Privacy Policy

1. Scope and Who We Are

This Privacy Policy explains how Orabite Inc., operating under the ORABITE™ brand (“ORABITE™,” “we,” “us” or “our”), collects, uses, discloses, retains and protects personal information in connection with orabite.com, its webpages, forms, customer accounts, refill store and related communications (collectively, the “Site”).

This Policy does not govern a dental clinic’s independent handling of patient information or the Seazona platform. It also does not replace any privacy notice presented by a payment, shipping or other third-party service when that service collects information directly from you.

2. Accountability and Privacy Officer

ORABITE™ is accountable for personal information under its control. Our Privacy Officer oversees this Policy, privacy practices, requests and complaints. Contact details appear in Section 20. We require service providers handling information for us to use it only for authorized purposes and to protect it appropriately, subject to applicable law and contractual arrangements.

3. Personal Information We Collect

3.1 Contact, inquiry and professional information

When you contact us, request a sample, ask to become a provider, subscribe, or communicate with our team, we may collect your name, email address, telephone number, organization or clinic, professional role, business address, licensing or practice information, the content of your message, communication preferences and records of our correspondence.

3.2 Account and refill-store information

When you create an account or purchase product refills, we may collect your account credentials, customer name, email, telephone number, billing and shipping addresses, products and quantities ordered, prices, discounts, taxes, shipping method, order status, delivery information, purchase history, returns, refunds and customer-service records.

To confirm that a refill is appropriate for an existing ORABITE™ customer, we may request limited verification information such as a case, customer or prior-order reference, the name of the treating dental clinic or provider, and confirmation that you use an ORABITE™ appliance. Do not submit a diagnosis, prescription, scan, dental image, treatment record or other clinical information through the store or general Site forms.

3.3 Payment information

Payment card details are collected and processed directly by our payment service provider. ORABITE™ does not intend to receive or store complete payment card numbers or security codes. We may receive limited payment-related information such as the payer name, billing address, card type, last four digits, payment token, authorization status, transaction identifier and fraud or chargeback information.

3.4 Technical, usage and cookie information

When you use the Site, we and our service providers may automatically collect IP address, browser and device type, operating system, language, approximate location derived from IP address, referring page, pages viewed, links selected, session times, error logs, shopping-cart activity and cookie or similar technology identifiers.

3.5 Information from other sources

We may receive information from payment processors, carriers, ecommerce and website providers, fraud-prevention services, analytics providers, dental clinics where verification is reasonably necessary, and publicly available professional sources. We combine that information only for the purposes described in this Policy.

4. How We Use Personal Information

We use personal information to operate and secure the Site; respond to inquiries; verify and onboard dental practices; create and administer accounts; process refill purchases, payments, taxes, shipping, returns and refunds; verify refill eligibility; provide order and service communications; prevent fraud, misuse and security incidents; troubleshoot and improve the Site; measure performance; keep business and transaction records; enforce our agreements; establish, exercise or defend legal claims; comply with legal and regulatory obligations; and carry out other purposes identified when information is collected or permitted by law.

We may use aggregated or de-identified information for analytics, planning, product and service improvement, and reporting where the information cannot reasonably identify an individual.

5. Consent and Choices

We obtain consent appropriate to the sensitivity of the information and the reasonable expectations of the individual, unless collection, use or disclosure without consent is permitted or required by law. Consent may be express or implied through your actions, such as submitting an inquiry or placing an order after being informed of the relevant purposes.

You may withdraw consent to optional uses by contacting us or using available Site controls, subject to legal and contractual restrictions and reasonable notice. Withdrawal will not affect processing already lawfully completed and may prevent us from providing a requested feature, completing an order or maintaining an account.

6. Refill Purchases and Dental-Clinic Verification

The refill store is intended for eligible customers purchasing ORABITE™ consumables or related products. Where reasonably necessary for safety, product restrictions, fraud prevention or customer verification, we may compare store information with our prior transaction records or contact the dental clinic or provider identified by the customer. We limit any such exchange to information reasonably necessary to verify identity, prior supply, product compatibility or eligibility.

A refill purchase record is commercial transaction information held by ORABITE™. It is not a substitute for a clinical record maintained by a dentist, and the Site should not be used to communicate symptoms, seek diagnosis, obtain a prescription or request treatment advice. Contact your dental professional for clinical questions.

7. When We Disclose Personal Information

We may disclose personal information to service providers that support website hosting, ecommerce, payments, fraud screening, cloud storage, customer support, email and communications, analytics, advertising, order fulfilment, shipping, accounting, tax, legal and security functions. These providers may process information only as required to provide their services to us, subject to their own direct relationships with you where applicable.

