Privacy Policy

Clinic Wingman is operated by Book Global LLC, a Wyoming limited liability company ("we," "us," "our"). This policy explains what information we collect when you use Clinic Wingman, what we do with it, and what choices you have.

1. Information we collect

When you create an account we collect: your name, email address, password (stored as a bcrypt hash — never in plaintext), phone number, practice name and address, and your licence details. For U.S. clinicians this is your NPI number and the dental specialty reported by the NPPES registry; for Canadian clinicians this is your provincial/territorial college registration number, which we verify against the applicable regulatory college.

When you use the service we collect: the clinical questions you submit, the answers we return, file attachments you upload, timestamps, and basic technical metadata (browser, IP address) needed to operate and secure the service.

2. Protected Health Information (PHI)

Do not enter PHI. Clinic Wingman is designed for de-identified clinical research questions. You should phrase questions in the same manner a journal case report would: "70-year-old female on alendronate" rather than patient name, date of birth, medical record number, or any other direct identifier.

Because we do not solicit, require, or process PHI on your behalf, Clinic Wingman does not enter into a HIPAA Business Associate Agreement with your practice. If your organizational policies require a BAA for any clinical software, do not use Clinic Wingman until we have explicitly entered such an agreement with your organization.

3. How we use information

• To operate the service — verify your license at signup, authenticate you, return cited answers, save your chat history so you can return to it.
• To improve the product — analyze aggregated, de-identified usage patterns to understand which topics dentists are searching and where the literature gaps are.
• To communicate with you — service announcements, product updates, security notices. We do not currently send marketing email.

4. How we share information

We do not sell your personal information, queries, or identifying data. Period.

We may share information with third-party service providers we use to operate Clinic Wingman — including our hosting provider (Railway), our LLM provider (OpenAI), our email delivery provider, and our database infrastructure. These providers are contractually limited to processing data on our behalf.

We share aggregated, anonymized signal (e.g., "X% of queries this quarter were about implant loading protocols") with industry partners as part of our business model. This data cannot be used to identify any individual user or query.

We will disclose information if compelled by valid legal process or to protect the rights, safety, and property of Clinic Wingman, our users, or the public.

5. Security

We use industry-standard practices: TLS in transit, bcrypt password hashing, scoped database access, and infrastructure access logging. No system is perfectly secure. If you become aware of a security issue, contact security@clinicwingman.com.

6. Data retention

Account information is retained for as long as your account is active. Chat history is retained for as long as your account is active so you can refer back to it. You may request account deletion at any time by emailing hello@clinicwingman.com.

7. Your choices

• Access and correction: Sign in to view or update your profile information.
• Deletion: Email us to delete your account and associated data.
• Marketing opt-out: If we begin sending marketing email in the future, you'll have a one-click unsubscribe.

8. Cookies

We use a small number of cookies necessary to keep you logged in. We do not currently use third-party advertising cookies or cross-site trackers.

9. Children

Clinic Wingman is intended for licensed dental professionals. We do not knowingly collect information from individuals under 18.

10. Canadian users (PIPEDA)

If you are located in Canada, we handle your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. We collect and use your information based on your consent, which you provide when you create an account and use the Service, and only for the purposes described in this policy.

Cross-border transfer: Clinic Wingman is operated from the United States, and our service providers (including hosting, database, LLM, and email providers) may store or process your information in the United States or other countries. As a result, your information may be subject to the laws of those jurisdictions, including lawful access by courts or government authorities. By using the Service you consent to this transfer and processing.

You have the right to access and correct your personal information and to withdraw consent (which may require closing your account). To exercise these rights, or to raise a concern with our privacy officer, contact privacy@clinicwingman.com. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

11. Changes

We may update this policy. Material changes will be announced via email or an in-app notice prior to taking effect.

12. Contact

Questions: hello@clinicwingman.com
Book Global LLC · Wyoming, USA