1. Introduction
This Privacy Policy describes how airVata (“we,” “us,” or “our”) collects, uses, shares, and protects information when you visit www.airvata.com (the “Site”) or use our services.
airVata is committed to protecting the privacy of healthcare providers and their patients. We recognize the sensitive nature of health information and comply with applicable privacy laws, including HIPAA where applicable.
By using this Site, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Provider Information
When you register as an airVata Provider or use our services, we collect:
Registration Information:
- Name, professional title, and credentials
- Dental license number and state of licensure
- Practice name and address
- Contact information (email, phone number)
- National Provider Identifier (NPI) number
- DEA number (if applicable)
Account Information:
- Username and password
- Payment and billing information
- Order history and preferences
- Communication preferences
Professional Information:
- Scope of practice
- Areas of clinical interest
- Continuing education records (if provided)
2.2 Patient Information
When Providers submit orders for custom oral appliances, we collect:
Clinical Information:
- Digital impressions or scans
- Bite registration records
- Prescription details and specifications
- Diagnosis codes (when provided)
- Patient name and date of birth (for appliance fabrication only)
Important: We are a dental laboratory. We do not collect comprehensive protected health information (PHI) beyond what is necessary for appliance fabrication. Providers remain the primary custodians of patient health information.
2.3 Automatically Collected Information
When you visit our Site, we automatically collect:
- IP address and device information
- Browser type and version
- Pages viewed and time spent on pages
- Referring website
- Date and time of visit
- Cookies and similar tracking technologies
3. How We Use Your Information
3.1 Provider Information
We use Provider information to:
- Verify professional credentials and maintain registration
- Process and fulfill product orders
- Provide customer support and technical assistance
- Send order confirmations, shipping updates, and account notifications
- Communicate product updates, educational resources, and training opportunities
- Process payments and maintain financial records
- Improve our products and services
- Comply with legal and regulatory requirements
3.2 Patient Information
We use patient information solely to:
- Fabricate custom oral appliances according to Provider specifications
- Ensure quality control and proper fit
- Maintain fabrication records for warranty purposes
- Comply with FDA quality system requirements and recordkeeping obligations
We do not use patient information for marketing, research, or any purpose beyond appliance fabrication and quality assurance.
3.3 Analytics and Site Improvement
We use automatically collected information to:
- Analyze Site usage patterns and improve user experience
- Monitor Site performance and security
- Understand which content is most valuable to Providers
- Optimize our services and resources
4. How We Share Your Information
4.1 Service Providers
We may share information with trusted third-party service providers who assist us with:
- Payment processing
- Shipping and logistics
- Cloud storage and data hosting
- Customer relationship management
- Email communications
- Website analytics
These service providers are contractually obligated to protect your information and use it only for the specified purposes.
4.2 Business Transfers
If airVata is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.
4.3 Legal Requirements
We may disclose information when required to:
- Comply with legal obligations, court orders, or subpoenas
- Enforce our Terms and Conditions
- Protect the rights, property, or safety of airVata, our users, or the public
- Prevent fraud or security threats
4.4 With Your Consent
We may share information for other purposes with your explicit consent.
We do NOT sell, rent, or trade your personal information to third parties for their marketing purposes.
5. HIPAA Compliance
5.1 Our Role
As a dental laboratory, airVata may function as a Business Associate under HIPAA when we receive protected health information (PHI) from covered entities (dental practices, healthcare providers).
5.2 Business Associate Agreements
Registered Providers who are HIPAA covered entities and who transmit PHI to airVata will be required to execute a Business Associate Agreement (BAA) establishing:
- Permitted uses and disclosures of PHI
- Safeguards to protect PHI
- Breach notification requirements
- Rights of patients to access their information
5.3 Minimum Necessary Standard
We request only the minimum patient information necessary to fabricate oral appliances. Providers should not transmit comprehensive medical records, insurance information, or other PHI beyond what is required for appliance fabrication.
5.4 Patient Rights
Under HIPAA, patients have certain rights regarding their health information. Patients should contact their treating Provider (not airVata) to exercise these rights, as Providers are the primary custodians of patient health information.
