Privacy Policy

Last updated: January 19, 2026

Denola Systems Group LLC ("Denola," "we," "us," or "our") designs, builds, and operates digital systems and software solutions for businesses and organizations. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or interact with our systems, services, and platforms.

Scope of This Policy

This Privacy Policy applies to:

• Visitors to Denola websites
• Users of Denola-operated systems and platforms
• Clients and organizations using systems built or managed by Denola
• End users who interact with Denola systems on behalf of Denola clients

Denola provides technology systems and infrastructure and does not operate as a medical or dental practice.

Information We Collect

We may collect the following categories of information depending on how our systems are used:

Personal Information

Information such as name, email address, phone number, or other contact details provided when interacting with our websites or systems.

System & Operational Information

Information submitted through Denola-built systems for scheduling, intake, communication, content workflows, or other system functions, as configured by our clients.

Technical & Usage Information

Information automatically collected when accessing our websites or systems, including IP address, browser type, device information, system activity, and usage data.

Cookies & Tracking Technologies

Our websites and systems use cookies and similar tracking technologies to:

• Enable basic website functionality
• Provide chat and communication features
• Analyze system usage and performance
• Remember user preferences and settings

We may use third-party services (including analytics and communication tools) that use cookies to support these functions. You can control cookies through your browser settings, though disabling certain cookies may limit system functionality.

How We Use Information

Denola uses information to:

• Provide, operate, and maintain our systems and services
• Enable functionality configured by our clients
• Communicate with users and client organizations
• Monitor system performance and reliability
• Improve system design and functionality
• Comply with legal and regulatory obligations

Denola processes information in accordance with client instructions and applicable agreements.

How Information Is Shared

Denola does not sell personal information.

Information may be shared:

• With trusted service providers and subprocessors who support system operation
• As required by law, legal process, or governmental request
• To protect the security, integrity, and rights of Denola, our clients, or users

All subprocessors are required to handle information consistent with applicable privacy and security obligations.

Data Security

Denola implements reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, or disclosure.

Data Retention

Information is retained only for as long as necessary to support system functionality, client requirements, or legal obligations, unless a longer retention period is required or permitted by law.

Client-Managed Systems

Certain Denola systems are configured and managed by client organizations. In these cases:

• Clients control how information is collected and used within their system
• Denola acts as a technology service provider supporting system functionality

Questions regarding data use within a specific client system should be directed to the organization operating that system.

Healthcare Information & HIPAA

When Denola systems are used by healthcare providers to collect, store, or process Protected Health Information (PHI) as defined by HIPAA:

• Denola acts as a Business Associate under HIPAA
• PHI is handled in accordance with HIPAA requirements and executed Business Associate Agreements
• Additional security and privacy protections apply as required by HIPAA regulations

This Privacy Policy does not govern the use of PHI. Healthcare providers using Denola systems are responsible for providing appropriate HIPAA notices to their patients.

For general business communications and non-healthcare system functions, HIPAA does not apply.

Your Rights

Depending on your location and applicable law, you may have rights to access, correct, delete, or restrict the use of your personal information.

To exercise these rights or submit a privacy-related request, please contact us at: [email protected]

We will respond to verified requests within 30 days (or as otherwise required by applicable law). We may need to verify your identity before processing your request.

For requests related to data within a client-managed system, please contact the organization operating that system directly.

Children's Privacy

Denola systems and websites are not directed to children under the age of 13, and Denola does not knowingly collect personal information from children.

Third-Party Websites and Services

Our website may contain links to third-party websites, including social media platforms. This Privacy Policy does not apply to those external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

Denola may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last updated" date.

Contact Information