QUICK CONVERT LLC
PRIVACY POLICY
Effective Date: January 7, 2026
1. Introduction and Scope
1.1 This Privacy Policy (“Policy”) describes the information collection, use, disclosure, retention, and protection practices of Quick Convert LLC, a Georgia limited liability company (“Quick Convert,” “Company,” “we,” “us,” or “our”) with respect to information obtained through our dental scan conversion services (“Services”).
1.2 By accessing or using our Services, submitting files, or otherwise providing information to Quick Convert, you (“Client,” “you,” or “your”) acknowledge that you have read, understood, and agree to be bound by this Policy. If you do not agree to this Policy, do not use our Services.
1.3 This Policy applies to all information collected by Quick Convert through any means, including but not limited to: our website, email communications, file submission portals, customer service interactions, and any other channels through which you interact with Quick Convert.
1.4 This Policy does not apply to information collected by third parties, including any third-party websites, applications, or services that may link to or be accessible from our Services. Quick Convert is not responsible for the privacy practices of any third parties.
2. Definitions
2.1 “Personal Information” means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household, including but not limited to names, addresses, email addresses, telephone numbers, payment information, and professional credentials.
2.2 “Protected Health Information” or “PHI” has the meaning ascribed to it under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and its implementing regulations, and includes any individually identifiable health information transmitted or maintained in any form or medium.
2.3 “Submitted Files” means any and all digital files, scans, images, data, or other materials provided by Client to Quick Convert for processing.
2.4 “Converted Files” means any and all STL files, 3D models, digital outputs, derivatives, or other work product created by Quick Convert through the conversion of Submitted Files.
2.5 “De-identified Data” means information that has been processed to remove or obscure all identifiers such that the information cannot reasonably be used to identify an individual patient or Client.
2.6 “Aggregated Data” means information that has been combined with information from multiple sources such that no individual Client or patient can be identified.
3. Information We Collect
3.1 Account and Contact Information. We collect information you provide when creating an account, placing orders, or communicating with us, including but not limited to: name, business name, address, email address, telephone number, professional license information, tax identification numbers, and billing information.
3.2 Payment Information. We collect payment card numbers, bank account information, billing addresses, and other financial information necessary to process payments. Payment information may be processed and stored by third-party payment processors.
3.3 Submitted Files and Associated Data. We collect all files you submit for conversion, including dental scans, images, and any metadata associated with such files. Submitted Files may contain Protected Health Information, including patient names, dates of birth, medical record numbers, dental images, treatment information, and other individually identifiable health information.
3.4 Communications. We collect and retain all communications between you and Quick Convert, including emails, chat messages, telephone call recordings (where permitted by law), support tickets, and any other correspondence.
3.5 Technical and Usage Information. We automatically collect information about your use of our Services, including but not limited to: IP addresses, browser type, operating system, device identifiers, access times, pages viewed, files uploaded and downloaded, referring URLs, and clickstream data.
3.6 Cookies and Tracking Technologies. We use cookies, web beacons, pixels, and similar tracking technologies to collect information about your interactions with our Services. This may include information about your browsing behavior, preferences, and usage patterns.
4. How We Use Information
4.1 Service Delivery. We use collected information to provide, maintain, and improve our Services, including processing file conversions, communicating with you about orders, providing customer support, and fulfilling our contractual obligations.
4.2 Payment Processing. We use payment information to process transactions, prevent fraud, and comply with legal and regulatory requirements.
4.3 Business Operations. We use collected information for internal business purposes, including but not limited to: quality assurance, service improvement, research and development, statistical analysis, trend analysis, and business planning.
4.4 Development of Proprietary Technology. Quick Convert may use Submitted Files, Converted Files, and all data derived therefrom to develop, train, improve, and refine our proprietary conversion algorithms, processes, techniques, and technologies. Such use may include machine learning, artificial intelligence training, and other automated processing methods.
4.5 Creation of Derivative Works. Quick Convert may create De-identified Data and Aggregated Data from Submitted Files and Converted Files. Such De-identified Data and Aggregated Data may be used for any purpose, including commercial purposes, without restriction or compensation to Client.
4.6 Marketing and Communications. We may use your contact information to send you promotional materials, newsletters, and other communications about our Services. You may opt out of marketing communications at any time, but transactional and service-related communications are not subject to opt-out.
4.7 Legal Compliance and Protection. We use collected information to comply with applicable laws, regulations, and legal processes; to protect our rights, property, and safety; to enforce our Terms and Conditions; and to prevent fraud, security threats, and other harmful activities.
4.8 Any Other Lawful Purpose. We reserve the right to use collected information for any other lawful purpose not inconsistent with this Policy or applicable law.
