Privacy Policy
Effective Date: November 2025
1. Introduction
Welcome to Tomes, a product of Elanor Labs Inc. (“Elanor Labs”, “we”, “us”) — your AI co-pilot for smarter dental practice management. We are committed to protecting your privacy and ensuring the security of your personal and practice information.
This Privacy Policy describes how Elanor Labs Inc. collects, uses, stores, and protects the information you provide when using Tomes. By accessing or using Tomes, you agree to the practices outlined in this policy.
2. Information We Collect
We collect various types of information to provide and improve our services:
Personal Information
- Name and email address
- Job title and role within the practice
- Contact information
Practice Information
- Practice name and location
- Practice management system details
- Operational and performance metrics
- Anonymized practice data for insights and analytics
Usage Data
- Login activity and session information
- Features accessed and interactions with the platform
- Device information, browser type, and IP address
- Diagnostic and performance data
Important Note About PHI
During the private beta, you should not submit Protected Health Information (PHI)such as patient names, addresses, Social Security numbers, or detailed medical records. Tomes is designed to work with practice-level data and operational insights, not individual patient records.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To provide the service: Deliver AI-powered insights, recommendations, and operational support tailored to your practice.
- To improve product performance: Analyze usage patterns, identify bugs, and enhance features based on user feedback.
- To communicate updates: Send you important notifications about product changes, new features, security updates, and beta program information.
- To ensure security: Monitor for unauthorized access, fraudulent activity, and security threats.
- To provide support: Respond to your questions, troubleshoot issues, and offer technical assistance.
4. Data Security
Protecting your data is our top priority. We implement industry-standard security measures to safeguard your information, including:
- Encryption of data in transit and at rest using secure protocols (SSL/TLS)
- Access controls and authentication mechanisms to prevent unauthorized access
- Regular security audits and monitoring for vulnerabilities
- Secure cloud infrastructure with redundancy and backup systems
Tomes is designed with HIPAA-conscious workflows. While we implement technical and administrative safeguards aligned with HIPAA standards, users are ultimately responsible for ensuring their use of the platform complies with all applicable regulations.
Please note that no system is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
5. Data Sharing
We respect your privacy and do not sell your personal information to third parties. We may share your information only in the following limited circumstances:
- Service providers: We work with trusted third-party vendors who assist with hosting, analytics, customer support, and payment processing. These providers are contractually obligated to protect your data.
- Legal compliance: We may disclose information if required by law, regulation, legal process, or governmental request.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
We do not sell, rent, or trade your personal data for marketing purposes.
6. Cookies & Analytics
Tomes uses cookies and similar tracking technologies to enhance your experience and understand how our platform is used. These technologies help us:
- Remember your preferences and login status
- Analyze traffic patterns and user behavior
- Improve platform performance and troubleshoot issues
- Measure the effectiveness of features and updates
We may use third-party analytics tools such as Google Analytics to collect aggregated, anonymized data about platform usage. You can control cookie preferences through your browser settings, though disabling cookies may affect certain features of Tomes.
7. Your Rights
You have the following rights regarding your personal information:
- Access: You may request a copy of the personal information we hold about you.
- Update: You can update or correct your account information at any time through your account settings.
- Deletion: You may request the deletion of your account and associated data by contacting our support team.
- Opt-out: You can opt out of non-essential communications such as marketing emails by using the unsubscribe link provided.
To exercise any of these rights, please contact us at info@hellotomes.com.
8. Beta Program Notice
Tomes is currently in private beta. As part of this early-stage program:
- Data structures and storage methods may change as we refine the product.
- We may reset or modify user data for development and testing purposes.
- New features may require additional data collection, which will be communicated in advance.
- Feedback and usage data collected during beta will help shape the final product.
By participating in the beta, you acknowledge these limitations and agree to help us improve Tomes through your feedback and engagement.
9. Contact
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us at:
We are committed to addressing your privacy concerns promptly and transparently.
This Privacy Policy was last updated in November 2025 and may be revised as Tomes evolves. We will notify users of significant changes via email or through the platform. Continued use of Tomes after changes are posted constitutes acceptance of the updated policy.