Data Processing Terms

1. Roles

For your customers' personal data — names, emails, phone numbers, billing addresses, payment history — you decide what is collected and why (the "controller"). Paradox processes that data only to provide the service, on your instructions, and never for our own purposes (the "processor"). For your own account data, Paradox is the controller as described in the Privacy Policy.

2. What processing happens

• /Storing customer contact details and payment metadata you enter or import.
• /Charging stored payment profiles at your gateway on the schedules you configure.
• /Sending invoices, receipts, reminders and card-update emails from your business identity.
• /Reconciling your transactions against your processor's settlement reports.
• /For a dental practice that connects Open Dental: reading a linked patient's balance and completed procedures from the practice's own Open Dental account at the moment of a payment, and recording payments and their reversals on that patient's ledger — only for patients the practice explicitly linked.

3. Subprocessors

Paradox uses a deliberately short list of subprocessors:

• /Fiserv / CardConnect — payment processing and card tokenization (under your own merchant agreement).
• /Twilio SendGrid — transactional email delivery.
• /Twilio — text-message delivery, only for customers who opted in.
• /Infrastructure hosting — the servers and managed database the service runs on.

Open Dental is not a Paradox subprocessor: it is a practice's own practice-management system, connected with the practice's own API keys and governed by the practice's own agreement with Open Dental. Paradox holds no Open Dental account.

We'll update this page before adding a new subprocessor that touches customer personal data.

4. Security measures

• /TLS encryption for all data in transit.
• /AES-256 encryption at rest for gateway credentials; write-only API passwords that are never displayed back.
• /Card numbers architecturally excluded — card entry happens in Fiserv's hosted frame and only tokens reach Paradox.
• /Role-based access within your workspace and an audit trail of significant actions.

5. Deletion, export and breach notice

You can export transaction data any time from the app. On account closure we delete customer personal data on request within 30 days, except records retained under financial-record laws. If a personal data breach affects your customers' data, we will notify you without undue delay so you can meet your own obligations.

6. Health information and business associate terms

Where you are a dental practice that connects Open Dental, patient names and contact details you import may be protected health information. In that case Paradox is your business associate under HIPAA, a Business Associate Agreement between us governs the processing, and these terms apply alongside it. Until a Business Associate Agreement is in place, the Open Dental connection should not be used with real patient records.

• /Paradox uses patient information only to perform the service you asked for — finding the patient, showing their balance, and recording payments and reversals on their ledger — and for no other purpose.
• /Paradox keeps only the link between a customer and a patient record. Balances and procedures are read live and not retained; birthdates and clinical data are never stored.
• /Paradox will report any unauthorized use or disclosure of patient information it becomes aware of, and will make the information available for your compliance obligations on request.
• /On termination, or when you remove the integration, the practice's keys and patient links are deleted.