We may also disclose information: to a dental clinic for the limited refill-verification purposes in Section 6; to professional advisers, auditors, insurers and financial institutions; in connection with a proposed or completed financing, reorganization, merger, sale or transfer of all or part of our business, subject to appropriate safeguards; when required or permitted by law, court order or lawful authority; to investigate fraud, security issues or violations; to protect rights, safety and property; or with your consent.

We do not disclose personal information to unrelated third parties for their own independent marketing purposes without consent.

8. Seazona and Clinical Information

The Site is not designed or authorized to receive dental scans, prescriptions, patient records, dental photographs or other clinical information. Dental practices must not submit such information through general Site forms, the refill store or info@orabite.com.

Provider registration, clinical case submission and related records are handled through Seazona, a separate third-party platform. Information entered into Seazona is governed by Seazona’s privacy policy at https://www.seazona.com/privacy.htm and any applicable agreement between the dental practice and Seazona. ORABITE™ does not control Seazona’s platform, privacy policy or security practices.

9. Cookies, Analytics and Advertising

The Site may use essential cookies required for security, account sign-in, shopping-cart and checkout functions; preference cookies that remember choices; analytics technologies that help us understand Site use and performance; and advertising technologies that measure campaigns or help present relevant content.

Where required, we request consent before using non-essential cookies. You can use any cookie controls made available on the Site and adjust browser settings to block or delete cookies. Blocking essential cookies may prevent accounts, carts or checkout from functioning. Browser ‘Do Not Track’ signals are not uniformly supported; we respond to legally required preference signals where applicable.

10. Marketing and Electronic Communications

We send transactional communications needed to respond to inquiries and administer accounts, purchases, deliveries, product notices and customer support. We send commercial electronic messages only with consent or as otherwise permitted by Canada’s anti-spam legislation and other applicable law. Marketing messages will identify the sender and include an unsubscribe mechanism. You may unsubscribe at any time, but you may continue to receive non-marketing messages relating to an active inquiry, account, order, safety matter or legal obligation.

11. Cross-Border Processing

Our service providers may process or store personal information outside your province or outside Canada, including in the United States. Information processed in another jurisdiction may be subject to that jurisdiction’s laws and may be accessible to courts, law-enforcement or regulatory authorities in accordance with local law. ORABITE™ remains accountable for personal information under its control and uses contractual or other measures appropriate to the circumstances.

12. Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy and to meet legal, tax, accounting, warranty, fraud-prevention, dispute and recordkeeping requirements. Retention periods vary by record type and may continue after an account is closed or an order is completed. When information is no longer required, we securely delete, destroy or anonymize it, subject to technical, legal and backup-system limitations.

13. Safeguards

We use administrative, technical and physical safeguards appropriate to the sensitivity, amount, format and location of the information. Measures may include access controls, authentication, encrypted transmission, service-provider review, staff confidentiality obligations, logging, backups and secure disposal. No system or transmission is completely secure, and we cannot guarantee absolute security.

14. Privacy Breaches

We assess suspected privacy and security incidents and take reasonable containment, investigation and remediation steps. Where required by applicable law, we notify affected individuals and report a breach of security safeguards to the appropriate privacy authority when the breach creates a real risk of significant harm.

15. Access, Correction and Other Requests

You may request access to personal information we hold about you and ask us to correct information that is inaccurate or incomplete. You may also ask about our handling practices, withdraw optional consent, close an account, or make a privacy complaint. We may need to verify your identity before acting and may refuse or limit a request where permitted or required by law, including where information concerns another person, is protected by privilege, cannot be disclosed securely or must be retained.

Send requests to the Privacy Officer using Section 20. We will respond within the time required by applicable law and explain any lawful refusal. If a concern is not resolved, you may contact the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca/.

16. Children

The Site’s purchasing, account and professional features are intended for adults. We do not knowingly collect personal information directly from children under 13 through these features. A parent, guardian or dental professional must act on behalf of a minor where appropriate. If you believe a child submitted personal information without proper authorization, contact us so we can review and take appropriate action.

17. Third-Party Websites and Services

The Site may link to or integrate with third-party websites and services. Their privacy practices are governed by their own notices, not this Policy. Review those notices before providing information. A link or integration does not mean that ORABITE™ controls or endorses the third party’s privacy practices.

18. Changes to This Policy

We may update this Policy to reflect changes in our Site, store, service providers, practices or legal obligations. The revised Policy will be posted with a new ‘Last updated’ date. We will provide additional notice or obtain consent when required by law. Changes apply prospectively from the stated effective date.

19. Interpretation

‘Personal information’ means information about an identifiable individual, subject to exclusions under applicable law. This Policy is intended to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other privacy laws that apply to ORABITE™. If a mandatory legal requirement conflicts with this Policy, the legal requirement governs to the extent of the conflict.

20. Contact Us

Privacy Officer

Orabite Inc. (ORABITE™)

Telephone: 877.352.6667

Website: orabite.com