Legal

Privacy Policy

Effective November 3, 2026

We keep the information you give us in systems we run ourselves, we share it only with the few providers needed to operate them, and we never sell it. This page explains what we collect, why, and the choices you have.

The short version

We collect only what you send us and basic, aggregated website analytics.
Your information is stored in a private database and file store that we administer, with access limited to named team members.
We do not sell or rent personal information, and we do not use it for advertising profiles.
Patient information is never collected through this website. We handle it only for client practices, and only after a Business Associate Agreement is signed.
Job applicants: we keep your application for 30 days unless you are hired, then delete it.

Who we are

Bays Dental Group ("we", "us") provides outsourced front office and revenue cycle services to dental practices. This policy covers baysdentalgroup.com and the forms on it. It does not cover the websites of other companies we link to.

Information we collect

Information you give us

When you request a call: your name, practice name, work email, phone number, and the answers you choose about your practice (number of locations, practice management system, services of interest, and an optional short message).
When you apply for a job: the details listed in the job applicants section below.
When you email or call us: whatever you choose to include.

Information collected automatically

Like most websites, our servers record standard technical data when a page loads: IP address, browser type, the page requested and the page that referred you. We use Google Analytics, through Google Tag Manager, to understand which pages are useful. It sets cookies and reports usage in aggregate. We do not use advertising cookies or sell browsing data.

How we use information

To reply to you, prepare for a call you asked for, and provide the services you hire us for.
To run a hiring process you applied to.
To keep the website secure, prevent abuse, and fix problems.
To understand, in aggregate, which pages and tools are useful so we can improve them.
To meet legal, tax and contractual obligations.

We do not sell, rent or trade personal information, and we do not use it to build advertising profiles.

Patient information and HIPAA

This website is not designed to receive protected health information, and our forms ask you not to include any. When a practice hires us, patient information is handled only after a Business Associate Agreement is signed, and only inside the practice's own systems under role-based access. Our Security and HIPAA page describes those controls in full.

How we protect your information

We do not hand your information to marketing platforms, data brokers or outside recruiting tools. It is kept in a private database and file store that we administer ourselves, hosted on cloud infrastructure located in the United States.

Encrypted in transit (HTTPS) and at rest.
Row-level security: anonymous visitors can submit a form but cannot read anything stored, including their own submission.
Access limited to named team members with individual accounts. There are no shared logins.
Uploaded files are stored privately. They have no public web address and can be opened only by signed-in team members.
Every form is validated again on our servers, so data that bypasses the form is rejected.

No system is perfectly secure. If we learn of a breach affecting your information, we will notify you and the relevant authorities as the law requires.

Only the service providers needed to run our systems, each bound by contract to use the data solely to provide their service to us:

Vercel, which hosts this website.
Supabase, which runs our private database and file storage.
Google, for website analytics, email and the calendar used to schedule calls.

We may also disclose information when the law requires it, to protect our rights or the safety of others, or as part of a merger or sale of the business, in which case this policy continues to apply.

Job applicants

This section applies when you apply through our job application form. Applications are handled by Bays Dental Group Colombia SAS, part of Bays Dental Group, which is responsible for your data during the hiring process (the "responsable del tratamiento" under Law 1581 of 2012 and Decree 1377 of 2013).

What we collect and why

First and last name, email and phone: to contact you and schedule interviews.
Date of birth: to confirm you are at least 18 and to verify identity.
Address, city and country: to confirm where you would work from and prepare an employment contract if you are hired.
A photo of your face: to verify that the person in the interview is the person who applied. It is not used for facial recognition or any automated decision.
Which link brought you to the form, so we know which job post you answered.

Sensitive data and your consent

Your photo can be considered sensitive personal data. You are never obliged to authorize the processing of sensitive data. Because identity verification is part of our security process, however, an application cannot move forward without a photo. When you tick the consent box on the form, you give us your prior, express and informed authorization to process the data above for this hiring process. We record the date and the version of these terms you accepted.

How long we keep it

If you are not hired, we permanently delete your application and photo 30 days after you submit it. An automatic daily process does this. If you are hired, your data becomes part of your employment record and is kept as employment and tax law requires.

Who sees it

Only the people running the hiring process. Your application is not shared with clients, recruiters or any other company, apart from the infrastructure providers listed above. It is stored on servers located in the United States, and by applying you authorize that international transfer.

Your rights as an applicant

Under Law 1581 of 2012 you may know, update and correct your data; request proof of the authorization you gave; ask how your data has been used; revoke your authorization or ask us to delete your data at any time; and file a complaint with the Superintendencia de Industria y Comercio (SIC) after first contacting us. Send requests to hr@baysdentalgroup.com with the subject "Applicant data". We answer questions within 10 business days and complaints within 15 business days.

How long we keep other information

Call requests and business correspondence are kept for as long as we have a business relationship or a reasonable prospect of one, and then deleted, unless the law requires us to keep them longer. Analytics data is kept for the period configured in Google Analytics.

Your choices and rights

You can ask us at any time what personal information we hold about you, and ask us to correct or delete it. Depending on where you live, you may have additional rights under local law. We will not treat you differently for exercising them. You can also block or delete cookies in your browser, or opt out of Google Analytics with Google's browser add-on.

Children

This website is meant for businesses and adult job applicants. We do not knowingly collect information from anyone under 18, and we delete it if we learn we have.

Changes to this policy

When we change this policy we update the effective date at the top. If a change materially affects how we use information you already gave us, we will tell you before it applies.

Contact us

Questions or requests about your information: Email hr@baysdentalgroup.com or write to Bays Dental Group PC, 24200 I-10 Unit 112, San Antonio, TX 78257, United States.