Laine Privacy Policy

This policy describes how Laine handles data. It supplements the AiroDental Privacy Policy, which applies to AiroDental as a whole. Where the two differ on Laine, this policy controls.

1. About Laine

AiroDental LLC ("AiroDental," "we," "our," or "us") operates Laine, our AI front desk for dental practices. Laine works across three channels: voice calls, SMS engagement, and web chat and booking. In each channel, Laine acts on behalf of the dental practice to answer patients, schedule appointments, and route messages to staff.

2. Information We Collect

Practice Information

• Practice management system data
• Appointment schedules and availability
• Call logs and communication records
• Practice preferences and configuration settings

Patient Information

• Patient demographics and contact information
• Appointment history and scheduling preferences
• Call recordings, transcripts, and message logs
• Treatment information relevant to scheduling

Usage Data

• System performance metrics
• Feature usage analytics
• Error logs and technical diagnostics

3. How We Use Information

• Answer patient calls, messages, and web chats on behalf of the practice
• Schedule appointments and send reminders and confirmations
• Route messages and follow-ups to practice staff
• Generate analytics and quality insights for the practice
• Maintain the security and reliability of the service
• Comply with legal and regulatory requirements

4. Voice, SMS, and Call Recordings

Laine answers phone calls and exchanges text messages with patients on behalf of the practice. Depending on the practice's configuration and applicable law, calls may be recorded and transcribed to schedule appointments, document the interaction, and improve service quality. Message content is retained as a communication record. The practice remains responsible for any notice or consent that applicable law requires for recording or messaging.

Text messaging

Laine sends text messages on behalf of the patient's dental practice, only to people who have opted in to receive them. A mobile number and the messages sent to it are used to deliver the appointment, forms, and support messages the patient agreed to, and to keep a record of them for the practice.

No mobile information will be sold or shared with third parties for promotional or marketing purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, other than the messaging providers that deliver the texts.

Patients can reply STOP at any time to stop receiving texts, or HELP for help. Message and data rates may apply. The text messaging terms describe the program in full.

5. HIPAA and Protected Health Information

When Laine processes protected health information (PHI), we act as a Business Associate of the dental practice under a Business Associate Agreement. We:

• Use and disclose PHI only as permitted by that agreement and by law
• Apply administrative, physical, and technical safeguards
• Provide breach notification as required by law
• Support patient access to PHI through the practice as the covered entity

6. Data Sharing and Disclosure

We share information only in the following circumstances:

• With the dental practice on whose behalf Laine operates
• With service providers under confidentiality and data-protection obligations
• With your consent or at your direction
• To comply with legal obligations or protect our rights and safety
• In connection with a merger, acquisition, or sale of assets, with continued protection

7. Data Security

• Encryption of data in transit and at rest
• Access controls and authentication requirements
• Regular security assessments
• Employee training on data protection and privacy

8. Data Retention

We retain data only as long as necessary to provide the service and to meet legal obligations. Patient health information is retained according to the practice's retention policies and applicable healthcare regulations.

9. Contact Us

For questions about this policy or Laine's data practices, contact us at [email protected], or write to AiroDental Privacy Team, 6516 Hackberry Trail, Edmond, OK 73034, United States.