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illumitrac Software℠ Privacy Policy

By using illumitrac Software, you agree to accept our Terms of Service and Privacy Policy.

itrac LLC ("illumitrac") understands that you care about the security of your health and personal information. At itrac LLC, we take these matters very seriously and adhere strictly to HIPAA (Health Insurance Portability and Accountability Act of 1996) and its implementing regulations, which provide data privacy and security guidelines for safeguarding medical information.

Here is a summary of our Privacy Policy. You can find the full version of this policy below, and we encourage you to read it carefully before using our services.

  1. itrac LLC provides illumitrac Software, a software platform that enables providers to offer their services directly to consumers and for consumers to purchase services directly from dental providers. itrac LLC does not provide medical, dental, or healthcare services and does not provide insurance of any type.
  2. itrac LLC collects information only to share it with your provider and care team to enable them to provide you with dental care.
  3. itrac LLC doesn’t share or sell your information to third parties.
  4. itrac LLC may use your de-identified data and analyze it in aggregation; this will not link back to you in any way.

Thank you for choosing illumitrac Software!

Last updated: September 13, 2021

Thank you for using the illumitrac Software website. We are committed to protecting your privacy and, for that reason, we have adopted this Privacy Policy to memorialize our data collection and disclosure practices for the illumitrac Software website, and its related tools and services (collectively, the "Services"). The Services are owned and operated by itrac LLC, a Delaware limited liability company ("we", "us" or "our"). This Privacy Policy applies to information collected through the Services, as well as other information provided to us online or offline by customers or users of our illumitrac Software website; however, it does not apply to information collected from our employees, contractors or vendors.

This Privacy Policy describes, among other things:

  • Personal and other information we collect about you
  • How we use your information
  • How we may share your information with third parties
  • Your choices regarding the personal information we collect about you

1. Consent

By using the Services, you consent to this Privacy Policy. If you are the parent or legal guardian of a minor child who will use the Services, then you provide your consent on the child’s behalf. If you do not agree with this Privacy Policy, please do not use the Services. Information gathered through the Services may be transferred, used, and stored in the United States or in other countries where we or our service providers are located. If you use the Services, you agree to the transfer, use and storage of your Personal Information (as defined below) in those countries. The data protection and other laws of the United States and other countries might not be as comprehensive as those in your country. You agree that all transactions relating to the Services are deemed to occur in the United States, where our servers are located.

2. Collection of Your Personal and Other Information

When you use our Services, we collect Personal Information. By "Personal Information" we mean information that can identify an individual, such as:

  • Name;
  • Personal or business addresses;
  • Email addresses;
  • Date of Birth;
  • Phone numbers;
  • Login credentials;

You may always choose not to provide Personal Information, but this may prevent you from receiving some or all of the Services.

We also collect Non-Personal Information, that is, information that does not personally identify an individual. The Non-Personal Information we collect includes how you interact with the Services, information generally collected or "logged" by Internet websites or Internet services when accessed or used by users, and information about your web browser or device accessing or using the Services.

Examples of the Non-Personal Information we collect are:

  • Your Internet Protocol (IP) address;
  • Information about your operating system and browser, such as its maker or version;
  • The pages of our website that you viewed;
  • What information or content you view, hover over, or click on;
  • The referring web page;
  • Language preferences;
  • For our website, the city and state in which you are located (but not your precise geographic location); and
  • Unique Identifiers, meaning arbitrary codes or series of characters we create to identify unique users without Personal Information.

We will not use Non-Personal Information to try to identify you, and if we associate any Non-Personal Information with information that personally identifies you, then we will treat it as Personal Information. As discussed in more detail below, we sometimes use cookies and other automatic information gathering technologies to gather Non-Personal Information.

Information collected by the Services may be collected by us or one of our service providers, but in either case, this Privacy Policy will govern the collection, use and sharing of the information.