5. Information Sharing and Disclosure
5.1 Service Providers. We may share information with third-party service providers who perform services on our behalf, including but not limited to: payment processors, cloud storage providers, IT service providers, and professional advisors. Such service providers are contractually obligated to use information only for the purposes for which it was disclosed.
5.2 Business Transfers. In the event of a merger, acquisition, reorganization, bankruptcy, asset sale, or other business transaction, collected information may be transferred to the acquiring or successor entity. You acknowledge and agree that such transfers may occur and that any acquirer may continue to use your information as set forth in this Policy.
5.3 Legal Requirements. We may disclose information when we believe in good faith that disclosure is necessary to: (a) comply with applicable law, regulation, court order, subpoena, or legal process; (b) protect the rights, property, or safety of Quick Convert, our Clients, or others; (c) enforce our Terms and Conditions or other agreements; (d) investigate fraud, security threats, or other harmful activities; or (e) respond to a government request.
5.4 De-identified and Aggregated Data. We may share De-identified Data and Aggregated Data with any third party for any purpose without restriction. Such data does not identify any individual Client or patient.
5.5 With Your Consent. We may share information with third parties when you have provided consent to such sharing.
5.6 No Sale of Personal Information. Quick Convert does not sell Personal Information to third parties for monetary consideration. However, sharing of information as described in this Policy, including sharing for business purposes, may constitute a “sale” under certain state privacy laws.
6. Data Retention
6.1 Retention Period. Quick Convert retains collected information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, regulatory, accounting, or reporting requirements. Retention periods vary based on the type of information and applicable legal requirements.
6.2 Submitted Files and Converted Files. Quick Convert retains Submitted Files and Converted Files indefinitely unless otherwise agreed in writing. Client acknowledges and agrees that Quick Convert has no obligation to delete Submitted Files or Converted Files upon request or upon termination of the business relationship.
6.3 De-identified and Aggregated Data. De-identified Data and Aggregated Data may be retained indefinitely and are not subject to deletion requests.
6.4 Backup and Archive. Information may persist in backup and archival systems for extended periods beyond active retention periods. Quick Convert is not obligated to search or purge backup or archival systems in response to deletion requests.
6.5 Legal Holds. Information subject to legal holds, litigation, government investigations, or other legal proceedings may be retained until such matters are resolved, regardless of other retention periods.
7. Data Security
7.1 Security Measures. Quick Convert implements reasonable administrative, technical, and physical security measures designed to protect collected information from unauthorized access, disclosure, alteration, and destruction. However, no method of transmission over the Internet or method of electronic storage is completely secure.
7.2 No Guarantee. QUICK CONVERT DOES NOT WARRANT OR GUARANTEE THE SECURITY OF ANY INFORMATION TRANSMITTED TO OR STORED BY QUICK CONVERT. CLIENT TRANSMITS AND STORES INFORMATION AT CLIENT’S OWN RISK.
7.3 Client Responsibility. Client is responsible for maintaining the security of Client’s own systems, credentials, and access controls. Quick Convert is not liable for any unauthorized access resulting from Client’s failure to maintain adequate security.
7.4 Breach Notification. In the event of a data breach affecting Personal Information or PHI, Quick Convert will provide notification as required by applicable law. Quick Convert’s liability for any data breach shall be limited as set forth in our Terms and Conditions.
8. HIPAA and Protected Health Information
8.1 Business Associate Relationship. To the extent Quick Convert receives, creates, maintains, or transmits PHI on behalf of a Covered Entity or Business Associate (as those terms are defined under HIPAA), Quick Convert may function as a Business Associate. The terms of any Business Associate Agreement (“BAA”) executed between Quick Convert and Client shall govern the handling of PHI and shall supersede any conflicting provisions of this Policy with respect to such PHI.
8.2 Client Obligations. Client represents and warrants that Client has obtained all necessary patient authorizations and consents required under HIPAA and applicable state law prior to submitting any PHI to Quick Convert. Client is solely responsible for compliance with HIPAA and other applicable privacy laws.
8.3 De-identification. Quick Convert may de-identify PHI in accordance with HIPAA de-identification standards. Once de-identified, such information is no longer PHI and may be used and disclosed without restriction.
8.4 Permitted Uses. Subject to the terms of any applicable BAA, Quick Convert may use and disclose PHI for treatment, payment, and healthcare operations purposes, and for any other purpose permitted under HIPAA.
9. Your Rights and Choices
9.1 Access and Correction. You may request access to Personal Information we hold about you and request correction of any inaccurate information. Quick Convert reserves the right to verify your identity before responding to such requests and may charge a reasonable fee for excessive or repetitive requests.
