Workforce Dental Staffing Solutions

Privacy Policy

Last updated

This policy covers the WORKFORCE app at https://app.workforcedentalstaffing.com. That includes candidate accounts, dental office accounts, and an AI assistant you connect to the app (a connector in Grok, Cursor, Meta Muse, or ChatGPT, or another assistant that uses the same sign-in).

The public marketing website is a different site. Its policy is at https://www.workforcedentalstaffing.com/privacy-policy and covers that website's contact form and pages. This policy covers the app.

The short version

We collect what we need to match dental professionals with shifts, to check registration, to pay people, and to run office accounts. We do not sell personal information. A client dental office sees what it needs to book and host a shift. It does not see payment information: no social insurance number, no void cheque, no banking details, and no US tax or I-9 forms.

You can turn off marketing, change notification settings, ask for a copy of your information, and disconnect an AI assistant. The rest of this page says how.

Who we are

WORKFORCE is a dental staffing agency. We place dental professionals into temporary shifts and permanent roles, and we provide the app offices and professionals use to do that. We operate in Canada, with a strong presence in British Columbia, and in the United States, in Washington State.

Two companies operate the app:

Staffing agreements in the app use the same two legal names. Support and privacy questions go to dentalteam@workforcedentalstaffing.com. Security reports go to security@workforcedentalstaffing.com.

Name and contact details

Legal first and last name, an optional preferred first name offices may see once you are assigned, email address, and an alternate email if we have one. Office accounts include the office name, office email, website, and the names, titles, and emails of people who manage the office or handle billing.

If you sign in with Google, we receive the name and email on that Google account. If you sign in with Apple, we receive the name and email you allow, and Apple may give us a private relay address instead of your personal inbox. We use that relay address as the email on the account. If you sign in with Facebook, Meta shares the email we ask for and may share the name on the Facebook account. We do not request a Facebook profile photo.

Some records were brought over from recruiting systems we used before this app. Those copies can include an older source label or a note from that import.

Phone numbers

Your mobile or other phone number, and a second number if you give us one. Offices can tell us whether the office phone receives text messages, and they can give an emergency phone for the practice. We use phone numbers to reach you about shifts, verification, and your account, and to send a one-time text when an office confirms its phone on the assistant sign-up path.

We do not show a candidate's phone number to a client office.

Home address and commute

Candidates give a full home address: street, optional suite, city, province or state, postal or ZIP code, and country. They also say how far they are willing to travel. We turn the address into map coordinates so we can measure distance to a shift. We do not show your street address to a client office.

Office accounts include the practice address, parking and entrance notes, and coordinates so we can place the office for matching. Before you are assigned, a shift listing shows a general area, at city level, and a distance. It does not show the office name or the street address. After you are assigned, the app shows the office name, street address, entrance, and parking so you can get there.

Desired commute distance is collected in kilometres. The app shows miles for candidates in the United States.

Resume and professional profile

We collect the profession you practice: registered hygienist, dental assistant, front office / reception, associate dentist, or EFDA where that credential exists. We also collect the month and year you started in the profession, a short bio (800 characters at most), the dental software you know, certificates, a profile photo, and your resume. You can declare experience yourself, such as types of dentistry or hygienist modules. We do not treat that declaration as a tested credential.

Offices add practice details: hours, software, imaging, types of dentistry, parking, lunch, and a short description. If an office gives its website, we can read public pages on that site to draft a description for the office to review before it is saved.

A change to your legal name, email, or home address after your profile is verified can be held for WORKFORCE to review before it replaces what is on file.

Professional licence and registry lookups

If your role requires a licence or registration, we collect the document, the licence number, the jurisdiction, and the expiry date. We check that registration against the public register when we can.

Washington State lookups use the Washington State Department of Health licence search for dentists, hygienists, dental assistants, and EFDAs. In British Columbia, dentists, hygienists, and dental assistants use the BCCOHP public registry. In Ontario, hygienists use the CDHO public register and dentists use the RCDSO Find a Dentist register. In Alberta, hygienists use the Alberta College of Dental Hygienists directory, dental assistants use the College of Alberta Dental Assistants register, and dentists use the College of Dental Surgeons of Alberta dentist directory. Front-office roles are not checked against a professional college. We store the name, status, and expiry that check returns.

We confirm registration. We do not assess or record clinical skill. Live lookup is not available for every province and state. Where it is not, the document stays on file for WORKFORCE to review.

Government photo ID

In Canada we ask for a government photo ID, either a driver's licence or a provincial photo ID, as a check on the name and address on your profile. The image stays in private storage. We do not publish a link to it. A reading tool may pull the name and address off the card so we can compare them with your profile. We instruct that tool not to return a date of birth, sex, ID number, barcode, or signature. This step does not, by itself, decide that your profile is ready to work.

