Privacy Policy for Zap Dental Billing

Effective Date: 02/11/2026
Last Updated: 02/11/2026

Zap Dental Billing (“we”, “us” or “our”) operates the website https://zapdentalbilling.com/ (the “Site”) and provides dental billing, insurance verification, schedule management, and related services to dental practices nationwide. (Zap Dental Billing)

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you:

  • Visit or interact with our Site;
  • Submit information through our contact or lead forms;
  • Engage with our services, including lead generation ads and consultations;
  • Communicate with us via email, phone, or other channels.

By using our Site or providing us with your information, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect information you provide directly and information collected automatically:

Personal Information You Provide

When you fill out a lead form, request a consultation, sign up for email updates, or contact us, we may collect:

  • Contact details: name, email address, phone number, dental practice name;
  • Business information: practice details, billing enquiries, insurance information (if submitted for services);
  • Communications: messages you send when contacting us or requesting services.

Automatically Collected Information

When you visit our Site, we may collect:

  • Technical data: IP address, device type, browser, operating system and usage patterns;
  • Analytics data: pages visited, time spent, referral sources, interaction data.

Sensitive Health Information

We may process dental billing and insurance information submitted by dental practices for service delivery. As a dental billing entity, we may receive protected health information (PHI) that is subject to HIPAA and must be treated confidentially and securely. (Zap Dental Billing)

2. How We Use Your Information

We use collected data for the following purposes:

  • To respond to your inquiries and deliver services;
  • To process and manage lead generation requests and consultations;
  • To operate, maintain, and improve our Site;
  • To personalize your experience and communications;
  • To comply with legal and regulatory requirements, including HIPAA where applicable;
  • To send you marketing messages (with your consent where required);

3. Lead Generation and Marketing

When you submit information through our contact or lead forms (including from Facebook, Google, or other ads), we may use that information to:

  • Contact you about our services or offers;
  • Send newsletters or updates if you opt in;
  • Improve ad targeting and analytics;

You can opt out of marketing communications at any time by following unsubscribe instructions provided in emails.

4. Legal Bases for Processing (where applicable)

If you are located in a jurisdiction that requires it (e.g., GDPR regions):

  • Contractual necessity: to provide requested services;
  • Consent: for email newsletters and marketing;
  • Legitimate interests: analytics, service improvement, security.

5. Sharing and Disclosure of Information

We do not sell or rent your personal information.

We may share information with:

  • Service providers and partners who help us deliver services and host data;
  • Insurance companies or entities where necessary to perform billing responsibilities;
  • Legal authorities if required by law or to protect rights;
  • Business successors in case of merger or acquisition;

All third parties we share data with are required to maintain confidentiality and security of your information.

6. Data Security

We implement reasonable technical and organizational measures to protect your data from unauthorized access, loss, or disclosure. This includes encryption, secure authentication, and internal access controls.

However, no system is perfect. If you suspect any security issues, contact us immediately.

7. Data Retention

We retain your personal information only as long as necessary for:

  • Fulfilling the purposes outlined in this policy;
  • Complying with legal obligations;
  • Resolving disputes and enforcing agreements.

8. Your Rights

Depending on where you reside and applicable laws, you may have the right to:

  • Access or correct your personal information;
  • Request deletion of your data;
  • Restrict or object to certain processing;
  • Withdraw consent for marketing communications.

To exercise these rights, contact us using the details below.

9. Children’s Privacy

Our services are intended for adults and businesses. We do not knowingly collect personal information from individuals under 16 years of age. If you believe we’ve collected such information, please contact us for removal.

10. Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to:

  • Provide site functionality;
  • Understand and analyze usage trends;
  • Deliver targeted ads and measure performance.

You can manage cookies through your browser settings.

11. Third-Party Links

Our Site may link to third-party websites. We are not responsible for their content or privacy practices, and this policy does not apply to those sites.

12. HIPAA and PHI Protection

As a dental billing partner handling PHI from dental practices, we adhere to HIPAA privacy and security requirements:

  • Limit access to PHI to authorized personnel;
  • Use administrative, technical, and physical safeguards;
  • Ensure PHI is encrypted in transit and at rest where applicable;
  • Enter business associate agreements with partners handling PHI.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. The updated version will be posted with a new effective date.

14. Contact Us

If you have questions about this policy or wish to exercise your rights, you may contact us:

Email: info@zapdentalbilling.com
Phone: (737) 900-2401
Address: 2025 Guadalupe Street, Suite 260, Austin, Texas 78705, USA (Zap Dental Billing)