Privacy Policy

This Privacy Policy describes how RolitaPro Technologies LLC ("RolitaPro," "we," "us," or "our") collects, uses, discloses, and protects information when you use DentalStaff—our recruiting and applicant-management platform built for dental practices (the "Service").

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please discontinue use of the Service.

This policy applies to visitors of our websites or marketing pages, prospective customers, and authorized users of DentalStaff accounts (such as practice administrators and staff). It also describes how we may process information submitted about job applicants when those individuals interact with hiring workflows your organization configures in DentalStaff.

We collect information in three broad categories: information you provide directly, information generated through use of the Service, and limited information from third parties where permitted.

• Account & organization data — such as name, work email, practice or employer name, billing contacts (where applicable), and credentials used to authenticate.
• Recruiting workflow content — job descriptions, questionnaire responses, screening notes, scheduling details, messages you send through the Service, and applicant materials you or candidates upload (for example résumés, cover letters, or license identifiers you choose to collect).
• Usage & device data — log and diagnostic information, IP address, browser type, approximate location derived from IP, pages or features accessed, and timestamps. We may use cookies or similar technologies on our websites and application as described in your browser settings and any cookie notice we provide.
• Communications — when you email support or speak with our team, we retain the content of those messages and related metadata as needed to respond and improve the Service.

We use information for the following purposes:

• Providing, maintaining, and improving DentalStaff—including screening tools, scheduling features, notifications, and reporting you enable.
• Securing the Service, detecting fraud or abuse, and troubleshooting errors.
• Communicating with you about onboarding, product updates, security alerts, and (where permitted) marketing. You may opt out of promotional emails via the unsubscribe link or by contacting us.
• Complying with law, enforcing our agreements, and establishing or defending legal claims.
• Aggregating or de-identifying information so it no longer reasonably identifies you, which we may use for analytics or to improve our products.

Dental recruiting may involve professional credentials and, in some cases, information that could be sensitive. You are responsible for determining what applicant or workforce data you collect and for complying with laws that apply to your practice (including HIPAA, where applicable).

DentalStaff is designed as a business tool for employers. Unless we have entered into a separate Business Associate Agreement (BAA) with your organization where required, you should not use the Service to store or transmit patient treatment records or other PHI that is subject to HIPAA. Enterprise customers may have access to enhanced security and contractual options; availability of a BAA (if offered) will be documented in your order form.

We do not sell your personal information. We may share information in the following circumstances:

• Service providers & subprocessors — such as cloud hosting, database providers, authentication services, email or SMS delivery, analytics, and customer-support tooling. These parties are permitted to use data only to perform services for us under appropriate confidentiality and security terms.
• Your instructions — when you integrate third-party calendars, HR systems, or communication tools you connect to DentalStaff, information may flow according to those integrations and the third party’s policies.
• Legal & safety — when we believe disclosure is required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of RolitaPro, our users, or the public.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality arrangements. We will provide notice where required.

We retain information for as long as your account is active, as needed to provide the Service, and as necessary to comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods may differ based on your subscription tier, backups, and legal requirements. You may request deletion of certain data subject to exceptions (for example billing records we must retain).

We implement technical and organizational measures designed to protect information against unauthorized access, loss, or alteration. These include access controls, encryption in transit where standard for the Service, monitoring, and vendor review. No method of transmission over the Internet is completely secure; we encourage you to use strong passwords and protect your credentials.

Depending on where you live, you may have rights to access, correct, delete, or export personal information, or to object to or restrict certain processing. You may also have the right to lodge a complaint with a supervisory authority. To exercise rights that apply to you, contact us using the details below. We may need to verify your request and will respond consistent with applicable law.

California residents: if the California Consumer Privacy Act (CCPA) or California Privacy Rights Act (CPRA) applies, you may have additional rights regarding disclosure, correction, deletion, and opt-out of certain sharing. We do not sell personal information as defined by California law.

RolitaPro Technologies LLC is based in Connecticut, United States. If you access the Service from other countries, your information may be processed in the United States or other jurisdictions where we or our subprocessors operate. Where required, we rely on appropriate safeguards for cross-border transfers.

The Service is not directed to individuals under 18, and we do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us and we will take appropriate steps to delete it.

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the “Last updated” date. If changes are material, we will provide additional notice as required by law (for example via email or an in-product message). Continued use of the Service after the effective date constitutes acceptance of the updated policy.

Questions about this Privacy Policy or DentalStaff privacy practices:

RolitaPro Technologies LLC — DentalStaff Email: privacy@rolitapro.com Website: https://rolitapro.com