Privacy Policy
ClearCopay ("we," "us," or "our") is committed to protecting the privacy of independent dental practices and their staff members ("you") who use our platform. This Privacy Policy explains what information we collect, how we use it, and the choices you have regarding your information.
Information We Collect
Practice & Account Information
When you create an account or join the beta program, we collect your practice name, contact name, email address, phone number, practice location, and information about your current insurance verification workflow.
Patient Insurance Data
To perform eligibility verifications, we process patient insurance member IDs, dates of birth, payer identifiers, and procedure codes (D-codes) that you submit through the platform. We transmit these directly to the insurance payer's API and return the result to your practice. We do not store patient names in association with insurance data beyond what is necessary to complete the verification.
Usage Data
We collect information about how you use the platform — including verification history, estimate records, and session logs — to provide the service, improve our product, and give you a dispute log if a patient questions a bill.
Technical Data
We collect standard technical information including IP address, browser type, and device type for security and reliability monitoring. We use cookies only for authentication and session management — not for advertising or cross-site tracking.
HIPAA Compliance
ClearCopay is designed with HIPAA awareness as a foundational principle. We handle Protected Health Information (PHI) — including insurance member IDs and procedure codes associated with individual patients — in accordance with HIPAA requirements. Specifically:
- We enter into a Business Associate Agreement (BAA) with each covered entity (dental practice) that uses the platform.
- PHI is encrypted in transit (TLS 1.2+) and at rest (AES-256).
- Access to PHI is limited to staff who need it to provide the service.
- We maintain audit logs of all access to patient insurance data.
- We do not use PHI for advertising, profiling, or any secondary purpose.
If you have questions about our BAA or HIPAA program, contact us at privacy@clearcopay.com.
GDPR & International Users
ClearCopay is currently a U.S.-based service serving practices in the Pacific Northwest. If you are located in the European Economic Area (EEA) or United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR) and UK GDPR, including:
- The right to access your personal data
- The right to correct inaccurate data
- The right to erasure ("right to be forgotten")
- The right to restrict processing
- The right to data portability
- The right to object to processing
To exercise any of these rights, email privacy@clearcopay.com. We will respond within 30 days.
We Will Never Sell Your Data
Our commitment, plainly stated:
ClearCopay does not sell, rent, trade, or share your practice data, staff information, or patient insurance data with any third party for marketing, advertising, or commercial purposes — ever. Your data is used exclusively to provide the ClearCopay service to your practice.
We share data with third parties only in these limited circumstances:
- Insurance payers: We send eligibility queries to payer APIs to perform the verification you requested. This is the core product function.
- Infrastructure providers: We use cloud hosting and database providers under strict data processing agreements that prohibit secondary use.
- Legal compliance: If required by law or valid legal process, we may disclose information — and will notify you to the extent permitted by law.
Your Choices & Opt-Out Rights
Marketing Communications
You may opt out of marketing emails at any time by clicking the "Unsubscribe" link at the bottom of any marketing email, or by emailing us at privacy@clearcopay.com. You will continue to receive transactional emails necessary to operate your account.
Account Deletion & Data Erasure
You may request deletion of your account and associated data at any time. To do so, email privacy@clearcopay.com with the subject line "Delete My Account." We will delete your account data within 30 days, except for records we are required to retain by law (e.g., billing records).
Cookies & Tracking
We use only essential cookies for authentication and session management. We do not use advertising cookies, behavioral tracking, or cross-site tracking technologies. You can disable cookies in your browser settings, though this may affect the functionality of the platform.
California Privacy Rights (CCPA/CPRA)
California residents have the right to know what personal information we collect, to request deletion, and to opt out of the sale of personal information. Because we do not sell personal information, there is nothing to opt out of. To exercise your right to know or right to delete, contact us at privacy@clearcopay.com.
Data Security
We use industry-standard security measures to protect your information, including TLS encryption for all data in transit, AES-256 encryption for data at rest, role-based access controls, and regular security reviews. In the event of a data breach that affects your PHI, we will notify you in accordance with HIPAA breach notification requirements (within 60 days of discovery) and applicable state law.
Data Retention
We retain your account data and verification history for as long as your account is active plus 3 years, unless you request earlier deletion or a longer retention period is required by law. Verification records are retained to support dispute resolution in the event a patient questions an estimate.
Changes to This Policy
We may update this Privacy Policy as our service evolves. When we make material changes, we will notify you by email and update the effective date at the top of this page. Continued use of the service after changes go into effect constitutes acceptance of the revised policy.