Here is a tailored Privacy Policy and SMS Terms & Conditions document for Ultimate Dental Lab, matching the tone, structure, and comprehensive details of the reference policy.

Privacy Policy and SMS Terms & Conditions

Effective Date: June 30, 2026

This Privacy Policy explains how Ultimate Dental Lab (“we,” “our,” or “us”) collects, uses, stores, and protects personal and professional information through our website, dental laboratory services, client portals, account registration, events, and communications, including SMS/text messaging services.

As a professional dental laboratory supporting dental practices, practitioners, clinical staff, and industry partners, we are committed to protecting your privacy and maintaining responsible data practices consistent with our clinical support mission.

By accessing our website, utilizing our laboratory services, submitting digital or physical prescription forms, or communicating with us by phone, email, or text message, you agree to the practices described in this Privacy Policy.

Information We Collect

We may collect information directly from dental practitioners, office managers, clinical staff, billing personnel, and website visitors.

The information we collect may include:

• Full name and professional credentials (e.g., DDS, DMD)

• Dental practice or clinic name

• Email address

• Mobile or telephone number

• Mailing, billing, and shipping addresses

• License number or professional affiliations

• Patient case information submitted via prescriptions (e.g., patient names, initials, or case ID numbers, tooth numbers, and shade selections)

• Billing, payment, and financial transaction information

• Communication preferences

• Website usage data and analytics

• Any additional information voluntarily submitted through digital case portals, contact forms, or direct inquiries

For case-related services, we only collect information reasonably necessary to manufacture custom dental restorations, process billing, manage logistics, and maintain ongoing case-related communication.

How We Use Information

We use collected information for legitimate commercial and professional purposes, including:

• Responding to client inquiries and managing laboratory accounts

• Manufacturing custom dental prosthetics, restorations, and appliances

• Sending case status updates, tracking numbers, and manufacturing notifications

• Providing support regarding digital scans, physical models, or case specifications

• Processing payments, invoicing, and managing financial relationships

• Improving our laboratory services, material offerings, and website functionality

• Sending administrative notices, material updates, and operational communications

• Providing SMS/text message communications where express consent has been provided

• Ensuring website and portal security and preventing fraud or misuse

We may also use aggregated or de-identified information for laboratory reporting, quality control, or industry benchmarking.

SMS/Text Messaging Terms & Conditions

By providing your mobile phone number and opting into SMS communications from Ultimate Dental Lab, you consent to receive conversational, transactional, and informational text messages related to:

• Case status updates (e.g., “Case received,” “In production,” “Shipped”)

• Urgent case questions (e.g., scan clarity issues, margin verification, or shade clarifications)

• Delivery, courier, and shipment tracking notifications

• Account status and billing inquiries

• Responses to questions submitted through our website or directly to laboratory technicians

SMS consent is not a condition of purchasing restorations, opening an account, or partnering with our laboratory.

Message Frequency

Message frequency varies depending on your active case volume, specific case complications, shipment schedules, and direct inquiries to our team.

Message and Data Rates

Message and data rates may apply depending on your wireless carrier and mobile plan.

Opt-Out Instructions

You may opt out of SMS communications at any time by replying:

STOP

After opting out, you will no longer receive SMS messages from us unless you explicitly opt back in.

Help Instructions

For assistance, reply:

HELP

You may also contact us through our website contact form or directly through our customer support team.

Example SMS Messages

“Hello Dr. Smith, this is Ultimate Dental Lab. We have received your digital scan for Case #4829, but the margin on tooth #9 is slightly obstructed. Could you please review the portal or call us? Reply HELP for assistance or STOP to opt out.”

“Hi Ultimate Dental Lab Team, your pickup request has been scheduled for tomorrow morning. Our local courier will arrive between 9:00 AM and 11:00 AM. Reply STOP to opt out.”

SMS Data Sharing Restrictions

We do not sell, rent, or share your mobile information with third parties or affiliates for marketing or promotional purposes. All categories outlined in this Privacy Policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Sharing of Information

We may share information only when reasonably necessary to operate our dental laboratory and provide services, including:

• With trusted service providers assisting with website hosting, cloud-based lab management software, digital scan portals, shipping/courier logistics, payment processing, or technical support.

• With manufacturing partners or milling centers directly involved in outsourcing specific components of a restoration when necessary.

• When required by law, legal process, or governmental request.

• To protect the rights, safety, or property of our laboratory, our clients, patients, or others.

• In connection with organizational restructuring, merger, or transfer of business assets.

All service providers are contractually expected to maintain appropriate confidentiality and data security measures. We do not sell personal or professional information to third parties.

Patient Data and Protected Health Information (PHI)

As a dental laboratory, we receive patient information (such as names, initials, or medical dental histories) strictly to fabricate custom dental appliances at the direction of a licensed dentist. We treat all patient data with strict confidentiality and comply with applicable data protection laws and business associate guidelines where required to safeguard patient identity and case information.

Cookies and Website Analytics

Our website and digital portals may use cookies, web beacons, and analytics tools to:

• Understand website usage and visitor navigation behavior.

• Improve portal functionality, login memory, and user experience.

• Monitor digital dashboard performance and security.

You may disable cookies through your browser settings, though doing so may limit your access to certain secure client portal functions.

Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect professional and case information from unauthorized access, disclosure, alteration, or loss. This includes secure file transfer protocols for digital impressions and encrypted portal access.

However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain personal and case information only as long as reasonably necessary for:

• Fulfilling laboratory manufacturing and structural warranties.

• Providing ongoing client account management.

• Meeting legal, tax, compliance, and accounting obligations.

• Recordkeeping requirements for medical device tracking where applicable.

When information is no longer needed, we take reasonable steps to securely delete, shred, or anonymize it.

Third-Party Links

Our website or digital portals may contain links to third-party sites, such as specific intraoral scanner portals (e.g., iTero, 3Shape, Carestream) or external shipping carriers. We are not responsible for the privacy practices or content of third-party websites.

Your Privacy Rights

Depending on your location and applicable regional laws, you may have the right to:

• Request access to the professional information we maintain about your account.

• Request correction of inaccurate account details.

• Request deletion of certain personal data.

• Withdraw consent to promotional or automated communications.

• Opt out of SMS messaging.

To exercise these rights, please contact our privacy compliance team using the information provided below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect operational, technology, legal, or regulatory changes. Updated versions will be posted on this page with a revised effective date.