Privacy Policy for Alexander and Freeman LLC
Last Updated: May 19, 2025
Alexander and Freeman LLC ("we," "us," or "our") is committed to protecting the privacy and
security of your personal information. This Privacy Policy explains how we collect, use, disclose, and
safeguard information through Apparatus, an analytical software designed for orthodontic practices ("the
Software"). By using the Software, you agree to the terms of this Privacy Policy.
1. Information We Collect
We collect the following types of information:
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Personal Information: Information provided by users, such as names, contact details, and
professional credentials of orthodontic practice staff.
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Patient Data: De-identified or anonymized patient information (e.g., treatment plans,
appointment schedules, or dental records) uploaded to the Software for analytics, in compliance with
applicable laws like HIPAA.
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Usage Data: Information about how you interact with the Software, including IP addresses,
device information, and usage metrics.
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Practice Data: Operational and analytical data, such as appointment volumes, treatment
outcomes, or financial metrics, provided by the orthodontic practice.
2. How We Use Your Information
We use collected information to:
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Provide and improve the Software’s functionality, including analytics and reporting
for orthodontic practices.
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Ensure compliance with legal and regulatory requirements (e.g., HIPAA, GDPR).
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Monitor and enhance the Software’s performance and user experience.
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Communicate with users about updates, support, or account-related matters.
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Conduct aggregated, anonymized research to improve orthodontic care practices (with user
consent, where required).
3. How We Share Your Information
We do not sell or rent personal information. We may share information in the following
circumstances:
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With Service Providers: Third-party vendors (e.g., cloud hosting, customer support) who
assist in operating the Software, subject to strict confidentiality agreements.
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For Legal Compliance: To comply with applicable laws, regulations, or legal processes
(e.g., subpoenas).
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Business Transfers: In the event of a merger, acquisition, or sale of assets, your
information may be transferred to a successor entity.
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With Consent: When you explicitly authorize us to share your information.
4. Data Security
We implement industry-standard security measures, including encryption, access controls, and
regular audits, to protect your data. However, no system is completely secure, and we cannot guarantee
absolute security.
5. Data Retention
We retain personal and practice data only for as long as necessary to fulfill the purposes
outlined in this Privacy Policy or as required by law. De-identified data may be retained indefinitely for
research and analytics.
6. Your Rights
Depending on your jurisdiction, you may have the right to:
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Access, correct, or delete your personal information.
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Object to or restrict certain data processing.
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Request data portability.
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Withdraw consent (where applicable).
To exercise these rights, contact us at [insert contact email]. Orthodontic practices are
responsible for managing patient data rights in accordance with applicable laws.
7. Compliance with HIPAA and Other Regulations
For users in the United States, we comply with the Health Insurance Portability and
Accountability Act (HIPAA). We act as a Business Associate and will enter into a Business Associate
Agreement (BAA) with covered entities. For users in the European Union, we comply with the General Data
Protection Regulation (GDPR) where applicable.
8. Third-Party Links
The Software may contain links to third-party websites or services. We are not responsible for
the privacy practices of these third parties. We encourage you to review their privacy policies.
9. Children’s Privacy
The Software is not intended for use by individuals under 18. We do not knowingly collect
personal information from children.
10. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. We
will notify users of material changes via email or through the Software. Your continued use of the Software
after such changes constitutes acceptance of the updated policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy, please contact us at:
ryan@apparatus.works
(760) 539-6736