1. Who we are
Pulse Analytics (“Pulse Analytics,” “we,” “us”) provides the products and services this policy covers:
- Screen Pop: the web application at screenpop.pulseanalyticsai.com and the Screen Pop browser extension for Chrome and Edge.
- Front Desk: the AI phone receptionist at call.pulseanalyticsai.com.
- Ascend Migration Portal: the Dentrix Ascend migration planning tool at dentrix.pulseanalyticsai.com.
- This website, pulseanalyticsai.com.
2. The short version
- Our products are built for dental practices. Most of the information we handle belongs to a practice and its patients, and we process it on the practice’s instructions to deliver the service the practice has asked for.
- We do not sell personal information and do not use it for advertising.
- We do not use practice or patient data to train our own AI models.
- Credentials for the systems you connect (GoTo Connect, Dentrix Ascend) are encrypted at rest, and every practice’s data is isolated from every other practice’s.
- This website sets no cookies and runs no analytics or advertising trackers.
- The Screen Pop browser extension only talks to our own backend and our authentication provider. It does not read your browsing history or the content of web pages.
3. Our role with patient information
When a dental practice uses Screen Pop or Front Desk, information about the practice’s patients and callers (for example, a caller’s phone number, name, appointment history, or a call recording) may be processed by our services. That information belongs to the practice. In those cases the practice is the “covered entity” and data controller, and we act as its service provider and, where HIPAA applies, its Business Associate, processing the information only to provide the service and as permitted by our agreement with the practice.
If you are a patient of a practice that uses our products and you have questions about your information, please contact your practice. We will support the practice in responding to your request.
For information about people who visit this website or hold an account with us (practice staff and administrators), we decide how that information is used and this policy describes it.
4. Information we collect
4.1 Account and contact information
When a practice signs up or a team member is invited, we collect a name, work email address, practice name, role, and a password. Passwords are handled by our authentication provider and stored only in hashed form. When you contact us or request a demo through this website, we collect the details you submit, such as your name, email, phone number, practice name, and message.
4.2 Practice configuration
To run the services we store your practice’s settings: locations, time zone, phone lines and routes, the assistant’s greeting, voice and language, savings-plan catalogue, and similar configuration. To connect to the systems you already use we store integration credentials, for example, GoTo Connect OAuth tokens and Dentrix Ascend API keys. These credentials are encrypted at rest with AES-256-GCM before they are written to our database and are never returned to a browser.
4.3 Caller and patient information (processed for the practice)
Screen Pop. When a call arrives on the practice’s GoTo Connect line, we receive the caller’s phone number and look it up in the practice’s Dentrix Ascend account. If there is a match, we retrieve the patient’s name, patient status, preferred name, provider, last and next visit, insurance carrier and plan, and balance, and deliver that to the practice’s signed-in staff through the web app and the browser extension. We keep a log of call events (phone number, match result, time) for the practice’s call history and analytics.
Front Desk. When the AI receptionist answers a call, we process the caller’s phone number and what they say during the call. To book an appointment the assistant collects the caller’s first and last name, date of birth, and phone number, checks for an existing record in the practice’s Dentrix Ascend account, and, when the caller asks, creates a patient record, books the appointment, or records a savings-plan enrolment request in Dentrix Ascend on the practice’s behalf. For each call we store the call recording, a transcript, an AI-generated summary and sentiment, duration, and cost, and we email the practice’s designated address with the lead details.
Ascend Migration Portal. We store the practice and location details you enter, your answers to the migration profile, the migration plan generated from them, data-conversion progress, and the results of computer readiness checks (information about the practice’s workstations such as operating system and hardware capacity).
4.4 Technical and usage information
Our servers record standard request logs (IP address, browser type, timestamps, requested pages) for security and troubleshooting. Front Desk uses Sentry to capture application errors and PostHog to measure how the product is used by practice staff; these tools receive technical details about the session and the account, not the content of calls. We also keep an audit log of requests our systems make to the Dentrix Ascend API, this log records only the endpoint, timing, and outcome of each request, never patient fields or record contents.
4.5 This website
This website is static. It sets no cookies and does not load analytics, advertising, or social-media trackers. It loads fonts from Google Fonts, which means Google receives your IP address when the fonts are requested; see Google’s font privacy notice.
5. The Screen Pop browser extension
This section describes the Screen Pop extension for Google Chrome and Microsoft Edge specifically, including the disclosures required by the Chrome Web Store.
