renewal and expiration dates, trial and refund status, and transaction identifiers – which we link to your practice so the Service knows which plan the practice has.

6. How we use information

We use the information described above to:

create and secure your account and let you sign in;
provide the Service: store and show your practice’s inventory, run reports, look up and identify products;
send service e-mails – sign-in codes and team invitations. We don’t send marketing e-mails without your consent;
manage subscriptions and the free trial;
respond to your support requests;
protect the Service against abuse and fraud, enforce limits, and fix problems;
comply with legal obligations.

7. Service providers

We share information only with the providers we need to run the Service, and only for that purpose:

Provider	Purpose	Information
DigitalOcean, LLC (data centers in the USA)	Hosting of our servers and database	All Service data, stored on our servers
Our e-mail delivery provider	Sending sign-in codes and invitations	Recipient e-mail address and the content of the e-mail
Anthropic, PBC	Photo identification, only when you tap it	The photo and your catalog item names
Apple Inc.	Sign in with Apple, App Store subscriptions, address suggestions	As described above
Google LLC	Sign in with Google, if you use it	Sign-in with your Google Account

Barcode lookups go to public U.S. FDA databases without any personal information (see section 4). We may also disclose information if required by law or legal process, to protect the rights, safety and property of our users, the public or DentalTrackr, or as part of a merger, acquisition or sale of the business, in which case this policy continues to apply to your information.

Inventory data belongs to the practice and is visible to its members according to their role: owners and admins see all offices and the team; staff see the offices they’re assigned to. Your name appears to other members of your practices, for example in the team list and next to the inventory changes you record, and owners and admins can see your e-mail address. Invitation e-mails show the name of the practice and of the person who invited you.

9. No ads, tracking or sale of data

We don’t show ads. We don’t track you across other companies’ apps or websites, and we don’t use third-party analytics or advertising tools. We don’t sell or rent your information, and we don’t share it for advertising.

10. Retention and deletion

Account. We keep your account until you delete it. You can delete your account at any time in the app: More → Account → Delete Account. This removes your profile, sign-in methods and sessions, and permanently deletes every practice in which you are the only member, with all its data. If you used Sign in with Apple, we also revoke DentalTrackr’s access to your Apple Account. If you’re the only owner of a practice that has other members, the app asks you to make someone else an owner (or delete the practice) first, so your team doesn’t lose its data.
Practices you share with others. When you delete your account or leave a practice, the inventory history you recorded stays with the practice but is no longer linked to your account.
Practice data. We keep a practice’s data while the practice exists. An owner can delete the practice in More → Practice Settings → Delete Practice, which permanently deletes its offices, catalog, product photos, stock, history and team access. Deleting an office deletes that office’s stock and history.
Subscriptions. Deleting your account or practice doesn’t cancel an App Store subscription; cancel it in your iPhone’s Settings (or Manage App Store Subscriptions in the app).
Invitations expire after 14 days.
Backups. Deleted data is removed from our active database immediately. Copies may remain in our database backups for a limited time until those backups are replaced.

We may keep limited records longer where the law requires it.

11. Your choices and rights

You can view and change your name, leave a practice, and delete your account directly in the app. Depending on where you live, you may have the right to request access to, correction of, a copy of, or deletion of your personal information, and to appeal our decision on a request. We honor these requests for all users, wherever they live. E-mail support@dentaltrackr.com from the address of your account; we may need to verify your identity. Information in a practice is controlled by that practice, so for some requests (for example, changes to inventory records) we may refer you to the practice’s owner. We won’t discriminate against you for exercising your rights.

12. Security and location of data

Connections between the app and our servers are encrypted (HTTPS). Sign-in codes and session tokens are stored only as one-way hashes, and access to practice data is checked on every request by practice, role and office. No method of transmission or storage is perfectly secure, but we work to protect your information and will notify you of a breach as required by law. Our servers are located in the United States; if you use the Service from elsewhere, your information is transferred to and processed in the United States.

13. Children

DentalTrackr is a business tool for people working in dental practices. It is not directed to children, and we don’t knowingly collect information from children under 13. If you believe a child has given us information, contact us and we’ll delete it.

14. This website

dentaltrackr.com doesn’t use cookies, analytics or tracking, and doesn’t load fonts or scripts from other companies. Our web hosting provider may record IP addresses in server logs for security and operation of the site. If you e-mail us, we use your message and address only to respond.

15. Changes to this policy

We may update this policy as the Service changes. We’ll post the new version on this page with a new effective date, and if the changes are significant we’ll let you know in the app or by e-mail before they take effect.

16. Contact

Questions or requests about privacy: support@dentaltrackr.com
DentalTrackr, Loveland, Colorado, USA