We do not ask candidates in the United States for this Canadian ID.

Emergency contact

A name and phone number for someone we can call if we cannot reach you, or if you are hurt on a shift. We do not show this to client offices.

Payroll and payment information

We ask for payment information only after you are booked on a first shift that WORKFORCE pays. Creating a profile does not collect it.

In Canada that is a void cheque or other banking proof, your social insurance number (SIN), and tax-credit forms (the federal TD1 and the provincial TD1) if you want to claim more than the basic personal amount. Social insurance numbers are stored encrypted. Only the last four digits are kept in readable form, so the app can show a masked number for identification. We do not keep unencrypted legacy copies.

In the United States, payment setup is completed with a US employment onboarding and forms provider. That includes tax forms, Form I-9, and direct deposit. We store whether the forms are done, and payroll staff can open the completed forms.

Client dental offices never see payment information. That includes the SIN, the void cheque, banking details, tax-credit choices, US onboarding forms, and the markers that say payment setup is complete.

Availability and location

Whether you are open to temporary work, permanent work, or both. The weekly hours you can work, single dates you open or block, and a live availability broadcast if you choose to publish one. Offices that are allowed to see the availability map see profession, experience, a rating, reliability, dates, and an approximate distance. They do not see your phone, email, home address, resume, or payment information.

If you clock in or out, the app may store the location the phone shares at that moment. Clock-in still works if the phone does not share a location. We use that point as a check that the clock-in was at the office. We do not track the phone through the day.

Shift matching uses the coordinates from the home address you gave us and the commute distance you set. It is not a continuous location trail.

Ratings, reliability, and file notes

After a shift, you can rate the office, and the office can rate you. We keep a reliability record from attendance and from cancellations you make. An office can see a summary of that record for someone it might book or has booked. Cancelling an assigned shift can lower that record, and it can remove a Preferred flag WORKFORCE had set.

WORKFORCE staff keep file notes: calls, reviews, and payroll exceptions. Those notes are for staff. Client offices do not see your file notes. You do not see an office's internal notes.

Messages

Messages you exchange with WORKFORCE in the app, and messages we send by email, text, or push. A text reply can include a photo. There is no in-app chat between a candidate and a client office. Offices receive notices about their own job requests, applications, timesheets, and team invites.

We keep a record of those messages so the conversation can be picked up later and so we can show what was said about a shift.

Device and push tokens

If you allow notifications, we store a OneSignal player id (a push token) for that device. We store whether you want email, text, and push. The native app shell, Natively, can read the app version so we can prompt an update. Ordinary server logs include IP address. When an office signs a staffing agreement in the app, we also store the IP address and browser type with that signature.

Account and sign-in

Sign-in is provided by Supabase Auth. On the production app you can use Google, Apple, Facebook, a one-time email code or email link, or a password you set. Facebook sign-in is on the website sign-in and create-account pages, and in the native app when native social sign-in is turned on. Connecting an AI assistant still uses Google, Apple, or a one-time email code. We store the account email and which method you used.

Google shares the name and email on the Google account. Apple shares the name and email you allow. Facebook sign-in is provided by Meta. We ask Meta for your email address. Meta may also share the name on the Facebook account. We do not request a Facebook profile photo.

To disconnect Facebook, remove WORKFORCE in your Facebook settings, under Apps and websites. To disconnect Google or Apple, remove WORKFORCE in that account's app permissions. You can still sign in with email. The app does not have a separate screen for unlinking a provider.

Closing the app account turns off portal sign-in and clears notification flags and the push token. The recruiting and payroll record stays. See How long we keep it, and Your rights.

Advertising and analytics

The app loads Google's tag (Google Ads and Google Analytics 4) and, when it is configured, a Meta pixel. We use them to see which pages are used and to connect an ad click with an office or candidate signup. On the office record we store ad click ids (such as gclid, gbraid, and wbraid), campaign parameters, the landing path, the referring site, and an anonymous visitor id.

We do not send Google or Meta a hashed name, email, or phone number. We do not record your screen or replay your session. We do not sell personal information, and we do not give it to data brokers.

AI processing inside WORKFORCE

We use OpenAI's API for narrow tasks: drafting a bio from your resume (you approve the draft before it is saved), reading a resume, reading a licence or certificate image for the expiry date, licence number, and name, reading a Canadian photo ID for name and address only, drafting an office description from the office's public website, and helping WORKFORCE match permanent applications. We do not use these calls to train a WORKFORCE model. OpenAI's own terms cover how it handles API inputs.

Dental Digger is an assistant for WORKFORCE staff. It works on records those staff can already open, including file notes. Candidates and offices cannot sign in to it. It is not part of the public connector described next.

AI assistants you connect

You can connect a third-party AI assistant to your own WORKFORCE account. The sign-in is OAuth on a WORKFORCE page: Google, Apple, or a one-time email code. We do not ask you to paste a token into the chat.