9.2 Deletion Requests. You may request deletion of Personal Information, subject to the limitations set forth in this Policy. Quick Convert may deny deletion requests where retention is necessary for legitimate business purposes, legal compliance, or other lawful reasons. Quick Convert is not obligated to delete Submitted Files, Converted Files, De-identified Data, or Aggregated Data.
9.3 Opt-Out of Marketing. You may opt out of receiving marketing communications by following the unsubscribe instructions in such communications or by contacting us directly. Opt-out requests do not apply to transactional or service-related communications.
9.4 Do Not Track. Quick Convert does not currently respond to “Do Not Track” browser signals or similar mechanisms.
9.5 State-Specific Rights. Residents of certain states may have additional rights under applicable state privacy laws. Quick Convert will respond to valid requests in accordance with applicable law, subject to verification of identity and the limitations set forth in this Policy.
9.6 No Waiver of Rights. By using our Services, you do not waive any rights you may have under applicable law. However, your rights are subject to the contractual limitations set forth in our Terms and Conditions and this Policy.
10. Children’s Privacy
10.1 Our Services are not directed to children under the age of 13, and we do not knowingly collect Personal Information from children under 13. If we become aware that we have collected Personal Information from a child under 13 without parental consent, we will take steps to delete such information.
10.2 Notwithstanding the foregoing, Submitted Files may contain dental scans and related information pertaining to minor patients. Client represents and warrants that Client has obtained all necessary parental or guardian consents required under applicable law prior to submitting any information pertaining to minor patients.
11. International Data Transfers
11.1 Quick Convert is based in the United States. Information collected through our Services may be transferred to, stored in, and processed in the United States or any other country in which Quick Convert or its service providers maintain facilities.
11.2 By using our Services, you consent to the transfer of your information to the United States and other jurisdictions that may not provide the same level of data protection as your home jurisdiction.
11.3 Quick Convert makes no representations regarding the adequacy of data protection laws in any jurisdiction to which information may be transferred.
12. Third-Party Links and Services
12.1 Our Services may contain links to third-party websites, applications, or services. This Policy does not apply to any third-party sites or services.
12.2 Quick Convert is not responsible for the privacy practices, content, or security of any third-party sites or services. We encourage you to review the privacy policies of any third parties before providing information to them.
13. Changes to This Policy
13.1 Quick Convert reserves the right to modify this Policy at any time, in our sole discretion. Changes will be effective upon posting to our website or other notification to you.
13.2 Your continued use of our Services following any changes to this Policy constitutes acceptance of such changes. It is your responsibility to review this Policy periodically for updates.
13.3 Material changes to this Policy will be indicated by updating the “Effective Date” at the top of this Policy.
14. Limitation of Liability
14.1 TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, QUICK CONVERT SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM OR RELATED TO ANY PRIVACY INCIDENT, DATA BREACH, UNAUTHORIZED ACCESS, OR OTHER MATTER RELATED TO THIS POLICY, REGARDLESS OF WHETHER QUICK CONVERT WAS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
14.2 QUICK CONVERT’S TOTAL LIABILITY FOR ANY CLAIM ARISING FROM OR RELATED TO THIS POLICY SHALL BE LIMITED AS SET FORTH IN OUR TERMS AND CONDITIONS.
14.3 CLIENT AGREES THAT THE LIMITATIONS OF LIABILITY SET FORTH HEREIN REFLECT A REASONABLE ALLOCATION OF RISK AND ARE A FUNDAMENTAL BASIS OF THE BARGAIN BETWEEN THE PARTIES.
15. Dispute Resolution
15.1 Any dispute arising from or related to this Policy shall be governed by and construed in accordance with the laws of the State of Georgia, without regard to conflict of law principles.
15.2 Any legal action or proceeding arising from or related to this Policy shall be brought exclusively in the state or federal courts located in Georgia. You irrevocably consent to personal jurisdiction and venue in such courts.
15.3 TO THE FULLEST EXTENT PERMITTED BY LAW, YOU WAIVE ANY RIGHT TO TRIAL BY JURY IN ANY ACTION OR PROCEEDING ARISING FROM OR RELATED TO THIS POLICY.
16. Contact Information
For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
Quick Convert LLC
admin@quickconvert.dentalBY USING QUICK CONVERT’S SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ THIS PRIVACY POLICY IN ITS ENTIRETY, UNDERSTAND ITS TERMS, AND CONSENT TO THE COLLECTION, USE, AND DISCLOSURE OF YOUR INFORMATION AS DESCRIBED HEREIN.
