Privacy Policy
Last updated: September 20, 2026
Amara AI is provided by Casaway Capital LLC (DBA Dental Document) ("Casaway Capital", "we", "us", "our"). This Privacy Policy explains what personal information we handle through the Amara AI website at amaradentalai.com and the Amara AI application (together, the "Service"), why, and the choices people have.
1. Two roles, and why they matter to you
When a dental practice uses Amara AI, the practice decides what information about its team members and job candidates goes into the Service and how it is used. For that information we act as the practice's service provider: we handle it on the practice's behalf and under its instructions.
If you are an employee, contractor, or job candidate of a practice that uses Amara AI, the practice is responsible for your information. Please contact the practice first with questions or requests. We will help the practice respond.
For our own website visitors, people who ask for a demo, and the account details of people who sign in, we decide how the information is used, and this policy describes that in full.
2. Information we handle
Account and sign-in. Name, work email, role, organization, location, reports-to, sign-in records, and, if you use a shared computer, a PIN stored only in hashed form.
Practice information. Practice name, locations, time zone, plan, and settings.
Team member records a practice enters or uploads. Position, start and end dates, credentials and continuing education, skills, schedules, time clock entries, time off, training and competency records, goals and reviews, recognition points, documents acknowledged or signed, and, where a practice owner chooses to record them, pay information, conduct records, and separation records. Pay, conduct, and separation records are limited to owners by design.
Candidate records. Resumes, application answers, interview notes, scores, and messages. Match scores are produced only from what the candidate or the practice provides.
Documents and photos. Handbooks, policies, procedures, position descriptions, forms, licenses, and proof photos that a practice uploads, plus the original file.
Work activity. Checklists, tasks, assignments, calendar items, comments, and notes, including voice notes if a person records one.
Signatures. When someone signs or acknowledges a document we record their typed name, the time, the document version, and their IP address.
Payroll connection. If a practice connects its existing payroll, we receive names, job details, employment dates, and, where shared by that provider, pay history. We do not request or keep Social Security numbers, dates of birth, bank details, or home addresses from that connection.
Amara Payroll. If a practice uses the Amara Payroll add-on, bank details, tax forms, and full Social Security numbers are collected directly by our payroll partner on its own secure screens. We keep the payroll partner's reference numbers, onboarding status, payroll totals visible to owners, and the last four digits of a Social Security number as returned by the partner.
Website and demo requests. Email address, name, practice name, team size, and what you tell us in a form.
Usage and device information. Pages used, actions taken, approximate location from IP address, browser and device type, and error logs.
Cookies. We use cookies that are necessary to sign you in and keep you signed in, to remember your last organization, and to secure the Service. We do not use advertising cookies or third party analytics cookies on this website.
3. Information we do not want
Patient information. Amara AI is not designed for patient information. Practices agree not to upload it, and the Service checks uploads and free text to help keep it out.
Sensitive identifiers. The Service checks uploads for Social Security numbers, dates of birth, bank and card numbers, identification numbers, and tax or identity forms, and offers to block them out before a file is saved. An owner can choose to keep a file as it is; that file is then restricted to owners and is not read by our AI features.
4. How we use information
- To provide the Service: run the features a practice uses, show each person what their role allows, send in-app notices and the limited emails the Service sends.
- To run AI features: draft documents and messages, score candidates against a practice's own criteria, summarize, suggest, and answer questions. People at the practice review and decide.
- To secure the Service: prevent misuse, investigate incidents, and keep audit logs.
- To support customers and fix problems.
- To improve the Service, using aggregated or de-identified information where we can.
- To bill customers and meet our legal duties.
- To respond to demo requests and, with the choices the law gives you, send information about Amara AI.
We do not sell personal information. We do not use personal information for targeted advertising. We do not use Customer Data to train generally available AI models, and we do not authorize our AI providers to do so.
5. Automated tools and hiring
Amara AI produces candidate match scores and other suggestions for a practice to consider. It does not decide who is hired, rejected, disciplined, or let go; a person at the practice makes each of those decisions. Scores are based on job-related criteria the practice sets and on the text a candidate provides, and each score shows the text it relied on. If you are a candidate and want to know how a practice used these tools, or to ask for a different process, contact that practice.
6. Who we share information with
Service providers that help us run the Service, under contracts that limit their use of the information: cloud hosting and database, AI model providers, email delivery, error monitoring, payments, our payroll integration provider, and, for Amara Payroll, our payroll partner.
The practice and its authorized users, according to the roles the practice sets.
Other services a practice connects, such as a calendar, a job board, or Dental Document, at the practice's direction.
Legal and safety. When the law requires it, or to protect the rights, property, or safety of our customers, people who use the Service, or others.
Business transfers. If Casaway Capital is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, subject to this policy.
7. How long we keep information
We keep Customer Data for as long as a practice's subscription is active. After it ends, an owner can export data for 30 days; we then delete Customer Data from active systems within 30 days and from backups on their normal cycle, unless the law requires us to keep it. Some records are kept in an unchangeable form on purpose while a subscription is active, such as audit logs, signed documents, and training observations, because the practice relies on them as records. Payroll records held by our payroll partner follow that partner's legal retention duties. We keep website and demo request information until it is no longer needed for the purpose it was given, or until you ask us to delete it.
8. Security
We use measures designed to protect information, including encryption in transit and at rest, role based access enforced in the database, separate storage for each organization, private file storage with short lived links, hashed PINs and tokens, audit logging, and limits on what our staff can see. No system is perfectly secure. If we learn of a breach affecting your information, we will notify the affected practice, and individuals where the law requires, without unreasonable delay.
9. Your choices and rights
Team members and candidates. Ask your practice to see, correct, or delete your information. If you contact us, we will pass your request to the practice.
Account holders, website visitors, and demo requests. You can ask us to see, correct, or delete the information we hold about you as described in section 1, and you can unsubscribe from marketing email at any time. Write to contact@amaradentalai.com. We will not treat you differently for making a request.
State privacy laws. Depending on where you live, you may have additional rights, such as the right to appeal a decision about your request. We honor those rights where they apply to us.
Cookies. You can block cookies in your browser. The Service will not work without the necessary ones.
10. Children
The Service is for businesses and adults. It is not directed to anyone under 18, and we do not knowingly collect information from children.
11. Where information is processed
The Service is operated in the United States and is offered to businesses in the United States. Information is processed and stored in the United States.
12. Changes to this policy
We may update this policy. If a change is material, we will tell account owners by email or in the Service before it takes effect and update the effective date above.
13. Contact
Casaway Capital LLC (DBA Dental Document)
contact@amaradentalai.com