01 Scope & Your Privacy
Bit9 IT Solutions LLC, doing business as CHAIRSIDE (“CHAIRSIDE,” “we,” “us,” or “our”), respects your privacy. This Privacy Policy describes how we collect, use, disclose, and protect information when dental practices, their team members, and visitors interact with the CHAIRSIDE platform and our website at chairsideplatform.ai.
02 Information We Collect
From Subscribed Practices
When a dental practice subscribes to CHAIRSIDE, we collect business contact information, billing details, and information about authorized users (name, email, phone, role, login credentials).
Patient Data via Practice Management Systems
With the practice’s authorization, we ingest data from the practice’s practice management system (Dentrix, Open Dental, Eaglesoft, etc.) through Sikka Software Corporation. This data may include patient demographics, clinical notes, treatment history, scheduling, billing, insurance information, and dental imaging. This information is PHI and is governed by HIPAA and the BAA between CHAIRSIDE and the practice.
Information You Provide Directly
When you contact us, request a demo, sign up for our newsletter, or interact with our website, we collect your name, email, phone, practice name, and any details you choose to share.
Automatically Collected
When you use the Service or visit our website, we automatically collect IP address, device and browser information, pages visited, time spent, login activity, and similar usage data. We use cookies and similar technologies — see Cookies & Tracking.
03 How We Use Information
We use information to:
- Provide, maintain, and improve the Service
- Authenticate users and secure accounts
- Generate AI-assisted clinical decision support, summaries, treatment plan suggestions, and analytics for the practice
- Process billing and manage subscriptions
- Communicate about the Service — support, updates, security notices
- Develop and improve our products, including by creating de-identified datasets
- Comply with legal obligations and enforce our agreements
- Send marketing communications you have consented to receive
04 AI Processing
The Service uses artificial intelligence to generate clinical decision support outputs, summaries, and analytics. AI processing is performed using third-party AI providers (currently Anthropic PBC) under written agreements that prohibit the AI provider from using practice data to train its general-purpose models.
AI Outputs are decision-support information only. All clinical decisions are the sole responsibility of the licensed clinician at your practice. See our Terms of Service for the full clinical decision support disclaimer.
05 Colorado AI Act Disclosure
This disclosure is provided in accordance with the Colorado Artificial Intelligence Act (C.R.S. §§ 6-1-1701 through 6-1-1707), which takes effect June 30, 2026.
AI Systems Identification
CHAIRSIDE develops and provides AI-assisted features within the Service that may be used by dental practices to inform clinical and administrative decisions, including AI-generated treatment plan suggestions, clinical and patient-history summaries, scheduling and operational recommendations, and analytics outputs.
Intended Uses
These AI features are intended to provide decision support to licensed clinicians and authorized practice staff. They are not intended to replace independent clinical judgment, and they are not intended to make autonomous diagnostic, treatment, prescribing, or coverage decisions.
Known Limitations
AI Outputs may contain errors, omissions, or inaccuracies. They are generated based on patterns in data provided by the practice and may not reflect the most current clinical guidelines, individual patient context, or factors not captured in the data. AI Outputs are not a substitute for examination by a licensed clinician.
Risk Management
CHAIRSIDE has implemented and maintains measures designed to identify, document, and mitigate known or reasonably foreseeable risks of algorithmic discrimination, including:
- Testing of AI features prior to release
- Ongoing monitoring of outputs
- Data governance procedures applied to training data sources
- Human-in-the-loop design that requires clinician review of AI Outputs before any clinical action
Notice When Interacting With AI
Where AI features of the Service interact directly with consumers, CHAIRSIDE provides configurable in-product notifications informing the consumer that they are interacting with an AI system. Practices using the Service are responsible for enabling and presenting these notifications as required by law.
Consumer Rights
If you are a Colorado consumer (including a patient of a Colorado dental practice using the Service) and an AI feature has been a substantial factor in a consequential decision affecting your access to, or the cost or terms of, healthcare services, you may have rights under the Colorado AI Act, including:
- The right to be notified of the use of AI in the decision
- The right to be informed of the principal reasons for the decision
- The right to appeal an adverse decision where required by law
Because the practice (not CHAIRSIDE) is the entity making clinical and administrative decisions about patient care, direct any such requests to your dental practice. CHAIRSIDE supports practices in responding to these requests as required by law.
07 Subprocessors
We use the following subprocessors to deliver the Service:
| Provider | Purpose | Location | BAA |
|---|---|---|---|
| Amazon Web Services (AWS) | Cloud infrastructure, database hosting, encrypted storage | United States | Yes |
| Anthropic PBC | AI processing for clinical decision support | United States | Yes |
| Sikka Software Corporation | Practice management system data integration | United States | Yes |
An up-to-date list is maintained at chairsideplatform.ai/subprocessors.
08 Data Retention
We retain information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. PHI is retained in accordance with the BAA and HIPAA. Upon termination of a practice’s subscription, we will return or destroy PHI in accordance with the BAA. De-identified data may be retained indefinitely.
09 Security
We implement administrative, physical, and technical safeguards designed to protect information, including:
- Encryption of data at rest and in transit using managed key infrastructure
- Access controls and multi-factor authentication
- Audit logging
- Regular security assessments and dependency monitoring
- Workforce training on HIPAA and security best practices
- Incident response and breach notification procedures
While we strive to protect information, no system is completely secure. We cannot guarantee the absolute security of any information.
10 Your Rights & Choices
Practice Personnel
Authorized users may update account information through the Service or by contacting CHAIRSIDE support. To request deletion of your account, contact your practice administrator or CHAIRSIDE support.
Patients
Patients should direct any requests regarding their PHI — including access, amendment, and accounting of disclosures under HIPAA — to their dental practice.
Marketing Communications
You may opt out of marketing emails using the unsubscribe link in those emails or by contacting us. Even after opting out, we may still send transactional or service-related communications (such as security alerts).
11 State Privacy Rights
Residents of certain states (including California, Colorado, Connecticut, Utah, and Virginia) may have additional rights with respect to personal information under applicable state law, including the rights to access, correct, delete, and obtain a portable copy of personal information, and to opt out of certain processing activities.
These state privacy rights generally do not apply to PHI, which is governed by HIPAA. To exercise applicable state-law rights or appeal a denial of a request, contact us at support@bit9itsolutions.com.
12 Children's Privacy
The Service is not directed to individuals under thirteen (13) years of age. We do not knowingly collect personal information from children outside of PHI provided by a dental practice in connection with treating pediatric patients — which is governed by HIPAA and the practice’s privacy practices, not by this Privacy Policy.
13 International Users
The Service is operated from and intended for use within the United States. If you access the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States.
15 Changes to This Policy
We may update this Privacy Policy from time to time. The updated policy will be posted at chairsideplatform.ai/privacy with a new effective date. Material changes will be communicated to subscribed practices in advance.
16 Contact Us
- Bit9 IT Solutions LLC d/b/a CHAIRSIDE
- Attn: Privacy Officer
- Colorado
- Email: support@bit9itsolutions.com