3. Use of Your Information

We use the information we collect to:

  • Assist us in providing the Services,
  • Set up your account,
  • Improve operations,
  • Provide customer service,
  • Provide you with newsletters, RSS feeds, and/or other communications or services which you have signed up for or otherwise agreed to receive,
  • Send or display offers and other content that is customized to your interests or preferences,
  • Send account or transaction-related communications, such as welcome letters or notifications,
  • Perform research and analysis aimed at improving our products and services, and
  • Manage our systems.

We will only use your Personal Information in the way we specified when it was collected (including as described in this Privacy Policy).

4. Disclosure of Your Information

We will not disclose your Personal Information to third parties except as described below. We also will not sell or disclose your Personal Information to third parties for their own marketing purposes unless you have explicitly and affirmatively granted us permission to do so.

We will disclose Personal Information to provide the Services, which will be apparent when you use or access the Services or when you authorize or instruct us to do so. We may share your Personal Information with providers in order to complete your purchase of services from providers or so the providers can deliver their services. We may also disclose Personal Information to companies, agents, contractors, service providers or others engaged to perform functions on our behalf to help us deliver the Services. We require such third parties only use shared Personal Information to perform the services requested in accordance with this Privacy Policy and have adequate security measures in place to protect any of your shared Personal Information.

Additionally, we may use your and other users’ Personal Information in the creation of de-identified aggregated datasets, meaning the datasets do not individually identify you or any other user. We may use and disclose such datasets for research and to validate and improve our products, and publish the results of such research.

Furthermore, our collection, use and disclosure of your Personal Information may be governed by written agreements we have with your healthcare provider and by applicable laws, including the Health Insurance Portability and Accountability Act, as amended (collectively, "Privacy Restrictions"). Nothing in this Privacy Policy is intended to grant us additional rights to collect, use and disclose your Personal Information beyond what is permitted by applicable Privacy Restrictions.

Subject to applicable Privacy Restrictions, we may also disclose your Personal Information to third parties when we believe, in good faith and in our sole discretion, that such disclosure is reasonably necessary to (a) enforce or apply the terms and conditions of the Services, including investigation of potential violations thereof, (b) comply with legal or regulatory requirements or an enforceable governmental request, (c) protect the rights, property or safety of us, our users or other third parties, (d) prevent a crime or protect national security, or (e) detect, prevent or otherwise address fraud, security or technical issues.

We may also share information within our corporate family, such as with subsidiaries, joint ventures, or affiliates, to the extent permitted by law. In the event that we enter into a corporate transaction, such as a reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings), we may transfer personal information that we have collected to the relevant third party.

Lastly, we may also disclose Non-Personal Information, which does not contain identifiable Personal Information, aggregated with information about our other users to our clients, business partners, merchants, advertisers, investors, potential buyers and other third parties if we deem such disclosure, in our sole discretion, to have sound business reasons or justifications.

5. Cookies and Automatic Information Gathering Technologies

Every time you access our illumitrac Software website, we collect Non-Personal Information (discussed above in Section 2). To assist the Services in collecting and storing Non-Personal Information, we may employ a variety of technologies, including "Cookies," local browser storage and "Web Beacons." A "Cookie" is a small amount of data a website may store in your web browser that it can access when you visit it. A cookie also refers to web-browser-based storage provided by Adobe's Flash plugin (a "Flash Cookie"). Cookies may contain user preferences, unique identifiers and other Non-Personal Information. A "Web Beacon" is a small, usually-transparent image placed on a web page that allows us or our partners to collect Non-Personal Information.

You can erase information stored in cookies, flash cookies, and local browser storage at any time, but you may be forced to login to the website again and you may lose some preferences or settings. You can also set your browser to refuse all website storage or to indicate when it is permitted, but some features of our Services may not function properly without it. We do not use Cookies, Web Beacons or similar technologies to store Personal Information.

We may use your device's unique identifier (UDID), media access control address (MAC Address), or other unique identifiers to assist us in collecting and analyzing this data.

