Privacy Policy

Last Updated: June 19, 2026

The Services are operated by A Place For Apps LLC, doing business as Health of Your Space (“Health of Your Space,” “we,” “us,” or “our”).

This Privacy Policy explains how we collect, use, and disclose Personal Information when:

• patients (“Patients,” “Clients,” or “you”)

• orthodontic practices (“Providers,” “Customers”)

access or use our digital intake platform, messaging tools, and related functionality (collectively, the “Services”).

Description of Service

The Services include, but are not limited to:

Digital intake forms, questionnaires, disclosures, consents, and document workflows
Patient-submitted images, documents, signatures, and uploads
Appointment-based automations, reminders, and patient communications
Two-way messaging through SMS and email
Integration and synchronization with Dolphin Management
Real-time data synchronization between Provider systems and the platform
Patient check-in links, status tracking, and workflow management
Patient Overview and patient engagement tools
Comments & Notes synchronization with Dolphin Management
Form Builder, configurable forms, conditional logic, and workflow automation tools
New Patient Call Sheet configuration and generation
Analytics, reporting, dashboards, and activity monitoring
Payment workflows, payment account management, and related administrative tools
Workspace administration, team management, user roles, and access controls
Provider branding, white-label configurations, and practice customization
Administrative dashboards and operational workflow management
Data processing, transmission, storage, and synchronization services necessary to provide the Services

By using our Services, you acknowledge that your Personal Information will be collected, processed, and transferred as described in this Privacy Policy.

1. Relationship Between Patients, Providers, and Health of Your Space

Health of Your Space provides a software platform used by orthodontic practices.

Providers act as the data controllers of Patient Personal Information.

Health of Your Space acts as a data processor and will act as a HIPAA Business Associate only where a valid Business Associate Agreement (“BAA”) has been executed.

Health of Your Space processes Patient Personal Information solely on behalf of Providers and processes Provider account and operational information as necessary to provide, secure, maintain, and improve the Services.

Health of Your Space does not determine the purposes or means of processing Patient Personal Information.

Providers remain responsible for:

determining what information is collected from Patients
ensuring appropriate consent or authorization is obtained
determining how Patient information is used or disclosed
responding to Patient access, correction, or deletion requests

Providers may use the Services to create and manage custom forms, disclosures, consents, questionnaires, workflows, and communications. Providers remain responsible for reviewing, approving, and determining the content of such materials and for ensuring compliance with applicable legal, regulatory, and professional requirements.

Providers are solely responsible for determining the lawful basis for processing Personal Information and for ensuring compliance with all applicable privacy, data protection, and health information laws.

If any part of a Provider’s Business Associate Agreement (BAA) or service agreement conflicts with this Privacy Policy, the Provider agreement controls.

Patients with questions about how their Personal Information is processed should contact their Provider directly.

Health of Your Space stores and processes Patient data solely on behalf of Providers.

2. Personal Information We Collect

We collect Personal Information about Patients and Provider account users in several categories depending on how the Services are used.

2.1 Identifiers and Contact Information

Examples include:

Name
Email address
Phone number
Mailing address
IP address

Used to:

send forms
authenticate users
trigger appointment reminders
enable messaging
support Provider workflows

2.2 Health and Medical Information (PHI)

Collected on behalf of Providers through:

intake forms
health questionnaires
allergy and condition disclosures
medical history
insurance information
X-ray related restrictions (for example pregnancy, metals, latex)

This information is processed exclusively on behalf of Providers under HIPAA and other applicable privacy laws.

2.3 Appointment and Scheduling Data

Examples include:

appointment type
appointment date and time
location
confirmation status
form completion status

This data may synchronize automatically with Dolphin depending on Provider configuration.

2.4 Images and Uploaded Documents

Examples include:

photo ID
insurance card photos
patient-submitted images (for example smile photos)
uploaded documents
digital signatures and timestamps

These may be used for identity verification, clinical workflows, and documentation generation.

2.5 Communications Data

For SMS and email messaging we may process:

message content
delivery status
interaction or read information
opt-in and opt-out preferences
message attachments
images
voice recordings
communication history
comments and notes synchronized with Provider systems

Messaging may be stored securely and synchronized with Provider systems when configured.

