This Privacy Policy ("Policy") describes how Prepify ("Platform", "Prepify", "we", "our", or "us") collects, uses, discloses, and safeguards information when you access or use the Platform. It applies to all Users, including Clients and Service Providers. Please read it carefully. If you do not agree with this Policy, you should not use the Platform.
1 Introduction and Scope
1.1 Application
This Policy applies to all information processed through the Platform, including its website, mobile applications, marketplace, communication systems, payment systems, APIs, and associated services.
1.2 Acceptance
By creating an account, accessing, browsing, or using the Platform, you acknowledge that you have read and understood this Policy and consent to the collection and use of information as described.
1.3 Relationship to the Terms
This Policy forms part of, and should be read together with, our Terms and Conditions. Capitalized terms not defined here have the meaning given to them in the Terms.
2 Information We Collect
2.1 Account Information
When you register, we collect information such as your name, email address, phone number, password, account type, and (where applicable) business name.
2.2 Profile and Professional Information
You may provide additional details to operate on the Platform, including:
- Professional role and specialty
- Qualifications, certifications, and licenses
- Country, city, and location
- Biography, profile photo, and portfolio
- Service listings, pricing, and availability
2.3 Files and Case Content
To request or deliver services, Users upload files and case information such as scans, images, design files, documents, requirements, and messages exchanged through the Platform.
2.4 Payment Information
Payments are handled by third-party payment providers. We do not store full card numbers. We may retain transaction records, amounts, payment status, and limited billing details necessary to operate the marketplace.
2.5 Communications
We collect the content of messages, inquiries, support requests, reviews, reports, and other communications you send through or to the Platform.
2.6 Technical and Usage Data
We automatically collect certain technical information, including:
- IP address and approximate location
- Device, browser, and operating system
- Pages viewed and actions taken
- Access times and referring pages
- Log data and diagnostic information
2.7 Authentication Data
If you sign in using a third-party provider such as Google, we receive basic profile information from that provider in accordance with the permissions you grant.
3 Clinical and Patient Data
Users are solely responsible for obtaining all required patient consents and for ensuring they have legal authority to upload any clinical file or patient information to the Platform.
3.1 Nature of Clinical Files
Case content may include clinical files such as intraoral scans, CBCT/DICOM data, STL files, photographs, radiographs, treatment plans, and clinical notes.
3.2 User Responsibility for Consent
You are solely responsible for obtaining any patient consent and legal authorization required before uploading files or information, and for complying with all applicable privacy and healthcare laws.
3.3 Minimum Necessary Principle
You should upload only the information reasonably necessary to complete a requested service, and should avoid including patient-identifying information where it is not required.
3.4 Prepify's Role
Prepify processes clinical files solely to enable the service you request — for example, to transmit a case to a chosen Service Provider and return deliverables. Prepify does not use clinical files for advertising and does not sell them.
3.5 Private File Storage
Clinical and case files are stored in restricted, private storage and are made accessible only to the Users party to the relevant case and to authorized Platform systems necessary to deliver the service.
4 How We Use Information
We use the information we collect to:
- Create and manage your account
- Operate the marketplace and connect Clients with Service Providers
- Transmit cases, files, and messages between Users
- Process payments, fees, refunds, and payouts
- Provide customer support and respond to inquiries
- Display reviews, ratings, and provider profiles
- Verify professional credentials where applicable
- Detect, prevent, and investigate fraud, abuse, and security incidents
- Improve and develop Platform features and performance
- Send service-related notifications and, where permitted, marketing communications
- Comply with legal obligations and enforce our Terms
5 Legal Bases for Processing
Where applicable law requires a legal basis for processing, we rely on one or more of the following:
5.1 Performance of a Contract
To provide the Platform and the services you request.
5.2 Legitimate Interests
To operate, secure, and improve the Platform, prevent fraud, and grow our business, where these interests are not overridden by your rights.
5.3 Consent
Where you have given consent, such as for certain marketing communications or optional features. You may withdraw consent at any time.
5.4 Legal Obligation
To comply with applicable laws, regulations, and lawful requests.
6 How We Share Information
6.1 Between Users
To operate the marketplace, certain information is shared between Users party to a case or inquiry — for example, a Client's case details are shared with the Service Provider they contact, and a Provider's profile and listing are visible to potential Clients.
