Privacy Policy & Terms

Privacy Policy

Harlan Dental ("we", "our", or "us") operates the Harlan Members platform and our clinical communications. This Privacy Policy outlines our practices regarding the collection, use, and disclosure of personal and health information when you use our services.

1. Information Collection and Use

We collect information necessary to provide and manage your dental care and membership benefits. This includes:

• •Personal Information: Name, email address, phone number, and date of birth.
• •Payment Information: We do not store your full credit card numbers on our servers. All payment processing is handled securely by Stripe, a PCI-compliant third-party processor. We only retain the last 4 digits of your card for identification purposes.
• •Clinical Information: Records of when your membership benefits (e.g., cleanings, exams, x-rays) are utilized to track your remaining available services.

2. Data Security & HIPAA Compliance

We take the security of your Protected Health Information (PHI) seriously. Your data is stored in secure, encrypted databases that employ industry-standard security measures, including row-level security and encrypted data at rest and in transit, to protect against unauthorized access, alteration, disclosure, or destruction.

3. Communications

By enrolling as a patient or member, you consent to receive transactional and informational communications regarding your status, upcoming appointments, payment receipts, and available benefits via email or SMS.

4. Third-Party Disclosure

We do not sell, trade, or otherwise transfer your personally identifiable information to outside parties, except for trusted service providers who assist us in operating our platform, conducting our business, or serving our users (e.g., Stripe for payment processing), so long as those parties agree to keep this information confidential and secure. Mobile information and text messaging originator opt-in data will not be shared with or sold to any third parties/affiliates for marketing or promotional purposes.

Terms & Conditions

1. Membership Structure & Billing

Harlan Memberships are structured as either annual or monthly subscriptions.

• •Family Accounts: Memberships are grouped by family. A single primary subscription is charged, with additional family members added as discounted line items to that primary invoice. There is no separate child pricing tier.
• •Monthly Plans: Monthly subscriptions require a one-time, non-refundable enrollment setup fee.
• •Annual & Cash Plans: Annual subscriptions (paid via credit card) or Cash/Check enrollments have the enrollment setup fee waived. Cash/Check payments are only accepted for annual memberships paid in full upfront.

2. Benefit Utilization

Benefits (e.g., cleanings, exams, discounts) are tracked on an individualized 12-month period for each family member, beginning on their specific date of enrollment, regardless of the primary account's billing date. Unused benefits do not roll over to the next 12-month period.

3. Cancellation & Refund Policy

You may cancel your membership at any time. We offer three cancellation options:

• •Do Not Renew (DNR): Your billing is stopped, but your membership benefits remain active until the end of your current paid period (month or year).
• •Immediate Cancellation (No Refund): Your benefits end immediately, and no future billing occurs.
• •Immediate Cancellation (Prorated Refund): Your benefits end immediately. The system will calculate the unused days remaining in your current billing cycle and issue a prorated refund to your card on file. (Note: The initial setup fee for monthly plans is non-refundable).

Early Cancellation & Discount Clawback: Harlan Memberships require a 12-month commitment. If a member cancels their subscription (or fails to complete the payment terms of their 12-month billing cycle) before the conclusion of their annual term, any discounts received on dental services during that active membership period will be immediately voided. The member will be legally and financially responsible for paying the remaining non-discounted balance of all services rendered, and a final invoice will be issued for the difference.

4. Limitations

The Harlan Membership is a discount plan, NOTa dental insurance plan. It cannot be used in conjunction with any other dental insurance plan, workers' compensation, or external financing program (unless explicitly approved by management). Discounts apply only to services provided at Harlan Dental.