Privacy Policy

Adomation.ai (“we”, “us”) is a marketing service for dental practices, operated by Adomation.ai. This policy explains what information we collect, how we use it, who we share it with and the choices you have. It applies to our website and app, and to the landing pages we host for practices.

Who this covers

• Practice users: dentists and staff who create an account to market their practice.
• Visitors to practice landing pages: people who view a page we host for a practice and may ask for an appointment.

Information we collect

• Account information: your name, email address and a securely hashed password. A session cookie keeps you signed in.
• Practice information: what you enter or we read from your public website: practice name, address, phone, services, offers, insurance and financing details, brand colors, logo, and photos you upload or choose.
• Public market information: publicly available details about nearby dental practices (listings, ratings, websites and public ad libraries), used to describe your local market.
• Advertising account information: if you connect Google Ads or Meta, see the next section.
• Appointment requests: on practice landing pages, visitors may submit their name, phone, email, the service they're interested in, a preferred time and an optional message. We ask visitors not to include health details. If the visitor came from a Google or Meta ad, we also keep the ad click id from the page link, the browser's user agent, the page address, and whether they ticked the optional box to share hashed contact details with Google and Meta (see Reporting requests to Google and Meta).
• Page activity: counts of landing page visits and taps on the call and booking buttons, recorded with the ad that sent the visitor. We do not record who the visitor is. To limit spam we keep a salted, one-way hash of the sender's network address for a short time. The visitor's browser remembers which ad brought them (for the day) and any ad click id (for 30 days) in its local storage, so a request sent later is still credited to that ad; these are not cookies and are not sent with the visit counts.
• Usage and technical data: logs needed to run and secure the service, such as request times and errors.

Google Ads and Meta (Facebook and Instagram) data

When you choose to connect an advertising account, you sign in with Google or Facebook and grant Adomation.ai access. With Google we request access to Google Ads (the adwords scope) and your email address; with Meta we request permission to manage ads, read ad results, and see the Business accounts and Pages you choose. We use this access only to provide the features you use in the app:

• list the ad accounts, Pages and Instagram accounts you can choose from;
• create the campaigns, ads and images you approved in your account, always paused;
• launch or pause those campaigns when you press the button;
• read their results (spend, impressions, clicks, conversions and review status) to show you in Results and to suggest improvements;
• check the account is ready to run ads (for example, that billing is set up);
• set up conversion tracking (two “import from clicks” conversion actions in Google Ads, and a dataset in Meta) and report appointment requests from your landing pages to it, as described below.

We store your access tokens encrypted and use them only for these purposes. We do not sell this data, use it for advertising to you, use it to build profiles, or use it to train artificial intelligence models. People at Adomation.ai do not read it except when you ask us for support, for security, or where the law requires.

Adomation.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Our use of data from Meta follows the Meta Platform Terms.

You can disconnect Google Ads or Meta at any time on the Ad accounts page; we then delete the access tokens we held. You can also remove our access from your Google Account (Security, Third-party access) or Facebook settings (Business Integrations).

Reporting requests to Google and Meta

When a practice has connected Google Ads or Meta and a visitor who came from one of its ads sends an appointment request, we tell that network a request came in, and again if the practice marks it booked. This lets the network show the practice which ads lead to patients and favor people likely to book. Each request is reported once per network, and only to the network whose ad the visitor clicked.

• Always sent: the ad click id the network added to the link (Google's gclid, gbraid or wbraid; Meta's fbclid), the time, the event (request or booked), a random event id, and for Meta the page address and the browser's user agent.
• Only if the visitor ticks the optional sharing box on the form: their name, phone and email, each converted to a one-way SHA-256 hash first (the networks can match a hash to an account they already know but cannot read it), and, for Meta, their network address. Without the box ticked, no contact details or network address are sent.
• Page views (Meta only): when a practice has connected Meta, its landing pages load the Meta pixel to record that the page was viewed, so Meta can show the ads to people who actually open the page. Automatic event tracking and automatic matching are switched off: the pixel does not read the form or anything typed into it.
• Never sent: the service the visitor asked about, their preferred time, their message, or anything about their health.

Google and Meta use this under their own terms (the Google Ads Customer Data Policies and Meta Business Tools Terms). To stop it, don't tick the sharing box, or arrive at the page without an ad link (for example by typing the address). Practices that have not connected an ad account send nothing.

How we use information

• to provide the service: analyze your market, write your plan, ads and landing pages, launch campaigns you approve and report results;
• to deliver appointment requests to the practice the visitor contacted, by email or in the app;
• to keep the service secure, prevent abuse and fix problems;
• to contact you about your account and important changes.

Artificial intelligence

We use AI services to write and check marketing content and to make images, video and music. Your practice information, photos you choose and approved ad copy are sent to these services so they can produce your content on our behalf. We do not use appointment requests or Google or Meta account data to train AI models.

Who we share information with

We do not sell personal information. We share it only with:

• The practice: appointment requests and page activity go to the practice that owns the landing page.
• Google and Meta: the campaigns and ad content you send to your own accounts, and the conversion reports described above.
• Service providers that run parts of the service for us: hosting and storage (Vercel), database (Neon), AI writing (Anthropic), image, video and music generation (fal.ai), maps and business listings (Google Maps Platform), public ad and website research (SerpApi, Apify), and email delivery (Resend).
• When required: to comply with law, enforce our terms, or protect rights and safety.

Health information

Adomation.ai is a marketing service and is not designed to store medical records or protected health information. Landing page forms ask only for contact details and tell visitors not to include health details. Practices should not upload patient photos or information without the patient's written consent.

How long we keep information

We keep account and practice information, advertising results and appointment requests while the account is open, so the practice can see its history. When a practice asks us to close its account, we delete its data within 30 days, except where we must keep records for legal reasons. Disconnecting Google Ads or Meta deletes the access tokens immediately.

Your choices and rights

• update your practice information and delete photos, ads, pages and requests in the app;
• disconnect Google Ads or Meta at any time;
• ask us for a copy of your data, to correct it, or to delete your account and its data (see Data deletion).

If you sent an appointment request through a practice's page, contact that practice; you can also contact us and we will pass your request on. Depending on where you live (for example California), you may have additional rights to know, delete or correct personal information; we honor these requests.

Security

We use encryption in transit, encrypt advertising access tokens at rest, hash passwords, and limit who can access data. No method is completely secure, but we work to protect your information.

Children

The service is for businesses and is not directed to children under 13.

Changes

We will update this policy when our practices change and show the new date above. For material changes we will notify account holders.

Contact

Questions or requests: the contact details in your account.