Privacy policy
Effective date: October 10, 2026 Last updated: October 13, 2026
Who we are
Aegis Dental RCM (“Aegis,” “we,” “us”) provides dental insurance billing services to dental practices in the United States. This policy explains how we handle the information you share through aegisdentalrcm.com (the “site”), our website form, our scheduling page and the emails we exchange with you about our services.
This policy doesn’t cover patient health information we may handle for a dental practice under a signed Business Associate Agreement (BAA). That information is governed by the BAA and by federal and state health-privacy law, not by this policy.
Please don’t send us patient information
The site is for business contact details only. Please don’t enter or send protected health information or any other patient information through the site, the form, the scheduling page or email. Our free Revenue Scorecard needs practice numbers only. If we receive patient information this way by mistake, we delete it without using it and let you know.
What we collect
What you give us. When you request a Revenue Scorecard or contact us: your first and last name, work email, phone number (optional), practice name, state, practice software, number of dentists, your role, the best time to reach you (optional), how you found us (optional) and anything you write in the message box. When you book a 30-minute call or a Revenue Scorecard readout on our scheduling pages: your name, email and practice name, the time you choose and any notes you add. When you email us: what you send.
Through the Revenue Scorecard page. The page asks for your contact details (as above), your clearinghouse and number of locations, practice-level billing numbers from your reports (such as production, collections, insurance AR by age, claim counts, denials and write-offs), and your team by role, never by name: each role’s hours, pay (an hourly rate or an annual salary) and how they’re paid. It never asks for patient information. We receive your contact details when you finish the page’s first step and choose Next, even if you don’t finish the rest, and the rest when you send it. We keep it in our CRM, HubSpot, for as long as “How long we keep it” says.
What’s collected automatically. Our hosting provider, Cloudflare, processes technical information needed to deliver and protect the site, such as your IP address, browser type, the page you requested and the time of the request. We use Cloudflare Web Analytics to count visits and measure page speed; it doesn’t use cookies or other storage on your device, and it doesn’t track you across other websites. When you submit a form on the site, our CRM provider also receives the address of the page you submitted it from.
We also use Google Analytics 4, Microsoft Clarity and HubSpot’s website tracking to understand how visitors use the site: the pages you view, the links and buttons you click, how far you scroll, how long you stay and how you found us (for example, a search engine or a link we sent you). Clarity also records how visitors move through a page (heatmaps and session replays), with anything you type masked. These tools set cookies and similar identifiers on your device and may process your IP address and a device identifier under their own privacy policies: Google’s, Microsoft’s and HubSpot’s.
Cookies and similar technologies. The site sets cookies and similar identifiers for the analytics tools described above, and our scheduling pages on HubSpot’s website set their own. None of them holds patient information or anything you type into our forms. The site doesn’t use advertising or social-media tracking. You can block or delete cookies in your browser; the site still works without them.
Your browser’s storage. The Revenue Scorecard page keeps your unsent answers in your browser’s storage on your device, so you can finish later. They stay on that device until you send them or choose “Clear my answers”, and we don’t receive them until you send them. Apart from the analytics tools described above, no other page stores anything on your device.
How we use it
We use your information to:
- reply to you and provide what you asked for, such as the Revenue Scorecard or a call;
- follow up by email or phone about the Revenue Scorecard and our services (you can ask us to stop at any time);
- keep records of our business relationship in our CRM;
- run, secure and improve the site; and
- comply with the law and protect our rights.
How we share it
We don’t sell your personal information, and we don’t share it for targeted advertising. We share it only:
- with service providers that help us run our business and are bound to use it only for that purpose: HubSpot (CRM, website forms, scheduling and website tracking), Google (email, calendar, video calls and Google Analytics), Microsoft (Clarity) and Cloudflare (hosting, security and analytics);
- when the law requires it, or to protect the rights, property or safety of Aegis, our clients or others; and
- in a business transfer, such as a merger or sale of our business, in which case the new owner follows this policy for the information it receives.
How long we keep it
We keep contact and CRM records while we have a business relationship with you or a reasonable reason to follow up, and generally no longer than 24 months after our last contact, unless the law requires longer or you ask us to delete it sooner. Cloudflare keeps technical logs for its own limited periods.
How we protect it
We use reasonable safeguards, such as limiting access to the people who need it. No method of sending or storing information is completely secure.
Your choices
You can ask us to show you, correct or delete the personal information we hold about you, or to stop contacting you, by emailing jon@aegisdentalrcm.com. We’ll respond within 30 days and may need to confirm your identity first. Some states give their residents specific privacy rights; where a state’s law applies to us, we’ll honor those rights.
You can also block or delete cookies in your browser’s settings, use Google’s Analytics opt-out browser add-on to stop Google Analytics, or turn on Global Privacy Control, which we honor as the next section explains.
Do Not Track and Global Privacy Control
We honor Global Privacy Control. When your browser sends it, Google Analytics runs without advertising features, and no advertising tag would load (we use none today). We treat a Do Not Track signal the same way. The analytics that help us run the site still work in both cases.
Children
The site is for businesses. It isn’t directed to children under 13, and we don’t knowingly collect their information.
Links to other sites
Our scheduling pages are run by another company, HubSpot, and the calls they book use Google Meet. Their privacy policies apply when you use them.
Changes to this policy
If we change this policy, we’ll post the new version here with a new “last updated” date. If a change is significant, we’ll also note it on the home page for 30 days.
Contact us
Aegis Dental RCM