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Privacy Policy

Last Updated: October 1, 2026

1. Introduction

Welcome to LabNCloud, owned and operated by Lab N Cloud. We respect your privacy and are committed to protecting your personal data and the data of your patients. This Privacy Policy explains how we collect, use, and safeguard your information when you use our SaaS dental laboratory management platform.

2. Information We Collect

We may collect and process the following data about you:

  • Account Information: Name, email address, practice name, and business license information provided during registration and verification.
  • Patient Data: Information entered into case files, such as patient names, prescriptions, and scans. You are responsible for ensuring you have the legal right (e.g., patient consent) to upload this data.
  • Financial Information: Payment details for your monthly subscription and payment processing via our third-party provider, Finix. LabNCloud does not store full credit card numbers directly.
  • Usage Data: Information about how you interact with our platform (e.g., login times, features accessed).

3. How We Use Information

We use your information to:

  • Provide, operate, and maintain our Service.
  • Verify your business identity for Finix merchant approval.
  • Process subscription payments and facilitate lab invoicing.
  • Improve and personalize the platform.
  • Communicate with you regarding updates, support, and security alerts.

4. Data Security & HIPAA Compliance

We implement strict physical, administrative, and technical safeguards to protect data against unauthorized access, alteration, disclosure, or destruction. In compliance with the Health Insurance Portability and Accountability Act (HIPAA):

  • LabNCloud acts as a Business Associate, and we expect participating laboratories to act as Covered Entities.
  • All data transmitted between your browser and LabNCloud is encrypted in transit using TLS.
  • We enforce access controls ensuring that Protected Health Information (PHI) is only accessible to authorized personnel.

5. Third-Party Services

We share data with sub-processors only as needed to deliver the service. We remain accountable for the protection of information we pass to them, and we require appropriate contractual safeguards from each — including Business Associate Agreements where the provider may receive protected health information.

A complete, current list of our sub-processors — what each is used for and what category of data it can receive — is published at https://labncloud.com/sub-processors. We update that page whenever a provider is added, removed or replaced.

6. Mobile Apps

LabNCloud offers two Android apps: the LabNCloud app for lab staff, doctors and delivery drivers, and the LabNCloud Time Clock app for a lab's shared clock-in tablet. Both show the same LabNCloud account you use on the web, and the information above applies to them too. They also use the following device features, each only for the purpose described:

  • Location (LabNCloud app, delivery drivers only): when a driver starts a delivery route, the app shares the phone's precise location with the driver's lab until the route is finished, including while the screen is off, and shows a notification for as long as it does. Location is never collected outside a route in progress, and the app never asks for location from anyone who is not a driver.
  • Who sees a driver's location: the driver's lab, on its delivery map, and a doctor's office whose case is on the van, which sees only that van's last position and estimated arrival time while it is on the way. Stored location points are deleted after 30 days.
  • Camera and photos (LabNCloud app): a driver can photograph a delivered case and capture the recipient's signature as proof of delivery. The photo and signature are stored with the delivery on that case, where the lab and the doctor's office the case belongs to can see them. The camera is also used when you choose to attach a photo, for example to a message.
  • Camera (Time Clock app): used only to read an employee's badge QR code. No pictures are taken or stored.
  • Time Clock records: clock-in and clock-out times and time-off requests, entered with the employee's PIN or badge and kept with the lab's payroll records.
  • Notifications: used to show that a delivery route is in progress and location is being shared.

The apps contain no advertising and no third-party analytics or tracking. Location, photos and signatures are used only to run your lab's deliveries; they are never sold, shared for advertising, or used to build profiles.

7. Cookies

LabNCloud uses only strictly necessary cookies — the ones the site cannot work without:

  • Session cookie: keeps you signed in as you move between pages.
  • Security (CSRF) cookie: protects forms you submit from being forged by other sites.
  • Bot-protection cookies (Cloudflare Turnstile): set on our contact, demo and login forms to tell people from spam bots.

We do not use advertising, analytics, or cross-site tracking cookies, and we do not sell or share your personal information (as those terms are defined by the California Consumer Privacy Act). Because every cookie we set is essential to providing the service, applicable law (including UK PECR) does not require us to ask consent for them; you can still block or clear cookies in your browser, though signing in will not work without the session cookie.

8. Your Rights

You have the right to access, update, or delete your personal information. If you wish to terminate your account and remove your active data, please contact customer support. Please note that we may be required to retain certain records for legal or compliance reasons.

9. Changes to This Policy

We may update our Privacy Policy periodically. We will notify users of any material changes by posting the new Privacy Policy on this page.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us.