Codent AI
Privacy Policy (U.S.)
Last updated: October 12, 2025
Who we are & how to reach us
We grant you a limited, revocable, non-transferable license to access and use the Site for personal or internal business purposes, in accordance with these Terms. We reserve all rights not expressly granted. We may change, suspend, or discontinue any part of the Site at any time.
Scope
This Privacy Policy applies to personal information we collect online via our websites, pages that link to this policy, and our sales/support communications.
Information we collect
Depending on your interactions with us:
Identifiers & contact information: name, business email, phone, practice name, role/title.
Usage & device data: IP address, device/browser type, pages viewed, timestamps, referrers, cookie identifiers, and similar telemetry.
Communications: emails, form submissions, demo requests, support messages.
Recruiting: application data (resume/CV, eligibility information) if you apply for a job. We do not intentionally collect PHI through our website forms or chat widgets. Please don’t submit PHI to the public site.
Sources
Directly from you (forms, emails, calls, meetings).
Automatically (cookies, pixels, server logs).
From your organization or colleagues (if they list you as a contact).
From service providers (e.g., analytics) and publicly available sources (e.g., professional profiles).
How we use information
Provide, secure, and improve our website and communications.
Respond to inquiries and fulfill demo/support requests.
Send product updates and event notices (you can unsubscribe).
Operate our business (e.g., billing, administration, compliance).
Detect, prevent, and investigate security incidents or misuse.
Evaluate or conduct a corporate transaction (e.g., merger, acquisition).
Meet legal, regulatory, and reporting obligations.
Cookies & similar technologies
We use cookies and similar technologies to keep the site running, remember preferences, understand usage, and improve performance. You can control cookies through your browser and our Cookie Settings link. Where required, we’ll ask for consent before setting non-essential cookies. We honor Global Privacy Control (GPC) signals for California and other applicable U.S. jurisdictions by treating them as an opt-out of targeted advertising.
How we share information
We do not sell personal information, and we do not "share" personal information for cross-context behavioral advertising as defined by California law. We disclose personal information to:
Service providers / subprocessors that help us host, deliver, secure, and support the site and our communications (bound by contract; limited to the minimum necessary).
Affiliates for internal business purposes consistent with this policy.
Professional advisers (legal, accounting, auditors) under confidentiality.
Authorities / legal process when required by law or to protect rights, safety, or security.
Successors in a corporate transaction, subject to continued protections.
PHI and our role as a Business Associate
When a dental practice uses our platform for patient follow-up, that practice controls PHI. Codent AI acts as its Business Associate. We handle PHI only as permitted by our contract and HIPAA. This website is not intended for PHI submission. Patients seeking to exercise rights over their records should contact their dental practice; we will assist the practice under our agreement.
Security
We apply administrative, technical, and physical safeguards appropriate to the nature of the information, including encryption in transit, access controls, logging, and employee training. No system is perfectly secure; we encourage you to report security concerns to hello@codent.ai.
Retention
We keep personal information only as long as necessary for the purposes described here, including to meet legal, accounting, or reporting requirements, and then delete or de-identify it.
Your choices & rights
Marketing: unsubscribe any time via email link; reply STOP to texts.
Cookies/Targeting: manage via browser, our Cookie Settings, or GPC.
Access/Correction/Deletion: U.S. residents may have rights to access, correct, or delete personal information under state privacy laws. Submit requests to hello@codent.ai. We will verify your request and respond within required timeframes.
Authorized agents (California): You may use an authorized agent; we may require proof and direct verification.
12. U.S. state disclosures:
Notice at collection: We collect identifiers, internet/usage data, and professional information for the purposes in Sections 5–7. We do not sell or share personal information for cross-context behavioral advertising.
Sensitive personal information: We do not use or disclose sensitive personal information to infer characteristics.
Shine the Light: We do not share personal information with third parties for their direct marketing.
13. Children
Our website isn’t directed to children under 13. We don’t knowingly collect their personal information via the site.
Changes to this policy
We may update this policy from time to time. When we make changes, we’ll revise the “Last updated” date and post the new policy here. Material changes to processing for our customers will be communicated through customer channels as appropriate.
Contact Us
Codent AI, Inc
hello@codent.ai
+1 (415) 734-8560
1000 Fulton Street
San Francisco, CA 94117
United States
