HDFlex Privacy Policy
Last updated: May 8, 2025
Introduction
HDFlex (owned by Heartland Dental LLC and its affiliates, “we” or “us”) respects your privacy. This Privacy Policy explains what personal information we collect through the HDFlex app (“App”), how we use and share it, and your rights related to it.
By using the App, you agree to this Privacy Policy.
What Information We Collect
We collect the following types of information:
Personal Identifiers
Examples: Name, social security number, date of birth, employee ID
Contact Information
Examples: Address, email, phone number
Photos
Example: Your profile picture
Account Information
Examples: Login credentials and access codes
Financial Information
Examples: Bank account numbers, credit/debit card numbers
Licenses and Certifications
Examples: Registered Dental Hygienist license
Mobile Device Information
Examples: Device type, phone number, carrier
Employment Information
Examples: Payroll, timecards, evaluations, performance data
Sensitive Personal Information
Social security number, driver’s license, login credentials combined with passwords
Sources of Information
We collect your information from:
- You directly
- Our HR systems and software
- Interactions with coworkers, vendors, or patients
- Our affiliated companies and corporate clients
How We Use Your Information
We use your personal information to:
- Manage payroll, benefits, and timekeeping
- Communicate with you
- Support App functionality
- Improve security and investigate concerns
- Comply with laws and contracts
- Deliver services to supported dental offices
We do not sell your personal information or share it for advertising purposes.
Who We Share Information With
We may share your information with:
- Payroll and benefits vendors
- Staffing agencies and HR systems
- Government agencies
- IT and cybersecurity vendors
- Insurance providers
- Our affiliated entities and corporate clients
How Long We Keep Your Data
We retain your data based on:
- Legal requirements
- Business needs
- Statutes of limitations
Data is reviewed regularly and deleted securely when no longer needed.
Data Security
We protect your data by:
- Encrypting sensitive data
- Limiting access to authorized staff
- Using security tools to prevent unauthorized access
Children’s Privacy
HDFlex does not knowingly collect data from anyone under 18. The App is for Heartland Dental employees only.
California Privacy Rights (CCPA)
If you are a California resident, you have the right to:
- Know what data we collect
- Access your personal information
- Request deletion or correction
- Designate an authorized agent
- Not face discrimination for exercising your rights
To exercise your rights, contact:
- Email: Privacy@mydentalmail.com
- Call: (888) 565-1329
Mobile (SMS) Privacy
By providing your mobile number, you agree to receive texts about:
- Shift availability and reminders
- Account activity
- New features
We do not share your mobile number for marketing. You can opt out anytime by replying “STOP”.
Changes to This Policy
We may update this policy. Continued use of the App means you accept the changes.
Contact Us
Privacy Officer
Heartland Dental
1200 Network Centre Drive
Effingham, IL 62401