Messaging through the platform is not intended for medical emergencies.

Providers are responsible for obtaining all legally required consents, authorizations, and opt-ins prior to sending communications through the Services.

2.6 Technical and Device Information

Automatically collected through cookies or similar technologies:

device type
operating system
browser type
log data and timestamps
interaction data
general location derived from IP

Analytics data may be aggregated or de-identified where possible.

Certain analytics technologies may be used on both the public marketing website and within portions of the application environment to help us understand platform usage, improve performance, monitor reliability, and support operational reporting.

Analytics technologies are configured to avoid the intentional collection of Protected Health Information (PHI), medical information, form field contents, or other sensitive personal information. Session replay tools and website usability tools such as Microsoft Clarity are used only on the public marketing website and are not used within the application environment where patient or provider data is submitted or processed.

For additional information about cookies and analytics technologies used by the Services, please refer to our Cookie Policy: https://healthofyourspace.com/cookie-policy

2.7 Provider User Information

For Provider staff accounts we may collect:

name
email address
role and permissions
activity logs
password credentials (securely hashed)

This information is used to authenticate users and maintain system security.

2.8 Operational Platform Data

Examples include:

form status
workflow status
synchronization metadata
activity logs
workspace settings
branding settings
user account information
messaging metadata
payment metadata
system configuration settings
audit records
security logs

Used to:

operate the platform
provide analytics
support workflow automation
maintain system integrity
troubleshoot issues
provide customer support

2.9 Payment Information

Health of Your Space may facilitate payment-related workflows through third-party payment providers.

Health of Your Space does not collect or store full payment card numbers, CVV values, or full bank account credentials.

Health of Your Space may process or receive:

payment tokens
card brand
expiration date
last four digits
transaction metadata
payment status information

Payment information may be processed by third-party payment providers and their affiliated banking, payment network, fraud prevention, underwriting, settlement, and compliance partners.

3. How We Use Personal Information

Health of Your Space processes Personal Information only as instructed by Providers and for the following purposes.

3.1 Service Delivery

presenting and collecting digital intake forms
synchronizing data between Provider systems and Dolphin
automating reminders and messaging
generating PDFs and clinical summaries
enabling patient check-in workflows
providing administrative dashboards

3.2 Communications

sending SMS or email notifications
appointment confirmations and reminders
Provider-patient messaging threads

Messaging is not intended for emergency communication.

3.3 Platform Operations

authentication and account management
troubleshooting and support
security monitoring
platform performance improvements
aggregated, de-identified, or anonymized analytics and operational reporting

3.4 Legal and Compliance

HIPAA compliance, where applicable and subject to an executed BAA
processor or service provider obligations under applicable privacy laws
compliance with applicable privacy laws
responding to lawful government requests
preventing fraud or security threats

Health of Your Space does not sell Personal Information or use it for advertising.

4. How We Share Personal Information

Personal Information may be shared only in the following circumstances.

4.1 With Providers

Patient Personal Information is shared with the Provider who controls it.

Providers determine:

what data is collected
how long it is retained
what integrations are enabled
what communications are sent

4.2 With Subprocessors

We use trusted service providers to help operate the platform.

Examples may include:

Cloud infrastructure providers (such as AWS)
SMS delivery providers (such as Twilio)
Email delivery services (such as SendGrid)
payment processing providers (such as GoDaddy)
fraud prevention providers
Secure storage providers
Monitoring and logging systems
Authentication providers

Subprocessors are contractually restricted to using Personal Information only to deliver their services.

Health of Your Space remains responsible for Personal Information processed by our subprocessors and requires them to maintain appropriate privacy and security safeguards.

Additional information about the security practices used to protect Personal Information may be found in our Security Overview available at: https://healthofyourspace.com/security

Such materials are provided for informational purposes and may be updated from time to time.

A current list of subprocessors is available upon request.

4.3 Legal and Safety Requirements

We may disclose Personal Information when necessary to:

comply with legal obligations
enforce agreements
protect rights or safety
investigate misuse or security incidents

Where legally permitted, we may use commercially reasonable efforts to notify the applicable Provider prior to such disclosure.

