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Privacy Policy

Last updated:

This Privacy Policy explains how Vagus LLC, a Colorado limited liability company, d/b/a Vagus Solutions ("Vagus," "we," "us") collects, uses, discloses and protects information when you visit vagussolutions.com (the "Website") or use the Vagus platform at app.vagussolutions.com (the "Platform").

1. Information we collect

From Website visitors

  • Information you give us. When you submit the contact or demo request form, we collect your name, work email, phone number (optional), company name, job title, organization type, number of locations and your message.
  • Usage information. If analytics are enabled, we use a privacy-focused analytics service that records aggregate page views, referrers, browser and device type and country. It does not use cookies, does not collect personal identifiers and does not track you across other websites.
  • Technical logs. Our hosting provider keeps standard server logs (such as IP address, request time and requested page) for security and reliability.

Please do not include any patient information in Website forms. The Website is not designed to receive protected health information.

From Platform users

  • Account information: name, work email, phone number, role, organization and location assignments, professional credentials (for providers) and authentication data such as MFA enrollment.
  • Business information: contracts, pricing, invoices, payment status, shipping details and case workflow data.
  • Protected health information (PHI): patient information entered into prescriptions and cases. We process PHI only on behalf of our customers, as their business associate, under a Business Associate Agreement (see section 7).
  • Payment information: card and bank details are collected and stored by Stripe. Vagus does not store full card or bank account numbers.

2. How we use information

  • To respond to inquiries, schedule demos and provide quotes
  • To provide, maintain, secure and support the Platform
  • To process invoices and payments between practices and laboratories
  • To send service notifications, such as case status updates and security alerts
  • To detect, prevent and investigate fraud, abuse and security incidents
  • To comply with legal obligations

We do not sell personal information, and we do not use PHI for marketing or advertising.

3. How we protect information

  • Encryption in transit (TLS 1.2 or higher) for all connections
  • AI document processing on AWS under our AWS Business Associate Agreement; PHI is not used to train models
  • AES-256-GCM field-level encryption at rest for PHI, with keys managed in AWS Key Management Service
  • Role-based access controls and database row-level security that isolate each customer's data
  • Mandatory multi-factor authentication and automatic session timeouts on the Platform
  • Audit logging of access to and changes to PHI

No system is perfectly secure, but we design every layer to protect your data. See our Security page for details.

4. Data retention

  • Website inquiries are kept for as long as needed to respond and follow up, and for up to two years afterward, unless you ask us to delete them sooner.
  • Platform data is kept for the term of the customer's agreement and then returned or deleted as that agreement and the BAA require.
  • Audit logs are retained for at least six years, consistent with HIPAA documentation requirements.
  • Financial records are retained as required by tax and accounting law.

5. How we share information

We share information only as needed to operate our services, with:

  • Service providers that process data on our behalf under written agreements. Which of these providers have signed Business Associate Agreements, and which must sign one before they handle PHI, is listed on our BAA Information page:
  • The other party to a case on the Platform — for example, a laboratory receives the prescription a practice submits to it.
  • Authorities when required by law, or to protect the rights, safety and security of our users and the public.
  • A successor in a merger, acquisition or sale of assets, subject to this Policy and any applicable BAA.

6. Your rights and choices

You may ask us to access, correct or delete personal information we hold about you, or to stop contacting you. Email privacy@vagussolutions.com and we'll respond within 30 days. Depending on where you live, you may have additional rights under state privacy law.

If your information is part of a customer's Platform account (for example, as a patient or as an employee of a dental practice), please direct your request to that organization; we will assist them in responding.

7. Protected health information (HIPAA)

When dental practices and laboratories use the Platform, Vagus acts as their business associate under the Health Insurance Portability and Accountability Act (HIPAA). We use and disclose PHI only as permitted by our Business Associate Agreement with each customer and by HIPAA — to provide the Platform, for our proper management and administration, and as required by law. We maintain administrative, physical and technical safeguards, apply the minimum necessary standard, require our subcontractors that handle PHI to sign Business Associate Agreements and notify customers of breaches of unsecured PHI as HIPAA requires. Patients should contact their dental provider to exercise their HIPAA rights. Learn more on our BAA Information page.

8. Cookies

The Website does not use advertising or tracking cookies, and our analytics do not use cookies. The Platform uses strictly necessary cookies to keep you signed in and to enforce session timeouts; these cannot be turned off without breaking sign-in.

9. Children

Our services are intended for businesses and are not directed to children under 13. We do not knowingly collect personal information from children through the Website.

10. Data location

We store and process data in the United States.

11. Changes to this Policy

We may update this Policy from time to time. We'll change the "Last updated" date above and, for material changes, notify Platform customers in advance.

12. Contact us

Questions about this Policy or our privacy practices: privacy@vagussolutions.com