Legal
Privacy Policy
1. Who we are
Sentry Seal™ ("Sentry Seal," "we," "us") is payment-integrity software for dental practices, operated by Finley Dental Corp, 2835 S. Bristol St. Suite A, Santa Ana, CA 92704. Sentry Seal helps practices confirm that the payments they record were actually received, by reconciling cash, card, insurance checks and insurance EFTs against independent sources.
This policy explains what we collect, how we use and share it, and your choices. Questions: hello@sentryseal.com.
2. Who this policy covers
Sentry Seal is a business-to-business service. Our customers are dental practices. This policy covers (a) visitors to this website, (b) practice owners and staff who use Sentry Seal, and (c) practice and patient data that the software handles on a practice's behalf.
3. This website
This website does not use advertising or analytics trackers and does not set cookies. Fonts are loaded from Google Fonts, which may receive your IP address as part of delivering them. If you email us, we keep your message and contact details to reply to you.
If you use the contact form, what you enter (your name, practice, email, phone and message) is delivered to us by email through our form service, Web3Forms, and used only to reply to you. Please don't include patient information in the form.
4. Information the software handles
- Where it lives. Sentry Seal runs on a computer owned or controlled by the practice. Practice and patient data it reads and creates is stored on that computer and on backup locations the practice chooses, not on our servers, except as described in this policy.
- User accounts. Names, roles and sign-in PINs of practice staff. PINs are stored only as a salted cryptographic hash.
- Practice management data. With the practice's authorization, Sentry Seal reads data from the practice's practice management software: patient names and dates of birth, payments, adjustments, appointments, procedures and insurance claims. Some of this is Protected Health Information (PHI).
- Bank data (Plaid). With the practice's authorization, Sentry Seal reads deposit transactions from the practice's business bank account through Plaid, read-only. It never moves money.
- Card payments. Card numbers are captured and tokenized by the payment processor's terminal or secure form and never reach Sentry Seal. We keep only the amount, card brand, last four digits and the processor's reference number.
- The independent checkpoint. Unless the practice turns it off, the software sends us a daily checkpoint: practice name and identifier, a cryptographic fingerprint of its audit log, an entry count and a time. It contains no patient names, amounts or other PHI.
- Support. If a practice asks for help, our staff may view its system during a support session the practice permits.
5. How we use information
Only to provide and improve the service: reconciling payments against independent sources; flagging discrepancies and possible embezzlement; keeping a tamper-evident audit record; signing in users and enforcing approvals; sending the practice its own alerts and summaries; providing support; and meeting legal obligations. We do not sell personal information and do not use it for advertising.
6. How we share information
- Service providers that power the service, each under contract: the practice's practice management software, Plaid, the practice's card processor (for example CardPointe), the practice's insurance remittance provider where connected, and email providers.
- The practice itself, which owns and controls its data.
- Legal and safety reasons, to comply with law or protect rights and safety.
- Business transfers, in a merger or acquisition, subject to this policy.
7. Plaid
We use Plaid Inc. to connect to the practice's financial institution. By connecting an account, you grant Sentry Seal and Plaid the right to access and transmit your financial-account information from that institution, in line with these terms and Plaid's End User Privacy Policy (plaid.com/legal). Access is read-only and can be disconnected at any time.
8. Protected Health Information (HIPAA)
Some data handled for a practice is PHI under HIPAA. We act as the practice's Business Associate and handle PHI under a Business Associate Agreement (BAA), using and disclosing it only as that BAA and the law permit. Any company that handles PHI on our behalf must sign a business associate agreement with us first.
9. Security
We use administrative, technical and physical safeguards, including encryption in transit, role-based access, hashed credentials, an append-only tamper-evident audit log, and keeping card data at the payment processor. No system is completely secure, and we cannot guarantee absolute security.
10. Retention and deletion
Data on a practice's own computer is under that practice's control. We keep the information we hold for as long as needed to provide the service and meet legal and audit requirements, then delete or de-identify it. A practice may ask us to export or delete information we hold by writing to hello@sentryseal.com.
11. Your choices
- Disconnect the bank connection at any time.
- Turn off the independent checkpoint in Settings.
- Ask us to access, correct or delete information we hold, subject to legal limits.
12. Children
Sentry Seal is a workplace tool, not directed to children, and we do not knowingly collect information directly from children.
13. Changes
We may update this policy and will post the new version here with a new "Last updated" date, and notify practices where appropriate.
14. Contact
Finley Dental Corp · 2835 S. Bristol St. Suite A, Santa Ana, CA 92704 · hello@sentryseal.com