Privacy Policy

1. Information We Collect

We collect the following categories of information when you use AIFeeSchedule:

• Account information: Name, email address, and authentication credentials provided when you sign up (including via Google OAuth).
• Uploaded documents: Dental insurance fee schedule PDFs and other documents you upload for processing.
• Usage data: Pages visited, features used, export history, and interaction patterns that help us improve the service.
• Payment information: Credit purchases are processed by Stripe. We do not store your credit card details directly; Stripe handles all payment data under their own PCI-compliant infrastructure.
• Device and browser data: IP address, browser type, operating system, and device identifiers collected automatically for security and analytics purposes.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the AIFeeSchedule platform, including OCR processing, data extraction, and export functionality.
• Process transactions and manage your credit balance and purchase history.
• Communicate with you about your account, service updates, and respond to support requests.
• Improve our OCR accuracy, user experience, and overall service quality through aggregated usage analysis.
• Detect, prevent, and address technical issues, fraud, and security threats.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3. Data Security

We take the security of your data seriously and implement industry-standard measures to protect it:

• All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption.
• Uploaded documents are stored in private cloud storage buckets with signed, time-limited access URLs.
• Database access is governed by row-level security policies that ensure users can only access data belonging to their organization.
• Authentication is handled via industry-standard OAuth providers and secure session management.

While no method of electronic storage is 100% secure, we continuously review and update our security practices to protect your information.

4. Data Retention

We retain your account data and uploaded documents for as long as your account is active or as needed to provide our services. If you delete your account, we will remove your personal data and uploaded documents within 30 days, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing our terms). Aggregated, anonymized data that cannot identify you may be retained indefinitely for analytics and service improvement.

5. Third-Party Services

We use trusted third-party services to operate our platform. These providers process your data only as necessary to provide their services to us:

• Supabase — Authentication, database hosting, and file storage.
• Stripe — Payment processing for credit purchases.
• Amazon Web Services — Document processing and OCR via AWS Textract.
• Vercel — Web application hosting and content delivery.
• Sentry — Error monitoring and performance tracking (no document content is sent).
• Google Analytics — Website traffic and usage analytics (Google Analytics 4). Collects anonymized page view and interaction data to help us improve the service. See Section 6 for details on cookies used.

Each provider maintains their own privacy policy and security certifications. We select providers that meet or exceed industry-standard security and privacy requirements.

6. Cookies and Tracking

We use the following categories of cookies:

• Essential cookies — Maintain your authentication session and remember your preferences. Required for the service to function.
• Analytics cookies — Google Analytics 4 sets cookies (_ga, _ga_<ID>) to distinguish unique visitors and track sessions. These cookies collect anonymized usage data such as pages visited, session duration, and general interaction patterns. No personally identifiable document content is included.

We do not use third-party advertising cookies or cross-site tracking. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — Request a copy of the personal data we hold about you.
• Correction — Request that we correct inaccurate or incomplete data.
• Deletion — Request that we delete your personal data and account.
• Export — Request a portable copy of your data in a standard format.

To exercise any of these rights, contact us at the address below. We will respond to requests within 30 days.

8. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify registered users of material changes via email or in-app notification. Continued use of the Service after changes constitutes acceptance of the updated policy.

9. Contact Us

If you have questions about this privacy policy, your data, or our privacy practices, please contact us at support@aifeeschedule.com.