6.2 Service Providers and Processors
We share information with trusted third parties who process data on our behalf, such as hosting providers, payment processors, email delivery services, analytics, and security providers, under appropriate confidentiality obligations.
6.3 Legal and Safety
We may disclose information where reasonably necessary to comply with law, enforce our Terms, respond to lawful requests, or protect the rights, safety, and property of Prepify, our Users, or others.
6.4 Business Transfers
In connection with a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.
6.5 No Sale of Personal Data
Prepify does not sell your personal information or clinical files.
7 Third-Party Services
7.1 Payment Providers
Payments are processed by third-party payment providers, whose handling of your information is governed by their own privacy policies.
7.2 Authentication Providers
If you choose to sign in with a third-party provider such as Google, that provider's privacy policy governs its processing of your information.
7.3 Security and Anti-Abuse
We use security and anti-abuse tools, such as reCAPTCHA, to protect the Platform from fraudulent or automated activity. These tools may collect device and usage information subject to the provider's privacy policy.
7.4 Infrastructure
We rely on hosting, storage, and email delivery providers to operate the Platform. These providers process information only as needed to provide their services to us.
8 Cookies and Tracking
8.1 Use of Cookies
We use cookies and similar technologies to keep you signed in, remember preferences, secure the Platform, and understand how the Platform is used.
8.2 Types of Cookies
- Essential — required for core functionality such as authentication and security.
- Functional — remember your settings and preferences.
- Analytics — help us understand usage and improve the Platform.
8.3 Managing Cookies
Most browsers let you control or delete cookies. Disabling certain cookies may affect the functionality of the Platform.
9 Data Retention
9.1 Retention Period
We retain information for as long as your account is active or as needed to provide the Platform, comply with legal obligations, resolve disputes, and enforce our agreements.
9.2 Case and Clinical Files
Case content and clinical files are retained for the period necessary to deliver and support the relevant service, after which they may be deleted or anonymized in line with our retention practices and legal requirements.
9.3 Deletion
Upon account closure or a valid deletion request, we will delete or anonymize information that we are not required to retain for legal, accounting, security, or legitimate business purposes.
10 Data Security
10.1 Safeguards
We implement reasonable technical and organizational measures designed to protect information against unauthorized access, loss, misuse, and alteration, including access controls, encryption in transit, and restricted private storage for sensitive files.
10.2 No Absolute Guarantee
No method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security, and you provide information at your own risk.
10.3 Your Responsibilities
You are responsible for keeping your login credentials confidential and for notifying us promptly of any suspected unauthorized access to your account.
11 International Data Transfers
Prepify operates globally. Your information may be processed and stored in countries other than your own, including by our service providers. Where we transfer information internationally, we take steps to ensure it remains protected in accordance with this Policy and applicable law.
12 Your Privacy Rights
Subject to applicable law, you may have the right to:
- 12.1 Access the personal information we hold about you.
- 12.2 Request correction of inaccurate or incomplete information.
- 12.3 Request deletion of your information, subject to legal exceptions.
- 12.4 Object to or restrict certain processing.
- 12.5 Withdraw consent where processing is based on consent.
- 12.6 Request a copy of certain information in a portable format.
- 12.7 Opt out of marketing communications at any time.
How to Exercise Your Rights
To exercise any of these rights, contact us using the details in Section 18. We may need to verify your identity before responding, and we will respond within the timeframe required by applicable law.
13 Marketing Communications
13.1 Service Messages
We may send you transactional and service-related messages — such as account, case, and payment notifications — which are necessary to operate the Platform and are not marketing.
13.2 Promotional Messages
Where permitted, we may send promotional communications about features, updates, and offers. You can opt out at any time using the unsubscribe link or by contacting us.
14 Children's Privacy
The Platform is intended for dental professionals and businesses and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us with information, please contact us so we can take appropriate action.
15 Third-Party Links
The Platform may contain links to third-party websites or services that we do not control. This Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review their privacy policies.
16 Data Breach Notification
In the event of a personal data breach that is likely to result in a risk to your rights, we will take appropriate steps to investigate and mitigate the incident and will notify affected Users and relevant authorities where required by applicable law.
17 Changes to This Policy
We may update this Policy from time to time. When we make material changes, we will update the effective date and, where appropriate, provide additional notice. Your continued use of the Platform after changes take effect constitutes acceptance of the revised Policy.
18 Contact Information
For privacy questions, requests, or complaints regarding this Policy or your information, you may contact: