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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:

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

📧 Privacy@mydentalmail.com