Privacy Policy

We value your privacy and make every effort to respect your wishes and personal information. Please read this policy carefully to understand how we collect, use, and manage your information — the information the Kaylie application handles for a dental practice, the mailbox a practice may connect to it, the information we collect automatically when you visit this website, and your phone number if you choose to give it to us.

The Kaylie Application

Kaylie is software for dental practices. It verifies a patient's insurance on the payer's own portal, tracks claims, reads explanations of benefits and writes the result back into the practice's practice management system. To do that it handles patient and insurance information — including protected health information — on behalf of the practice, which remains the owner of that data. We handle it under a Business Associate Agreement as required by HIPAA, use it only to provide the service to that practice, and never sell it or use it for advertising.

Connecting a Practice Mailbox (Google or Microsoft 365)

Insurance portals email a practice the one-time sign-in codes, password-reset links and registration confirmations that their own security requires. A practice can connect the mailbox those emails arrive in — a Google Workspace or Microsoft 365 account — so that Kaylie can read those messages itself instead of the office forwarding each one by hand. Connecting is optional, an administrator at the practice does it, and it can be undone at any time.

What Kaylie is granted. Read-only access to that mailbox — on Google, the https://www.googleapis.com/auth/gmail.readonly scope, plus your email address so we know which mailbox was connected. Kaylie cannot send, delete, modify or organise mail, and it is never granted access to contacts, calendars, files or any other Google or Microsoft service.

What Kaylie actually reads, and what it never opens. A check lists only what arrived since the previous check, and that listing returns the sender, subject and time — not the contents. Kaylie then opens the body of a message only when both of two conditions hold: the sender's domain belongs to a known insurance carrier or payer portal, and the message arrived within the last ten minutes. Every other message in the mailbox — personal mail, patient mail, vendor mail, anything from any other sender — is never downloaded and its contents are never seen by Kaylie. Every message Kaylie does open is written to a log the practice can read inside the app, showing the sender, the subject, the time and whether a sign-in code was found.

When it happens. Only on demand: while a portal sign-in is waiting for its code, or when someone at the practice presses "Check now". There is no background scanning of the mailbox, and nothing is indexed or copied in advance.

What is stored, and for how long. We store the address of the connected mailbox, the log of messages opened described above, and the one-time sign-in code itself, which expires within minutes of being stored and is only used to complete that portal login. We do not store the contents of emails, their attachments, or any message we did not open. The authorisation the practice granted is held encrypted and is used for nothing else.

What we never do with it. Information obtained from a connected mailbox is never sold, never shared with any third party other than the service providers that host and operate Kaylie on our behalf (such as our database and error-logging providers, which process it only to run the service and are bound to keep it confidential), never used for advertising or any form of marketing, and never used to train generalised artificial-intelligence or machine-learning models. It is used for the single purpose the practice connected it for: getting that practice signed in to its own insurance portals. Kaylie's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

How to disconnect. An administrator can disconnect the mailbox at any time from the Vault tab inside Kaylie, which stops all reading immediately. You can also revoke Kaylie's access directly from your own account — at myaccount.google.com/permissions for Google, or through your Microsoft 365 account settings — and a Workspace administrator can remove it for the whole domain. To have the stored record of a connection and its read log deleted, email us at contact@kaylie.ai and we will delete it.

Collection of Phone Numbers

We collect your phone numbers only when you voluntarily provide them to us, for example, during transactions, inquiries, or when you sign up to receive notification messages. You can opt in to receive these SMS messages by providing your phone number.

Use of Phone Numbers for SMS

SMS messaging charges may be applied by your carrier. We will only share your phone number with our SMS provider, subject to their privacy policy.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories of data sharing exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Opting Out of Messages

If at any time you wish to stop receiving messages from us, you can opt out by texting STOP.

Privacy of Phone Numbers

Once you have opted out, we will not send you any more SMS messages, nor will we sell or transfer your phone number to another party.

Information We Collect When You Visit This Website

When you visit kaylie.ai we automatically collect technical information your browser sends us: your IP address, your device and browser type, the pages you view, the site or search that brought you here, and how long you stay. We collect this using Google Analytics, which stores cookies and similar identifiers in your browser.

We also use a third-party visitor identification service that uses your IP address to determine which company or organization you are visiting from, and in some cases to identify you individually by name and business contact details. We use this to understand which dental practices and groups are interested in Kaylie so that we can follow up with them.

This applies to visitors to this marketing website only. We do not use analytics or visitor identification tools inside the Kaylie application at my.kaylie.ai, and these tools never receive patient information.

How We Use and Share Website Information

We use it to understand which parts of this site are useful, to improve them, and to contact businesses that may be a good fit for our services. We share it with the analytics and visitor identification providers that operate these tools on our behalf, each subject to their own privacy policy.

Your Choices About Website Information

You can block or delete cookies in your browser settings, and most browsers can send a Global Privacy Control or Do Not Track signal. Depending on where you live — including in California — you may have the right to know what personal information we hold about you, to ask us to correct or delete it, and to opt out of it being shared for advertising or sales purposes. To make any of these requests, or simply to ask us to stop identifying you when you visit, email us at contact@kaylie.ai and we will act on it. We will not treat you differently for asking.

Changes to This Policy

We may periodically update this policy. We will notify you about significant changes in the way we treat your information by placing a prominent notice on our site.

We thank you for your understanding and cooperation. If you have any questions or concerns about this policy, please feel free to contact us at contact@kaylie.ai.