6. Data Security
We implement administrative, technical, and physical safeguards to protect your information:
Technical Safeguards:
- Encryption of data in transit (SSL/TLS)
- Encryption of sensitive data at rest
- Secure access controls and authentication
- Regular security assessments and updates
- Firewall protection and intrusion detection
Administrative Safeguards:
- Employee training on privacy and security
- Limited access based on job function (least privilege principle)
- Confidentiality agreements with employees and contractors
- Incident response and breach notification procedures
Physical Safeguards:
- Secure facilities with controlled access
- Protection of equipment and workstations
- Secure disposal of physical records
No system is 100% secure. While we use industry-standard practices to protect your information, we cannot guarantee absolute security.
7. Data Retention
Provider Information: We retain Provider account information for the duration of your active registration and for 7 years following account closure to comply with business, legal, and regulatory requirements.
Patient Information: We retain patient fabrication records, including digital impressions and prescription details, for 7 years to comply with FDA quality system requirements and to support warranty claims.
Financial Records: We retain payment and billing information for 7 years in accordance with tax and accounting requirements.
Analytics Data: Anonymized usage analytics may be retained indefinitely for business intelligence purposes.
8. Your Rights and Choices
8.1 Access and Correction
Registered Providers may:
- Access and review their account information
- Update or correct inaccurate information
- Request deletion of certain information (subject to legal retention requirements)
To exercise these rights, contact us at privacy@airvata.com or through your account portal.
8.2 Communication Preferences
You may opt out of:
- Marketing and promotional emails (via unsubscribe link in emails)
- Educational newsletters and product updates
You cannot opt out of transactional communications (order confirmations, shipping notifications, account security alerts) while maintaining an active account.
8.3 Cookies and Tracking
You can control cookies through your browser settings:
- Block all cookies
- Receive notifications when cookies are set
- Delete existing cookies
Note: Disabling cookies may limit Site functionality and prevent access to certain features.
8.4 Do Not Track
Our Site does not currently respond to “Do Not Track” signals from browsers.
9. Third-Party Links and Services
Our Site may contain links to third-party websites, including:
- Educational resources
- Professional organizations
- Payment processors
- Shipping carriers
We are not responsible for the privacy practices of third-party sites. We encourage you to review their privacy policies before providing any information.
10. Children’s Privacy
Our Site and services are intended exclusively for licensed healthcare professionals. We do not knowingly collect information from individuals under 18 years of age. If we become aware that we have collected information from a minor, we will promptly delete it.
11. International Data Transfers
airVata operates in the United States. If you access our Site from outside the U.S., your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
By using our Site, you consent to the transfer of your information to the United States.
12. California Privacy Rights
12.1 California Consumer Privacy Act (CCPA)
If you are a California resident, you have additional rights under the CCPA:
Right to Know: Request disclosure of personal information we have collected, used, disclosed, or sold about you.
Right to Delete: Request deletion of your personal information (subject to legal exceptions).
Right to Opt-Out: Opt out of the “sale” of personal information. Note: We do not sell personal information.
Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.
12.2 Exercising Your California Rights
To exercise these rights, contact us at:
- Email: privacy@airvata.com
- Phone: [Phone Number]
- Mail: [Physical Address]
We will verify your identity before processing requests and respond within 45 days.
12.3 Shine the Light Law
California residents may request information about our disclosure of personal information to third parties for direct marketing purposes. We do not share personal information with third parties for their direct marketing purposes.
13. Nevada Privacy Rights
Nevada residents may opt out of the “sale” of covered information. We do not sell covered information as defined by Nevada law. If you have questions, contact privacy@airvata.com.
14. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect:
- Changes in our practices
- Legal or regulatory requirements
- New services or features
We will post changes on this page with an updated “Last Updated” date. Material changes will be communicated via:
- Prominent notice on our Site
- Email notification to registered Providers
Your continued use of the Site following posted changes constitutes acceptance of the updated Privacy Policy.
15. Data Breach Notification
In the event of a data breach involving unsecured PHI or personal information, we will:
- Investigate the breach promptly
- Notify affected Providers without unreasonable delay
- Comply with HIPAA breach notification requirements (if applicable)
- Comply with state breach notification laws
- Provide information about the breach and steps being taken to mitigate harm
16. Contact Us
For questions, concerns, or requests regarding this Privacy Policy or our privacy practices:
Email: support@airvata.com
Phone: 888-427-7671
For HIPAA-related inquiries or to report a privacy concern:
Email: support@airvata.com