Privacy Policy

This policy explains what personal information Chairside Payroll collects, why, and the choices you have. It covers our website and the Chairside Payroll application.

Patient information

Chairside Payroll is built to keep patient information out of our systems. When you upload a practice management export, the application removes patient-identifying columns (such as names, dates of birth, contact details, chart numbers and Social Security numbers) in your browser, before anything is processed or sent to our servers. We store the financial and procedure details needed to calculate provider pay: transaction IDs, dates, procedure codes, providers and amounts. Please don't add patient details to free-text fields such as issue descriptions.

Information we collect

• Account details: your name, email address, optional job role, practice name, practice ZIP code, when you accepted our terms, and the record of your business associate agreement acceptance.
• Practice data you enter: provider names and pay rules, payroll identifiers (such as Gusto or ADP IDs), payroll runs, adjustments, issues and the audit history of changes.
• Provider accounts: a dentist or hygienist whose practice invites them may hold an account that shows only their own pay statements from that practice. The practice's records of their pay stay the practice's.
• Security and usage records: sign-in events, the actions recorded in each run's audit log, and technical logs (such as IP address and browser) kept for up to a year to operate and protect the service.
• Mobile number for sign-in codes and security alerts: if you choose to get sign-in codes by text message, the mobile number you give us, and when each code was sent (kept a few days, to limit how many we send).
• Website enquiries: what you send through contact, demo and ROI forms. To limit repeated submissions we store a one-way fingerprint derived from your IP address, never the address itself.
• Sandbox samples: when you choose to send a sample from the sandbox: the columns shown, with patient names and details removed (the file itself is never sent). The rows are deleted within 180 days; the layout we read from them, and your email if you give one, are kept as website enquiries are. We limit repeated samples with the same one-way fingerprint.
• Site visit counts: which pages are visited, how long a page is open, named button clicks, and steps such as opening the demo booking, kept in our own systems to see what's useful. A first-party cookie holds a random visitor number for up to 90 days, to count returning visitors, and each visit gets a random number that lasts until you close the browser tab. Visit counts never include your IP address or anything you type. We record the site you came from and, if the link had one, its campaign tag; page addresses are otherwise recorded without their query strings. We also record the approximate city, state and country of each visit, looked up from your network address when the visit happens (IP Geolocation by DB-IP); the address itself isn't kept with them.
• Referral invites: when a practice invites you, we keep your name, email address and practice name to record the invite (and send it, when we send it for them) and credit the inviting practice if your practice signs up. If you open the invite and continue, its code is kept in a cookie on your browser for 30 days. If you ask us not to send invites, we keep only a one-way fingerprint of your email address, so no one can invite it again.

How we use it

• To provide the service: calculate pay, produce statements and exports, and keep your audit trail.
• To secure accounts, including two-step verification and preventing abuse. Your mobile number, if you give it, is used only to text you sign-in codes and alerts about your account’s security. We never use it for marketing and never share it, except with Amazon Web Services, which delivers the texts.
• To reply to enquiries and support requests, and to send service emails such as invitations and password resets.

We don't sell personal information or practice data, and we don't use your practice data to advertise to you or anyone else.

Who processes it for us

We use a small number of service providers, under contracts that limit their use of your data:

• Amazon Web Services (AWS): hosting, database, sign-in, email and text messages (if you choose them), and the AI model that reads export layouts new to us (it gets the column headings and up to six sample lines with every value replaced by its type, such as date or amount, keeping only procedure codes; never patient details) and, when you choose to, a provider’s contract for their pay terms (its text only, with Social Security, tax ID, DEA, phone and long account numbers removed first; the file isn’t kept), in the United States, under AWS's business associate agreement.
• GitHub: when our team passes a problem to development, a summary with no patient, provider or practice details goes to our issue tracker.

Stripe processes subscription payments; it receives billing details only, never practice or patient data.

Who can see your practice's data

Only people your practice or organization has invited, with the role you gave them. Access is enforced in our database for every request, not only in the application.

Retention

We keep practice data while your account is active. Payroll records and audit logs are kept so you can show how pay was calculated. When your plan ends (or your free trial or pilot ends without one), your account stays viewable for 90 days: a cancelled plan or an ended pilot can export its runs, pay statements and records during that time (a free trial's runs are previews, and downloading them needs a plan). Then we delete your data, except records we must keep by law. After deleting a practice's data, we keep a record that it was deleted and of the notices we emailed about it (to whom, when, and whether they were delivered) for six years.

What you send through the website's contact, demo and ROI forms is deleted two years after our last contact with you. The rows of a sandbox sample are deleted 90 days after we've reviewed it, and within 180 days of arrival at the latest; the rest of it, as for the forms. Site visit counts are deleted after 13 months.

When you report a problem, we keep what you send with it (your description, the payroll run it’s about, and any file you attach, with patient details removed) to resolve it. Attached files are cleared 90 days after the report is resolved, and we record which of our staff looked at them.

Your choices

• Update your name, email and password on your Account page at any time.
• If you give us a mobile number for sign-in codes, you can change it on your Account page, or remove it there once you have another way to verify it's you, and reply STOP to any of our texts to stop them.
• Ask us for a copy of your personal information, or to correct or delete it.

Security

Data is encrypted in transit and at rest. We support two-step verification, which practices can require for approving and exporting payroll, and every payroll change is recorded in an audit log that can't be edited.

Changes and contact

We'll post updates to this policy here and tell account owners about material changes. For privacy questions, use the Contact link at the bottom of this page. Notices to us go through that link or by mail to Chairside Payroll LLC, 5777 W. Century Blvd., Ste 1125 #249, Los Angeles, CA 90045.