What it does. The extension keeps an authenticated connection to our backend open in the background and raises a desktop notification, and optionally a side panel, when a call arrives at your practice, so staff don’t have to keep a browser tab open.
What it collects and stores.
- Sign-in details. Your work email and password are sent directly to our authentication provider (Supabase) to sign you in. The extension does not store your password; it stores the resulting session tokens locally in the browser’s extension storage so you stay signed in.
- Incoming-call information. For each call, the extension receives the caller’s phone number and, when matched, the patient’s name, status, provider, visit dates, insurance carrier and plan, from our backend, and displays it. It keeps the most recent 50 calls in local extension storage so the side panel can show recent history. This information stays on your device; the extension does not send it anywhere else.
- Connection status. Whether the extension is connected, reconnecting, or signed out, stored locally to drive the toolbar badge.
What it does not do. The extension does not read or modify the content of web pages, does not access your browsing history or your other tabs, does not use cookies for tracking, does not show advertising, and does not sell or share data with third parties. It communicates only with our backend and our authentication provider.
Permissions it requests, and why.
| Permission | Why it is needed |
|---|---|
notifications | To show the desktop notification for an incoming call. |
storage | To keep you signed in and to hold the recent-call list and connection status locally. |
alarms | To wake the background worker every 30 seconds so the connection to our backend stays alive. |
sidePanel | To show the current caller and recent calls in the browser’s side panel. |
| Host access to our backend and authentication provider | To open the call-notification connection and to sign you in. The extension requests no access to any other website. |
Limited use. Information the extension collects is used only to provide and improve the call-notification feature you see, and for no other purpose. We do not transfer it to third parties except as needed to provide that feature, to comply with law, or as part of a merger or acquisition with notice to you, and we never use it for advertising or to determine creditworthiness or lending eligibility.
Removing your data. Signing out clears both your session and the recent-call list from the extension. Uninstalling the extension removes everything it stored locally.
6. How we use information
- To provide, operate, and support the services a practice has signed up for, including recognizing callers, answering and booking calls, and planning migrations.
- To create and administer accounts, authenticate users, and enforce each practice’s access permissions.
- To send service communications, lead notifications, booking confirmations to the practice, security notices, and support responses.
- To monitor, secure, and troubleshoot the services, including detecting abuse and diagnosing errors.
- To understand how practice staff use our products so we can improve them, using aggregated or de-identified information where practical.
- To comply with legal obligations and enforce our agreements.
We do not use personal information for advertising, and we do not sell it.
7. AI and automated processing
Front Desk uses third-party AI services to transcribe callers, generate the assistant’s spoken replies, and summarize calls. Call audio and transcripts are shared with those providers for that purpose only. We do not use practice or patient information to train our own models, and we configure our providers so that your data is not used to train theirs where that option is available. The assistant only takes actions in Dentrix Ascend, such as creating a patient record or booking an appointment, that the practice has enabled, and the practice can review every call, transcript, and booking in its dashboard.
8. Security
We protect information with measures that include encryption in transit (TLS) for all connections; encryption of stored integration credentials with AES-256-GCM; database row-level security so that each practice can only ever reach its own records; per-practice secrets and signature verification on every incoming webhook; and least-privilege access for our team. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your information and will notify affected practices of a security incident as required by law and our agreements.
9. Your choices and rights
Practice users. You can review and update your account and practice settings in your dashboard at any time. To request a copy of your information, correct it, or delete your account, contact us. Deleting an account removes the practice’s configuration and stored call data.
Patients and callers. Because we process your information on behalf of your dental practice, please direct requests to access, correct, or delete it to the practice. We will help the practice fulfil your request.
Email. Service emails are part of the product; you can change who receives them in your settings. We do not send marketing email without consent, and every marketing message includes an unsubscribe link.
State privacy rights. Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to not be discriminated against for exercising them. You can exercise these by contacting us. We do not sell personal information or share it for cross-context behavioral advertising.
Do Not Track. Our website does not track visitors across sites, so there is nothing for a Do Not Track signal to switch off.
10. Children
Our products are business tools for dental practices and are not directed to children. We do not knowingly collect personal information from children under 13 through this website or through account sign-up. Where a practice’s patient is a minor, the practice is responsible for that information, and we process it only on the practice’s instructions.
11. Changes to this policy
We may update this policy as our products and the law change. We will post the updated version on this page with a new effective date, and, for material changes, notify practice administrators by email or in the product before the change takes effect.