Legal
Privacy Policy: Huddle Finance
Effective: 2 November 2026. Company: Academy Dental Management Inc ("ADMI", "we", "us"), New Jersey, USA. Contact: admin@huddle.dental
Huddle Finance is our bookkeeping service for dental practices. It is run at finance.huddle.dental and clients.huddle.dental. This policy explains what information we collect when a practice ("client") connects its business bank and card accounts, how we use it, and the choices the client has.
Information we collect
- Account information from your bank, through Plaid:
- account names and types, and the last four digits of each account number
- posted transactions (date, amount, description, merchant, category)
- balances
We do not receive or store your bank username or password, and we do not store full account or routing numbers.
- Statements, if you choose to upload them, or later connect them.
- Your sign-in details: name, business e-mail and the practices you belong to. Your password and second sign-in step are held by our sign-in provider, Clerk. We never see your password.
- Practice details you or we enter: legal name, tax ID (shown to you as the last four digits only).
- Usage and security records: sign-ins, the actions taken in the service, IP address and browser, kept for security and audit.
We do not collect patient health information through Huddle Finance.
How we use it
- To keep your practices' books: categorising transactions, closing months, preparing financial reports and tax packets.
- To let our bookkeeping team review and correct that work.
- To keep the service secure, prevent fraud and meet legal obligations.
- To send you service messages, such as asking you to sign in to your bank again.
We do not sell your information. We do not use it for advertising, and we do not share it with anyone except the service providers below or where the law requires.
Plaid
We use Plaid Inc. to connect your bank accounts. When you connect an account, Plaid collects data from your bank under its own End User Privacy Policy. By connecting, you agree to Plaid collecting and sharing that data with us for the purposes above. Our access is read-only: it cannot move money. You can disconnect an account at any time, in our client area or at my.plaid.com.
Who else processes your information
These providers act for us, under contracts that protect your data:
- Cloudflare: hosting and storage, encrypted.
- Plaid: bank connections.
- Clerk: sign-in.
- Google: file copies and e-mail.
- Anthropic: suggestions for categorising transaction descriptions. No account numbers are sent, and the data is not used to train its models.
- GitHub: code only, no client data.
Security
The data is encrypted in transit (HTTPS) and at rest. Bank-connection tokens are encrypted again with a key held only by our servers. Access is limited by role, every sign-in uses two-step verification, and access is logged. See our Information Security Policy, available on request.
How long we keep it
- The books: 7 years after the last tax year we kept them for.
- Raw bank transactions: deleted 90 days after you leave.
- Bank connections: removed the day you leave.
- Sign-in accounts: deleted 90 days after you leave.
You can ask for earlier deletion of anything the tax records do not require.
Your choices and rights
You can:
- see the accounts you have connected and when they were last updated
- disconnect any of them
- ask for a copy of your data
- ask us to correct it or delete it
Email admin@huddle.dental and we will answer within 30 days. Depending on where you live, you may have further rights under state privacy laws, and we will honour them.
Changes
If we change this policy, we will post the new version here with a new effective date. If a change is significant, we will tell clients by e-mail before it takes effect.