6. Transparency and Choice

When you use our Services, we make good faith efforts to provide you with access to your Personal Information and either to correct this data if it is inaccurate or to delete such data at your request, in either case if it is not otherwise required to be retained or remain unchanged by law, in accordance with our legal and contractual obligations to your healthcare provider, or for legitimate business purposes.

Please email us at support@illumitrac.com with any questions, if you need assistance accessing or changing your Personal Information, or if you would like to have your Personal Information deleted. Please be aware that if you delete your Personal Information, you may not be able to continue to use the Services. Also, even if you request that we delete your Personal Information, we may need to retain certain information for a limited period of time to satisfy our legal, audit and/or dispute resolution requirements.

We do not use, or allow third party advertising networks to use, information about web browsing activity collected through the Services for targeted or behavioral advertising. We support the development and implementation of a standard "do not track" browser feature that provides customers with control over the collection and use of information about their web-browsing activities. Once a standardized "do not track" feature is released, we intend to adhere to the browser settings accordingly.

You can opt out of receiving marketing emails from us by clicking on the "unsubscribe" link in the emails. Please note that it may take up to ten (10) business days for your opt-out request to be processed. Also, even if you opt out of marketing emails, we may continue to send you certain account-related emails, such as notices about your account and confirmations of transactions you have requested.


Our collection and use of Personal Information from individuals of all ages on the illumitrac Software patient platform complies with HIPAA and the terms of our business associate agreement with your healthcare provider, and otherwise complies with your healthcare provider’s HIPAA Notice of Privacy Practices. Please contact your healthcare provider for more information regarding its HIPAA Notice of Privacy Practices.

8. Information Security

We utilize commercially reasonable physical, technical, and administrative security measures to protect Personal Information we collect from loss, misuse, unauthorized access, or improper disclosure. Unfortunately, however, no data transmission over the Internet and no method of data storage can be guaranteed to be 100% secure. Therefore, while we strive to protect your Personal Information, we cannot guarantee its security. Additionally, using, or transmitting your Personal Information over the Internet is at your own risk. You should only access the Services and transmit information to and from our website within a secure environment.

We restrict access to Personal Information to our employees, contractors, service providers and agents who need to know that information in order to operate, develop or improve our Services. These individuals are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations.

9. Your California Privacy Rights

You may have heard of the California Consumer Privacy Act (CCPA) which provides certain rights to California residents in connection with their Personal Information. Our Services are not currently subject to the CCPA. However, we do provide notice and transparency about our collection and use of Personal Information as described in this Privacy Policy.

In addition, California's "Shine the Light" law (Civil Code Section § 1798.83) permits users of our Services that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please send an email to support@illumitrac.com or write us at: 920 SW 6th Ave Suite 240, Portland, OR 97204.

10. Third Party Websites

Please note that the Services may link or integrate with third party sites, services or apps. We are not responsible for the privacy or security policies or practices or the content of such third parties. Accordingly, we encourage you to review the privacy and security policies and terms of service of those third parties so that you understand how those websites collect, use, share and protect your information.

11. Changes to this Policy

We may modify or update this Privacy Policy periodically with or without prior notice by posting the updated policy on this page. You can always check the "Last Updated" date at the top of this document to see when the Privacy Policy was last changed. If we make any material changes to this Privacy Policy, we will post a notice of the changes on our website prior to the changes becoming effective. We encourage you to check this Privacy Policy from time to time. IF YOU DO NOT AGREE TO FUTURE CHANGES TO THIS PRIVACY POLICY, YOU MUST STOP USING THE SERVICES AFTER THE EFFECTIVE DATE OF SUCH CHANGES (WHICH IS THE "LAST UPDATED" DATE).

12. Questions

If you have any questions about our Privacy Policy or have feedback, please contact us at:

illumitrac Software
920 SW 6th Ave. Suite 240
Portland, Oregon 97204

Email: support@illumitrac.com