Privacy Policy

1. Information We Collect

1.1 Information You Provide

We collect information that you voluntarily provide when registering for the Service, including:

• Account Information: Name, email address, phone number, practice name, and billing information.
• Practice Details: Practice address, number of workstations, network configuration details, and practice management software in use.
• Communications: Any information you provide when contacting our support team, submitting feedback, or participating in surveys.

1.2 Information Collected Automatically

When you use our Service, our agent software and platform automatically collect:

• Device & System Data: Hardware specifications, operating system versions, installed software, disk health metrics, CPU/memory utilization, and network configuration.
• Performance Telemetry: System uptime, service status, backup verification results, and security scan outcomes.
• Event Logs: System events, remediation actions taken by our autonomous agents, and audit trail entries.
• Usage Data: Dashboard interactions, feature usage, login timestamps, and IP addresses.
• Cookies & Analytics: Browser type, referring pages, and pages visited (see Section 5).

1.3 Information We Do Not Collect

CyberCore's agent software is designed to monitor system health and performance. We do not access, read, collect, or store patient records, clinical data, dental images, appointment details, or any Protected Health Information (PHI) stored in your practice management software. Our monitoring operates at the infrastructure level, not the application data level.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain the CyberCore platform, including autonomous monitoring, threat detection, and remediation.
• System Health: To monitor the health, security, and performance of your practice's IT infrastructure.
• Autonomous Remediation: To enable our AI-driven agents to detect, diagnose, and resolve issues through our 5-gate safety system.
• Alerts & Reporting: To send system alerts, health reports, and compliance documentation.
• Support: To respond to your inquiries, provide technical support, and communicate about your account.
• Improvement: To analyze usage patterns and improve the quality, safety, and reliability of our Service.
• Security: To detect, prevent, and address technical issues, security threats, and fraudulent activity.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

3. Data Sharing & Disclosure

We do not sell your personal information. We may share information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating the Service (e.g., cloud hosting, payment processing, analytics). These providers are contractually obligated to protect your data and use it only for the services they provide to us.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Protection of Rights: To enforce our terms of service, protect the rights, property, or safety of CyberCore, our users, or others.
• With Your Consent: When you have given us explicit permission to share your information.

4. HIPAA Compliance

5. Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for authentication, session management, and security. These cannot be disabled.
• Analytics Cookies: Help us understand how the Service is used so we can improve it. These can be opted out of.
• Preference Cookies: Store your dashboard settings and display preferences.

We do not use advertising cookies or share tracking data with ad networks. You can manage cookie preferences through your browser settings.

6. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this policy:

• Account Data: Retained for the duration of your subscription and up to 30 days after account closure.
• System Telemetry: Retained for up to 12 months for trend analysis and then aggregated or deleted.
• Audit Logs: Retained for a minimum of 6 years to comply with HIPAA record retention requirements.
• Support Communications: Retained for up to 3 years after resolution.

Upon request, we will delete or anonymize your personal data in accordance with applicable law, except where retention is required for legal or compliance obligations.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request a machine-readable copy of your data.
• Objection: Object to certain processing of your data.
• Withdrawal of Consent: Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us at support@cybercore.one. We will respond to your request within 30 days.

8. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us at support@cybercore.one and we will promptly delete it.

9. International Data Transfers

Your information may be transferred to, stored, and processed in the United States or other countries where our service providers maintain facilities. We ensure that any such transfers are protected by appropriate safeguards, including standard contractual clauses and data processing agreements compliant with applicable data protection laws.

10. Security

We implement industry-standard technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These include encryption, access controls, regular security assessments, and employee training. For details on our security practices, please visit our Security & Compliance page. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service with a revised "Last updated" date, and in some cases, we may provide additional notice (such as email notification). Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised policy.

12. Contact Us