Note: This document was AI-drafted as a starting point and should be reviewed by qualified legal counsel before being treated as a final Privacy Policy. Last updated: February 2026.

Privacy Policy

This Privacy Policy describes how The Oncall Bot LLC ("The Oncall Bot", "PractCom", "DentalStaff", "we", "us", or "our") collects, uses, and shares information about you when you use the DentalStaff by PractCom job-matching service ("the Service") accessible at jobs.practcom.com and related domains.

By creating an account or using the Service, you consent to the practices described in this Policy. If you do not agree, please do not use the Service.

1. Information We Collect

We collect the following categories of information:

Account information: name, email address, phone number, password (stored hashed), location (city, state, ZIP code), search radius preference, and account creation timestamp.
Professional information: the roles you are seeking, your years of experience, employment-type preferences, and the resume document(s) you upload.
Application information: the jobs you have applied to, any cover notes you provide, and timestamps for those applications.
Usage and device data: pages visited, actions taken within the Service, IP address, browser type, device type, operating system, and login timestamps.
Communications: the content of messages you send through the Service or to our support team.

2. How We Use Your Information

We use the information we collect for the following purposes:

To create and manage your job-seeker account.
To match you with relevant job openings based on your role preferences and location.
To send job-alert email notifications consistent with your stated preferences.
To enable dental practices to receive and review applications you have submitted.
To send service-related communications (account changes, password resets, terms updates).
To monitor, debug, and improve the Service.
To detect and prevent fraud, abuse, or security incidents.
To comply with applicable laws and respond to lawful requests.

3. How We Share Your Information

Critical: When you submit an application for a specific job posting, your resume, name, email address, phone number (if provided), and any cover note you wrote are shared with the dental practice that posted that specific position. That practice is a verified subscriber of PractCom's paid subscription service. We do not share your information with practices to which you have not applied.

We may also share information in the following circumstances:

Service providers: we share information with companies that help us operate the Service (e.g., cloud hosting providers, email delivery vendors, geocoding services). These providers are bound by confidentiality obligations and may use your information only to provide the contracted services.
Legal compliance: we may disclose information if required by law, subpoena, court order, or other valid legal process, or if we believe in good faith that disclosure is necessary to protect rights, safety, or property.
Business transfers: if PractCom is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you and post a notice on the Service before your information is transferred and becomes subject to a different privacy policy.

We do not sell personal information to any third party. We do not share your information with advertisers or data brokers. We do not use your information for cross-context behavioral advertising.

4. Data Retention

Active accounts: we retain your information for as long as your account remains active.
Deleted accounts: upon account deletion request, we will remove your personal information from active systems within 30 days. Limited backups may persist for up to 90 additional days for disaster recovery purposes.
Submitted applications: applications and the resume snapshot attached to them are retained for up to two (2) years following submission to permit dental practices to maintain hiring records, then purged. You may request earlier deletion at any time.
Aggregated, anonymized data: we may retain aggregated statistics that cannot be used to identify you indefinitely.

5. Your Rights

You have the following rights regarding your personal information:

Access: you may request a copy of the personal information we hold about you.
Correction: you may correct inaccurate information through your profile settings or by contacting us.
Deletion: you may delete your account and request removal of your personal information.
Opt-out of marketing emails: you may disable job-alert notifications in your profile settings or via the unsubscribe link in any email we send.
Data portability: you may request your information in a portable, machine-readable format.

5.1 California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

The right to know what personal information we have collected about you.
The right to request deletion of your personal information.
The right to opt out of the sale or sharing of personal information (note: we do not sell personal information).
The right to non-discrimination for exercising your privacy rights.

To exercise any of these rights, email us at admin@practcom.com. We will respond within 45 days.

5.2 European Economic Area, United Kingdom, and Switzerland Residents (GDPR)

If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR), including the rights of access, rectification, erasure, restriction of processing, data portability, and to object to processing. The legal bases on which we process your information include (a) the performance of a contract (to provide the Service you signed up for), (b) your consent (for marketing notifications), and (c) our legitimate interest in operating, securing, and improving the Service.

6. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your information, including:

HTTPS/TLS encryption for all data transmitted between your device and our servers.
Resume files stored in access-controlled cloud storage with signed, time-limited download URLs.
Passwords stored as bcrypt-hashed values; we never store plain-text passwords.
Practice-scoped access controls — dental practices cannot view applicant data for jobs they did not post.
Regular security reviews, dependency updates, and monitoring for suspicious activity.

No system is completely secure, however. If we learn of a security breach affecting your personal information, we will notify you in accordance with applicable law.

7. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, please contact us and we will delete it.

8. International Data Transfers

PractCom is based in the United States, and your information may be processed in the United States or any other country in which we, or our service providers, maintain facilities. By using the Service, you consent to the transfer of your information to the United States and other jurisdictions, which may have data-protection laws different from those of your country of residence.

9. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to read their privacy policies before providing any information to them.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email and post a notice on the Service before the changes take effect. Your continued use of the Service after the effective date of the revised Policy constitutes your acceptance of the changes.

11. Contact Us

For questions about this Privacy Policy, to exercise any of your rights, or to request data deletion, please contact:

The Oncall Bot LLC
Privacy Inquiries
Email: admin@practcom.com