Privacy Policy

CareMax is practice-management software for dental and medical clinics. It is used by clinic staff, not by patients — there is no patient-facing sign-up.

The clinic that subscribes to CareMax decides what patient information is recorded and is the controller of that information. CareMax operates the app and its servers on the clinic's behalf as a processor: we store and protect what the clinic enters, and we do not use it for any purpose of our own. If you are a patient asking what a particular clinic holds about you, contact that clinic directly — they can show, correct or delete your record.

Staff account details. Name, email address, role, and the clinic the account belongs to. Passwords are stored only as a bcrypt hash — never in readable form, and we cannot recover one.

Clinic profile. Clinic name, doctor name, qualification, registration number, address, phone number and logo. This is the information printed on prescriptions and the shareable visiting card, so it is intended to be public.

Patient records entered by clinic staff. Depending on what the clinic chooses to record, this can include name, phone numbers, email, age, gender, address, who referred them, medical history, allergies, progress notes, treatment plans, appointments, prescriptions, visit history, bills and payments, and any reports or documents the clinic uploads.

Held only on the device. Your session token, your chosen theme, whether biometric unlock is on, and the last few searches you typed. These stay in the app's own storage on that phone, are never sent to our servers, and are erased when you sign out or uninstall the app.

• No advertising, no ad identifiers, and no data is ever sold or shared with data brokers.
• No analytics, tracking or crash-reporting SDKs are built into the app. We do not profile you or follow you across other apps or websites.
• No access to your device location. The app never requests a location permission.
• No access to your contacts, photo library, camera or microphone. Files are attached only through the system file picker, which hands us the one file you choose.
• No automated decision-making and no use of patient data to train machine-learning models.

On Android the app declares a single permission: Internet access, used to reach our servers. Nothing else is requested.

Calling or messaging a patient from within the app simply opens your phone's own dialler or messaging app with the number filled in. CareMax does not place calls, does not send SMS itself, and cannot read your call history or your messages.

• Everything travels over HTTPS. The app refuses unencrypted connections.
• Patient identifiers and clinical free text — name, phone numbers, email, address, referrer, medical history, allergies, progress notes, procedure names, prescription details, appointment reasons and file names — are encrypted at rest in the database, so they are unreadable in a raw copy of the data.
• Uploaded reports, documents and logos are kept in a private storage bucket with no public address. The app reaches a file through a signed link that expires within minutes.
• Access is scoped to one clinic: a signed-in account can only ever read and write its own clinic’s records, enforced on the server for every request.
• Signing in issues a session that expires after 30 days, after which you must sign in again.

We use a small number of established providers to run the service. They process data only to provide their service to us:

• MongoDB Atlas — hosts the database where clinic and patient records are stored.
• Amazon Web Services (S3) — stores uploaded reports, documents and clinic logos in a private bucket.
• Vercel — hosts the application and its API.
• Resend — sends transactional email only: staff invitations and password-reset codes. We send no marketing email.
• OpenStreetMap — draws the small map of the clinic on the visiting-card screen. Only the clinic’s own address is sent, to turn it into map coordinates. A patient’s address is never sent to OpenStreetMap or any other mapping service.

Clinic and patient records are kept for as long as the clinic keeps its account, because a clinical record is something a practice is generally required to retain. The clinic can delete any record from within the app at any time; when a record with an attached file is deleted, the stored file is deleted from our storage too.

If a clinic closes its account, contact us at the address below and we will delete its data.

CareMax is not directed at children and children do not use it. A clinic may of course record a treatment for a child patient; that record is entered and controlled by the clinic, under the same protections as every other record.

You can ask for a copy of the information held about you, ask for it to be corrected, or ask for it to be deleted. If you are a patient, the clinic treating you holds your record — please ask them, as they can act on it immediately. If you are clinic staff asking about your own account, or a clinic asking about your practice's data, write to us.

If this policy changes we will update the date at the top of this page. Material changes affecting how clinic or patient information is handled will also be notified to clinic administrators by email.

Questions about privacy, or a request about your data, can be sent to support@caremax.com. We aim to reply within 30 days.

CareMax