This policy explains what [LEGAL ENTITY NAME] ("we", "us") collects when you use UptimeUniversity, including Vera, the assistant powered by Front Office Rocks; why we collect it; where it is kept; and for how long. It covers this website and the UptimeUniversity app.
The short version
- Vera runs on infrastructure we control. Your questions and Vera's answers are never sent to third-party AI services, and we don't train AI models on them.
- We keep your chat history so you can come back to it. Only you can read it, you can delete it at any time, and it is deleted automatically after 90 days without activity.
- This website sets no cookies and runs no analytics or ad trackers. The app uses a sign-in cookie and nothing else.
- We don't sell your personal information.
- Please don't type patient names or health information into Vera.
What we collect
Account information
Your name, email address and password. We store your password only as a one-way scrypt hash, never as the password itself. We also keep your role on your practice's account (owner, manager or member) and your practice's name, plan and number of seats.
Your practice's location
An owner or manager enters the practice's name and address. We use the state on that address to decide which state's regulations apply to your questions. We check the ZIP code against the state using a table on our own servers; the address is not sent to any address-checking service.
What you ask Vera
- Chat history. For signed-in members we keep each question, Vera's answer, and references to the lessons and documents it used, so you can reopen a chat and ask a follow-up. Only you can read your chat history. Our staff's operator tools do not display it.
- Usage records. For every question we record who asked, when, which training passages were used, whether it was answered and how long it took. We store a one-way hash of the question, not its words. We use these records to enforce usage limits and to detect abuse of the service.
Your practice's documents
On plans that include it, the SOPs and checklists your team creates are stored so your team can use them and Vera can answer from them. They are visible only to people on your practice's account.
Sign-in and security records
When you sign in we record the IP address and browser information with your sign-in session, so we can spot a shared or misused login. We also keep an audit record of changes to team accounts, such as invitations, people joining or being removed and role changes, with the time and IP address.
Lesson activity
When you open a lesson we count it toward the "popular lessons" list, using a one-way code derived from your account rather than your name or email.
On plans that include certificates, we record which parts of each lesson video have played in the app (the time ranges, not what you did meanwhile), so a course certificate can show every lesson was watched. We also keep your course quiz attempts (the questions asked, your answers and your score) to grade them and apply the attempt limits. Certificates you have earned stay available to you to view and print even if your plan changes.
Certificates
A certificate you earn records your name, the course, the date and your practice's name. Anyone who has its code can check it on our certificate page, which shows only your name, the course, the date and whether it is valid. When someone checks a code we keep a one-way code derived from their IP address (and, for an IPv6 address, from its network) for a day, to limit how many checks one address or network can make.
When we send you email, such as an account notice, we keep a record of the address, the kind of message and when it was sent.
Payments
Payments are handled by Stripe. You enter your card details on Stripe's page, and we never see or store your card number. We receive information about your subscription from Stripe: its plan, number of seats, status and renewal date, a customer reference, and the email address, name and practice name given at checkout, which we use to set up your practice's team account and send its owner a sign-in link. Owners and managers manage billing on Stripe's own customer portal.
Visiting this website
This website does not use cookies, analytics, advertising tags or third-party scripts. Like any website, our servers receive your IP address and browser information in order to deliver each page, and our hosting provider may keep them in its server logs.
How we use it
- To provide UptimeUniversity: to answer your questions, show the lessons and documents your plan includes, and keep your chat history.
- To decide which regulations apply to your practice.
- To run team accounts, seats and billing.
- To keep the service secure: usage limits, abuse detection, and protecting the training content from bulk copying.
- To send messages about your account and the service.
- To meet legal obligations.
We do not sell your personal information, share it for advertising, or use your questions, answers or practice documents to train AI models.
How Vera works with your data
Vera's language model and search run on infrastructure we control. Your question is matched against the Front Office Rocks training library and your practice's own documents, and the answer is written there. Nothing you type to Vera is sent to an outside AI provider.
Who else receives information
- Vimeo hosts the lesson videos. When you play a lesson, your browser loads Vimeo's player directly from Vimeo, so Vimeo receives your IP address, browser information and which lesson is playing. The player also loads files from Vimeo's content delivery network and Google Cast scripts from Google. We ask the player not to collect analytics, and we send Vimeo nothing about your account or your questions.
- Stripe processes payments.
- Google Workspace is our email and file storage. Email we send to you passes through it, and backups of our database (which never include chat history) are stored there.
- Our hosting provider, [HOSTING PROVIDER], runs the servers and database that store the information described here.
- Your practice. Owners and managers on your practice's account can see who is on the team and manage it. They cannot read your chat history.
- When the law requires it, or to protect the rights, safety and security of our users and the service. If our business is sold or reorganized, information may transfer to the new owner under this policy.
How long we keep it
| Information | How long |
|---|---|
| Chat history | Deleted 90 days after a chat's last activity, or sooner when you delete it. Never included in backups. |
| Usage records (question hashes) | Deleted after 90 days by a daily automatic pass. Copies remain in database backups (see below). |
| Email records | Deleted after 90 days by a daily automatic pass. Copies remain in database backups (see below). |
| Payment notices from Stripe | Deleted after 90 days by a daily automatic pass. Your practice's account keeps its plan, seats and subscription status. |
| Account information | While your account exists. |
| Practice documents | While your practice's account exists. |
| Sign-in sessions (IP address, browser) | Deleted when you sign out or your account is removed. We have not yet set a deletion schedule for expired sessions. |
| Team-account audit records | Kept for security. We have not yet set a deletion schedule. |
| Lesson-open counts | We have not yet set a deletion schedule. |
| Watch progress, quiz attempts and certificates | While your account exists, like your account information. |
| Certificate-check records | Deleted after a day by a daily automatic pass. Never included in backups. |
| Database backups | Backups hold copies of everything above except chat history, including usage and email records. We have not yet set a deletion schedule for backups. |
On your device
The app uses one cookie, to keep you signed in. It cannot be read by page scripts and is sent only to the app's own address. The app also saves which lessons you have completed and recently opened in your browser's local storage on your device; that stays on your device and is not sent to us.
Patient information
UptimeUniversity is a training tool and is not designed to receive protected health information. Please don't type patient names or health details into Vera. We have not agreed to act as a HIPAA business associate. If you enter patient information by mistake, delete that chat from your history.
Your choices and rights
- Delete a chat, or your whole chat history, at any time in the app.
- Ask us to access, correct or delete your personal information, or to close your account, by emailing [CONTACT EMAIL].
- Depending on where you live, you may have additional rights under state privacy laws. We will respond to requests as those laws require.
If your sign-in was provided by your practice, some requests, such as removing you from the team, may be handled together with your practice's account owner.
Security
We protect information with access controls checked on every request, hashed passwords and sign-in links, and the other measures described on our Security & Data page. No system is perfectly secure, and we cannot guarantee that information will never be accessed without permission.
Children
UptimeUniversity is for dental practices and their staff. It is not directed to children, and we do not knowingly collect information from anyone under 16.
Changes to this policy
We will post changes here and update the effective date. If a change materially affects how we use your information, we will tell account owners before it takes effect.
Contact
[LEGAL ENTITY NAME]
[ADDRESS]
[CONTACT EMAIL]