4.4 Corporate Transactions

If Health of Your Space is involved in a merger, acquisition, financing, or sale of assets, Personal Information may be transferred under appropriate confidentiality protections.

5. Patient Access, Choices, and Rights

Because Providers control Patient data, requests must be directed to the Provider.

Patients may request through their Provider:

access to their information
corrections
deletion where permitted by law
copies of completed forms
opt-out of messaging

Health of Your Space will process these requests only at the instruction of Providers.

Messaging Preferences

Patients can opt out of SMS messaging by replying “STOP.”

Email opt-outs may apply to non-essential communications but not to system-required messages such as form links.

6. Cookies and Analytics Technologies

We use cookies and similar technologies to:

authenticate sessions
maintain form progress
provide analytics
improve performance
maintain security

Users may restrict cookies in browser settings, though this may reduce functionality.

Health of Your Space does not respond to browser “Do Not Track” signals.

7. Data Retention

Personal Information is retained:

while a Provider account remains active
as required to provide Services
as required by legal obligations
as required for HIPAA compliance, where applicable
for security, auditing, or dispute resolution

Providers determine retention policies for Patient data.

Health of Your Space retains Personal Information only as necessary to provide the Services, in accordance with Provider instructions, contractual obligations, and applicable law.

In certain circumstances, including synchronization interruptions, connectivity issues, or temporary unavailability of Provider systems, Health of Your Space may temporarily store information in encrypted form to facilitate synchronization, maintain service continuity, and support workflow processing. Such information is synchronized when connectivity or system availability is restored.

Certain operational, security, audit, backup, and support records may be retained by Health of Your Space in accordance with legitimate business needs, contractual obligations, legal requirements, and security practices.

8. Security

Health of Your Space uses commercially reasonable administrative, technical, and physical safeguards designed to protect Personal Information, including:

encryption in transit (TLS / SSL)
encryption at rest (AES-256)
role-based access controls
audit logging
password hashing
regular backups
system monitoring
secure infrastructure providers

While we implement safeguards designed to protect Personal Information, no method of transmission or storage is completely secure. Health of Your Space continuously evaluates and updates its security practices; however, no security program can eliminate all risks.

Health of Your Space will notify Providers of confirmed security incidents affecting Personal Information in accordance with applicable law and contractual obligations.

9. Privacy Rights Under State and International Laws

Health of Your Space complies with applicable laws including:

HIPAA
GDPR (EU / EEA), where applicable
CCPA / CPRA
VCDPA and similar U.S. state laws
PIPEDA (Canada)

Health of Your Space does not:

sell Personal Information
use Personal Information for advertising
profile Patients for automated decision-making

Canada – PIPEDA

For individuals located in Canada, Personal Information is handled in accordance with Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”), where applicable.

Individuals may request:

access to their Personal Information
corrections to inaccurate information
withdrawal of consent where applicable
information about how their data is used

Because Health of Your Space acts as a service provider or processor, Providers remain responsible for responding to these requests unless otherwise required by law or agreed in writing.

Patients should contact their Provider directly.

10. International Transfers

Health of Your Space is a United States company.

Personal Information may be transferred to and stored in the United States or other jurisdictions where service providers operate.

Where required by applicable law, such transfers are subject to appropriate safeguards. Such safeguards may include contractual protections, organizational measures, and other lawful transfer mechanisms recognized under applicable law.

11. Links to Other Sites

Forms or communications may link to third-party websites.

Health of Your Space is not responsible for the privacy practices of external websites.

12. Children’s Privacy

Health of Your Space does not knowingly collect Personal Information from children under 13 except when processed under a Provider’s direction for legitimate clinical purposes.

Parents should contact their Provider regarding child data.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

changes in the Services
legal requirements
privacy practices

Material changes will be communicated as required by law.

14. Contact Us

Health of Your SpaceA Place For Apps LLC1607 San Charles DriveDunedin, FL 34698United States

support@healthofyourspace.com

Health of Your Space maintains a privacy contact responsible for privacy compliance.

Patients should contact their Provider regarding requests related to their health information.

Providers may contact Health of Your Space directly with privacy or security questions.