Privacy Policy
The short version
- We never receive your patients' information. VisitPing runs on your server, and patient data stays there.
- We handle only business information: who bought VisitPing, how to reach them, and which installation their license belongs to.
- We don't sell or rent information, show ads, or use tracking cookies or analytics on our website.
This policy explains what information Caleb Ross, doing business as VisitPing ("VisitPing," "we," "us"), handles, and why. It covers our website (visitping.com), purchases, the license service, and support. Our Terms of Service cover how you may use VisitPing.
1. Your patients' information
VisitPing is installed on your practice's own Windows server. It reads appointment information, such as patient names, appointment times, statuses and providers, from your Open Dental database and shows it on screens on your network. That information is processed and stored only on your server and the devices you connect to it. It is never sent to us.
Two features involve outside parties that you control:
- Phone and computer notifications. If staff turn on notifications, your server sends them through the push service run by the maker of each browser or phone, such as Apple, Google, Microsoft or Mozilla. That's how all web notifications work. They are encrypted between your server and the device, and VisitPing leaves patient names out. A notification says, for example, which op needs the doctor. They don't pass through us.
- Microsoft sign-in. If you set up Microsoft Entra sign-in, staff sign in with your practice's Microsoft account. That happens between your server, your staff and Microsoft, under your agreement with Microsoft.
Your practice is responsible for patient information on its systems, including where screens are placed. Please don't include patient information when you contact support.
2. Information we collect
| When | What we receive | From |
|---|---|---|
| You buy a subscription | Name, email, billing address, practice name, tax ID if you enter one, your VisitPing Install ID, plan, and payment status. Stripe handles your card or bank details. We see only things like the card brand and last four digits. | You, through Stripe Checkout |
| VisitPing checks for a license | Your Install ID, a random claim code that keeps your license from being taken by another server, the VisitPing version, and standard connection details such as your server's IP address | Your VisitPing server |
| You visit visitping.com | Standard connection details, such as IP address, browser type and the pages requested, processed by our host for delivery and security | Your browser |
| You email us | Whatever you include in your email | You |
Your Install ID is a random code created when VisitPing is installed. It identifies the installation, not a person.
3. How we use it
- To create, deliver and renew your license, and to link it to the right server
- To process payments, send receipts, and handle billing and taxes
- To send service messages, such as your license key, renewal problems and important changes
- To answer support requests
- To keep the website and license service secure and working, and to prevent fraud or misuse
- To meet legal, tax and accounting obligations
We don't send marketing email unless you ask for it, and we don't use your information for advertising.
4. Who we share it with
We use a small number of service providers to run VisitPing. They process information for us under their own privacy and security terms:
- Stripe: payments, subscriptions, invoices, tax calculation, and the billing portal. Stripe's privacy policy
- Cloudflare: hosts our website, license service and installer downloads, and stores license records. Cloudflare's privacy policy
- Resend: sends license emails. Resend's privacy policy
- Our email provider: receives and stores email sent to support@visitping.com.
We may also disclose information if the law requires it, to protect rights and safety, or to a buyer or successor if VisitPing is sold or reorganized. In that case this policy keeps applying to information already collected. We don't sell or rent personal information.
5. Cookies and tracking
Our website doesn't use analytics, advertising cookies or tracking pixels, and its fonts are served from our own site. Stripe's checkout and billing pages set cookies needed for payments and fraud prevention. Inside VisitPing, cookies on your own server keep staff signed in. Those stay on your network.
6. How long we keep it
- License records are kept while your subscription is active and for a reasonable time afterward, so you can renew or move your license.
- Billing records are kept as long as tax and accounting laws require, usually several years.
- Connection logs at our host are short-lived, usually days.
- Support emails are kept while they're useful for helping you.
7. Security
License keys are digitally signed, and connections to our services use HTTPS. Payment details are handled by Stripe and never touch our systems. Access to our accounts is limited and protected. No system is perfectly secure, but the most sensitive information, your patients', is never on our systems at all.
8. Your choices and rights
- Update your billing details, download invoices or cancel in the billing portal.
- Turn off automatic license checks in Settings › License and add license keys by hand.
- Ask us for a copy of your information, or ask us to correct or delete it, by emailing support@visitping.com. We'll respond within 30 days. We may need to keep some records, such as invoices, where the law requires it.
Depending on where you live, you may have additional rights under local law. We'll honor them as the law requires.
9. A business service
VisitPing is sold to dental practices and other businesses, not to consumers, and it isn't directed to children.
10. Where information is processed
We're based in the United States. Our service providers may process information in the United States and other countries where they operate.
11. Changes to this policy
We may update this policy. For changes that matter, we'll email customers or post a notice before they take effect. The effective date at the top shows the current version.
12. Contact
VisitPing, Blacklick, Ohio
Email: support@visitping.com