Privacy Policy
Last updated:
DDSEMail (operated by {{TODO: legal entity name}}) provides HIPAA-compliant email for dental practices. We collect account, practice, and email-handling data needed to deliver the service, encrypt it in transit and at rest, and share it only with the specific sub-processors named on this page. We never sell personal information. Protected health information (PHI) flows only through service tiers covered by our Business Associate Agreement (BAA).
Who we are
This Privacy Policy describes how DDSEMail (operated by {{TODO: legal entity name — resolve "The DDS Company" vs "DDS Ecosystem" footer attribution}}, the "Company", "we", "us") handles personal information when you visit ddsmail.me or use the DDSEMail service ("Service"). Questions: {{TODO: support contact email — only no-reply@ddsmail.me exists today}}.
What data we process
Information you provide
- Account & practice profile: name, email, password, role, practice name and primary domain. Captured during sign-up.
- Compliance attestations: your acceptance of these Terms and the HIPAA BAA, recorded with a timestamp.
- Optional contact details: phone for urgent inbox alerts (we explicitly do not use it for marketing).
- Email content you send or receive through the Service: message bodies, attachments, headers, and routing metadata.
Information collected automatically
- Authentication & session: an encrypted, host-only session cookie (
__Host-eox) and a server-side session record. - Operational logs: request metadata (IP, user-agent, timestamps, path) at the Cloudflare edge for security, abuse, and reliability.
- HIPAA audit trail: who accessed which resource and when, retained for compliance.
We do not use
Third-party web analytics, advertising trackers, cross-site pixels, fingerprinting tools, or A/B-testing scripts. The site ships with no marketing cookies.
How we use information
- Provide, maintain, and improve the Service (account creation, inbox, alias relay, AI triage).
- Authenticate users and protect accounts from abuse.
- Send transactional email — verification, password reset, and service notifications — never marketing without consent.
- Meet HIPAA, GDPR, and other legal obligations (audit logs, breach notification, data-subject rights).
Sub-processors we share with
We rely on the providers below to operate DDSEMail. Each is contractually required to protect your data. The full list, with the categories of data processed, lives on the Sub-processors page.
| Provider | Purpose | Data category |
|---|---|---|
| Cloudflare, Inc. | Hosting, edge network, KV session storage, Email Routing & Sending | All traffic, sessions, raw email envelope & body |
| Neon (Postgres) | Primary application database | Account, practice, alias, audit records |
| Upstash (Redis) | Rate limiting and ephemeral cache | IPs, counters, ephemeral keys |
| Resend | Transactional email delivery | Recipient, headers, message content |
| Amazon Web Services (AWS Bedrock → Anthropic Claude) | AI-assisted triage, summaries, and draft replies on user-initiated requests | Email content submitted to the AI feature |
We do not sell personal information. We do not share data with advertising networks. Sub-processors covered by our BAA are listed on the Sub-processors page.
Cookies and similar technologies
DDSEMail uses only essential cookies (session authentication) and a single localStorage entry to remember your theme preference. For details, see the Cookie Policy.
Data retention
- Email content: retained while your account is active and per your practice's mailbox configuration.
- HIPAA audit logs: retained for the period required by HIPAA (minimum 6 years from the date of creation or last in-effect date).
- Session records: auto-expire (default 7 days) and on sign-out.
- Account profile: retained until account deletion plus a short backup window.
Your rights
U.S. patients & covered entities (HIPAA)
Where DDSEMail acts as a Business Associate, covered-entity customers retain control of their PHI. Patient rights under HIPAA (access, amendment, accounting of disclosures) are exercised through the covered entity. See our BAA overview.
European residents (GDPR)
You may request access, correction, deletion, restriction, portability, and objection regarding personal data we process about you, and you may lodge a complaint with your supervisory authority. Where we rely on consent, you may withdraw it at any time.
California residents (CCPA/CPRA — protective default)
You may request to know, delete, correct, and limit use of sensitive personal information. We do not sell or "share" personal information for cross-context behavioral advertising.
To exercise any of the above, contact {{TODO: privacy contact email}}.
Data security
We encrypt traffic with TLS 1.3 in transit and AES-256-GCM at rest for sessions and sensitive material; passwords are stretched with PBKDF2. Access to production systems is least-privilege and audited. The full program is described on the Security page; report vulnerabilities responsibly per security.txt.
Children's privacy
DDSEMail is a business product not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided personal information, contact us and we will delete it.
International transfers
DDSEMail and its sub-processors operate global networks. Personal data may be transferred to, stored in, and processed in the United States and other countries. Where required, we rely on Standard Contractual Clauses (SCCs) or equivalent safeguards.
Changes to this policy
We may update this policy as the Service evolves. The "Last updated" date above reflects the most recent change. Material changes will be announced in-product or by email.
Contact
Privacy contact: {{TODO: privacy contact email}}
Mailing address: {{TODO: business mailing address}}
Governing law: {{TODO: governing-law jurisdiction}}