Privacy Policy

1. Overview

Case Closed Pro LLC (“Company,” “we,” “us,” or “our”) operates the Case Closed Pro platform, a web-based software solution designed for dental practices and their treatment coordinators. This Privacy Policy explains how we collect, use, store, share, and protect information in connection with your use of the Case Closed Pro platform and its associated marketing website (collectively, the “Platform”).

This Policy applies to:

• Subscribers — dental practices, dental service organizations (DSOs), and other business entities that hold a Case Closed Pro account
• Authorized Users — treatment coordinators and administrative staff who access the Platform under a Subscriber’s account
• Visitors — individuals who visit our marketing website without creating an account

By accessing or using the Platform, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree, please discontinue use of the Platform.

2. Two Distinct Data Relationships

Subscriber Data

This is information about the dental practice and its authorized users — account credentials, billing details, usage analytics, and platform activity. Case Closed Pro LLC is the data controller for Subscriber Data and is responsible for how it is collected and used.

Patient-Related Data

When treatment coordinators use the Platform to present a patient’s treatment plan, certain patient-related information may be entered — such as a patient’s name and contact details. This information is processed at the direction of the Subscriber (the dental practice), which acts as the data controller for patient information under HIPAA.

Case Closed Pro LLC has architected the Platform so that patient-identifying information entered during a treatment coordination session is transmitted directly to the Subscriber’s designated HIPAA-compliant customer relationship management system and is not retained in Case Closed Pro’s own database.

The Platform stores only de-identified session data — such as funding method selections, treatment cost totals, and plan configurations — none of which constitutes individually identifiable health information.

Subscribers are responsible for ensuring that their use of patient data through the Platform complies with all applicable privacy laws, including HIPAA. Case Closed Pro LLC recommends that Subscribers consult qualified legal counsel regarding their own privacy obligations.

3. Information We Collect

A. Information You Provide Directly

When you create an account, subscribe to the Platform, or contact us, we may collect:

• Practice name, type, and location
• Primary contact name, email address, and phone number
• Billing information, including credit or debit card details
• Login credentials (username and encrypted password)
• Communications you send to our support team

B. Information Collected Automatically

When you use the Platform, we automatically collect certain technical and usage data, including:

• IP address and general geographic location
• Browser type, operating system, and device identifiers
• Pages visited, features accessed, and session duration
• Referring URLs and click-path data
• Platform activity logs and de-identified treatment plan session data

This data is collected using cookies, web beacons, and similar tracking technologies.

C. Information From Third Parties

• Payment processors, for billing and fraud prevention
• Analytics providers, to improve platform performance
• Email delivery platforms, to manage subscription communications

4. How We Use Your Information

To Deliver and Operate the Platform

• Create and manage your account
• Process subscription payments and invoices
• Provide access to platform features
• Deliver automated email nurturing sequences
• Generate treatment plan PDFs and analytics reports

To Improve the Platform

• Analyze usage patterns and feature engagement
• Monitor platform performance and resolve technical issues
• Conduct internal research and testing

To Communicate With You

• Send account-related notifications
• Respond to support requests and inquiries
• Deliver product updates and educational content
• Send marketing communications

To Comply With Legal Obligations

• Respond to lawful requests from authorities
• Enforce our Terms and Conditions
• Protect the rights, safety, and property of the Company and others

5. How We Share Your Information

Case Closed Pro LLC does not sell, rent, or trade your personal information to third parties for their own marketing purposes.

Service Providers

• Payment processors
• Cloud hosting providers
• Email delivery and CRM platforms
• Analytics and monitoring tools
• Customer support software

Business Transfers

Your information may be transferred as part of a merger, acquisition, or reorganization.

Legal Requirements

We may disclose information if required by law or necessary to protect rights and safety.

With Your Consent

We may share information for other purposes with your explicit consent.

6. Data Retention

Case Closed Pro LLC retains Subscriber Data for as long as your account is active and as necessary to fulfill legal and operational obligations.

Account and billing records may be retained for a minimum of seven (7) years.

Subscribers may request deletion of account data by contacting us directly.

7. Cookies and Tracking Technologies

The Platform uses cookies and similar tracking technologies to operate core features, analyze usage, and personalize the user experience.

• Essential Cookies — required for platform functionality
• Analytics Cookies — help analyze platform usage
• Preference Cookies — remember settings and login state
• Marketing Cookies — measure campaign performance

8. Data Security

Case Closed Pro LLC implements industry-standard safeguards including:

• TLS encryption for data in transit
• Encrypted password storage
• Access controls for authorized personnel
• Regular monitoring for vulnerabilities

No system is completely secure, but we take reasonable steps to protect your information.

9. Your Rights and Choices

Access and Correction

Subscribers may update their account information through platform settings.

Deletion

You may request deletion of your account and associated data by contacting support.

Marketing Communications

You may opt out of marketing emails at any time using the unsubscribe link.

Do Not Track

The Platform does not currently respond to “Do Not Track” browser signals.

10. California Residents — Additional Rights

California residents may have additional rights under the CCPA and CPRA, including:

• The right to know what information we collect
• The right to request deletion
• The right to correct inaccurate information
• The right to opt out of the sale or sharing of personal information
• The right to non-discrimination

11. Children’s Privacy

The Platform is not directed at individuals under the age of 18, and we do not knowingly collect information from minors.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements.

13. Contact Us

Note: Bracketed fields throughout this document should be completed and reviewed by qualified legal counsel before publication. This document is provided as a draft framework and does not constitute legal advice.