Privacy Policy

1. Who we are

ChairTime DDS is operated by Novello Digital LLC ("Novello Digital", "we", "us", or "our"). This policy explains what we collect, why, and what you can do about it when you use the ChairTime DDS mobile app, the ChairTime DDS website, and the backend services behind them (together, the "Service").

ChairTime DDS is a production and pay calculator for dentists who are paid on commission or per-procedure across one or more clinics. It is built for licensed dental professionals and is not intended for use by anyone under 18.

By using the Service you agree to this policy. If you don't agree with it, please don't use the Service.

2. What we collect

We collect what it takes to log your work, calculate your pay, and keep your account working — and not much else.

• Account information — your name, email address, professional title, and the credentials you sign in with. If you sign in with Google, we receive your name, email address, and profile picture from Google; we never receive your Google password.
• Clinics and compensation terms — the practices you work at and the terms you configure: commission percentages, per-procedure rates, pay periods, deductions, and daily guarantees.
• Work logs — the procedures and production amounts you enter or dictate, the date, and the visit number you assign them to.
• Procedure codes and categories — the code set you build or import, and any notes you attach to it.
• Billing information — if you subscribe to a paid plan, your billing address and company details, plus the card brand and last four digits. Full card numbers are handled by our payment processor and never stored by us.
• Device and diagnostic data — device model, operating system version, app version, language, and crash reports.
• Support and bug reports — messages you send us, including anything you choose to attach.
• Beta diagnostics — see section 6, which describes the extra data beta accounts send.

We do not use advertising trackers, and we do not buy personal information about you from data brokers.

3. Why we collect it

• To run the Service: log your procedures, calculate commission and pay-period totals, and sync across your devices.
• To turn dictation into structured entries when you use the AI features.
• To bill you and keep records of what you paid, if you are on a paid plan.
• To answer your support requests and send you important notices about the Service.
• To find and fix bugs, crashes, and performance problems.
• To detect and prevent fraud, abuse, and security incidents.
• To meet legal, tax, and accounting obligations.

We do not use your work logs, compensation terms, or dictation to train machine-learning models — ours or anyone else's.

4. Patient information — and what that means for HIPAA

ChairTime DDS tracks your production and your pay. It is not a patient record system and it does not ask you for patient identity. A visit is recorded as a number within the day plus the procedures performed; there is no field for a patient's name, date of birth, address, phone number, or chart number.

Because the Service is not designed to receive protected health information, we do not offer ChairTime DDS as a HIPAA-compliant system, we do not act as a business associate, and we do not enter into Business Associate Agreements. Your practice's patient records stay in your practice's systems, where they belong.

Please don't type patient-identifying details into free-text fields such as procedure notes, labels, or dictation. If you do, that text is handled like the rest of your account data described in this policy, and it remains your responsibility under the obligations you owe your patients and the clinics you contract with. If you need something you entered removed, delete it in the app or email terms@novellodigital.com.

5. Dictation and AI features

Audio never touches our servers. When you dictate, our backend issues your device a short-lived credential and the audio streams from your phone directly to our AI transcription partner. It does not pass through ChairTime DDS infrastructure, and we never store a recording. If you have the on-device model installed, transcription happens entirely on your phone and no audio leaves the device at all.

The text that comes back is a different matter, and we want to be plain about it. To turn "MOD composite on tooth fourteen" into a procedure entry, that text is sent to our backend, which passes it to our AI provider and returns the structured result to your device. The provider processes it to answer that one request. Under our agreements, your content is not used to train their models.

You can use ChairTime DDS without the AI features. Dictation only runs while you are actively holding or engaging the dictation control, and the microphone permission can be revoked at any time in your device settings.

6. Beta program

While ChairTime DDS is in beta, accounts enrolled in the beta send us more than the general release does, because we are still finding the rough edges:

• Usage analytics — which screens you opened and when, which features you used, and how long operations took.
• Crash and error reports — including a stack trace and the state of the app at the moment it failed.
• Bug reports you submit — including any description or screenshot you attach.
• Dictation transcripts — for beta accounts, and only while transcript capture is switched on, we may store the text of a dictation and the entry we extracted from it, so we can tell whether the AI read you correctly. This is text only; audio is never stored. These transcripts are deleted when the beta ends, and can be deleted sooner on request.

Our developers may review this beta data — including anonymized account data — for debugging and product improvement. We look at it to fix ChairTime DDS, not to inspect your earnings, and we do not share it outside Novello Digital except with the service providers listed in section 7.

When your account leaves the beta, the extra collection described in this section stops.

7. Who we share it with

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We disclose information only in these situations:

• Service providers who process data on our behalf under written agreements with confidentiality and security obligations — hosting and database providers, our AI transcription and extraction provider, our payment processor, our email provider, and crash reporting.
• Legal requirements — to comply with applicable law, a lawful request, or legal process.
• Safety and rights — to protect the rights, property, or safety of Novello Digital LLC, our users, or the public.
• Business transfers — in a merger, acquisition, financing, or sale of assets, with notice to affected users.

We never disclose your compensation terms, rates, or earnings totals to the clinics you work at, or to any other ChairTime DDS user.

8. Retention and deletion

Your work logs, compensation terms, and account data stay until you delete them. You can delete individual entries at any time, or delete your entire account from inside the app.

After you delete your account, we remove your data from live systems promptly, and it ages out of encrypted backups within 30 days. We keep billing and tax records for as long as the law requires, and we may keep a minimal record that an account existed and was deleted, to honor the deletion.

De-identified, aggregated statistics — for example, how many procedures the whole user base logged in a month — cannot be linked back to you and may be kept indefinitely.

9. Security

We protect your information with a mix of technical and organizational measures:

• TLS encryption for all traffic between the app, the website, and our backend.
• Passwords stored only as salted hashes — we cannot read them.
• Optional screen lock with a PIN or your device's biometric unlock, for when your phone is out of your hands.
• Access to production data limited to the people who need it, and audit logging of administrative access.
• Card numbers never stored on our systems.

No system is perfectly secure. Keep your device, operating system, and credentials current, and tell us at terms@novellodigital.com if you suspect your account has been compromised.

10. Your choices and rights

Whatever jurisdiction you're in, you can do the following:

• Access and export — get a copy of the data we hold about you.
• Correct — fix anything inaccurate, most of it directly in the app.
• Delete — remove individual records or your entire account.
• Withdraw permissions — turn off microphone access, or stop using the AI features, without losing the rest of the Service.
• Opt out of marketing email — unsubscribe from any of it. We will still send essential account and service notices.

Depending on where you live — including California, other US states with privacy statutes, the EU, the UK, and Canada — you may have additional rights, such as the right to know what we collect, to object to or restrict certain processing, or to appeal a decision we make about your request. We do not sell personal information or use it for automated decisions with legal effects. To exercise any of this, email terms@novellodigital.com; we'll respond within the time your law allows and won't treat you differently for asking.

11. Where your data is processed

Novello Digital LLC operates from the United States, and the Service is hosted there. Our AI, hosting, and payment providers may process data in the United States and other countries where they operate. If you use the Service from outside the United States, you understand your information will be processed in the United States, which may have different data-protection laws than your own country. Where transfer safeguards are required, we rely on our providers' standard contractual clauses.

12. Changes to this policy

We may update this policy as ChairTime DDS changes. When we do, we'll post the new version here and update the effective date at the top. If a change materially affects how we handle your information, we'll tell you in the app or by email before it takes effect. Continuing to use the Service after that means you accept the updated policy.

13. Contact

Questions, requests, or concerns about this policy:

Novello Digital LLC
terms@novellodigital.com