Each connection is limited to one role:

A candidate connection can read and update your profile, upload documents you provide (resume, licence, certificates, and a Canadian government photo ID), draft a bio, set your commute and weekly availability, publish or check an availability broadcast, flag interest in permanent work, and look up shifts and your own assignments. Shift search does not include the office name or street address before you are assigned. After you are assigned, assignment details can include the office name and address, the same way the app does.

An office connection can read and update that office's profile, send a verification text to the officer's phone and submit the code you provide (we store a hash of that code until it expires or is used, not the code itself), see staffing plans for the office's region, and email a rate agreement to be signed on the web. It can post, copy, edit, and cancel that office's temporary job requests. It can see who is broadcasting availability near the office, and the first name, profession, rating, and reliability of a person assigned to that office. It cannot see a candidate's phone number, email, home address, resume, or payment information.

We do not return a SIN, a void cheque, banking details, or US onboarding, tax, and I-9 forms to an assistant. A government photo ID you upload through an assistant is stored in the same private storage as an upload you make in the app. The assistant product may already hold a file you attached in its chat. That product's privacy policy covers the file while it is there.

The assistant can only take actions we have enabled for that role, on that one account. It cannot open someone else's account. Posting, changing, or cancelling a job, and publishing availability, can notify other people and can have the same fee and reliability consequences as the same action in the app.

Access tokens last about one hour. Refresh tokens rotate every time they are used. We store the refresh token only as a hash. A connection ends after 30 days without use. It also ends 90 days after it was created, even if it was used more recently. You can disconnect sooner. See Your rights.

The company that runs the assistant receives what you type there and what our tools return. OpenAI, Meta, and the operator of Grok and Cursor are separate services. Their terms and privacy policies cover the chat on their side. We do not control that copy.

How we use it

We use this information to:

We do not use it to score clinical skill. Do not send us patient names, charts, or other patient information. We do not need them, and we do not want them.

Who else receives it

Client dental offices receive what they need for a placement: profession, experience you declared, bio, rating, a reliability summary, and, once someone is assigned, the first name we show for that assignment and the shift details. They do not receive your phone, email, home address, emergency contact, government photo ID, resume file, file notes, or any payment information.

WORKFORCE staff in recruiting, payroll, and support see the parts of the record their role allows. Payroll files are limited to people who need them to pay you. We log when a payroll file is opened.

Service providers process information on our instructions:

An AI assistant you connect receives the tool results for your account, as described above.

We also disclose information when the law requires it, when we need it to protect someone from harm, or to enforce an agreement. We do not sell personal information.

Insurance, workers' compensation, and payroll providers are described by category above. We do not name those companies in this policy.

Across borders

The database and file storage are in Canada. The Supabase project is in the ca-central-1 region (Montreal). Some application routes, including the AI connector, run in Vercel region yul1 (Montreal). Other app servers, and some service providers, may process information in the United States or elsewhere. That includes email, push notifications, SMS, analytics, and AI.

If you are in Canada, information about you may leave your province, including to the United States, for the purposes in this policy. That transfer is the one described here under the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA). Courts and public authorities in the place where the information is held may be able to reach it.

If you are in the United States, the database and file storage that hold your account are in Canada, and some providers may also process your information in the United States or elsewhere. The same point about courts and public authorities applies where the information is held.

We do not move the app onto a separate EU-only store.

How long we keep it

We do not keep personal information for a fixed number of years published on this page. We keep it for as long as the governing laws require, and no longer than needed for the purposes described in this policy, and then we delete it or anonymize it.

For Canadian residents, those governing laws are British Columbia law and Canadian law, including tax, payroll, and employment-record rules. For US residents, those governing laws are Washington law and United States law, including tax, payroll, and employment-record rules.

Advertising click ids sit in a cookie for about 90 days. The copy saved when an office signs up stays with that office record for as long as we keep that office record under the rule above.

An AI-connector refresh token stops working after 30 days without use, and 90 days after the connection was created, whichever comes first. We keep a short record of the connection: who connected, which assistant app registered, which role, and when it started and ended. We do not keep a readable copy of the refresh token. That connection record follows the same retention rule as the rest of the account.

If you close your app account, we turn off sign-in and marketing and we clear the push token. We do not erase recruiting and payroll history while the law requires us to keep it. When that requirement ends, and we no longer need the information for the purposes above, we delete it or anonymize it.

Your rights and controls

You can ask what we hold about you, ask us to correct it, and ask us to delete what we are not required to keep. You can withdraw consent to being contacted for marketing. Where British Columbia's Personal Information Protection Act (PIPA) applies, those are rights under that Act. Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) applies where federal law does. If you are in Washington State, you can make the same requests to us.

You may complain to the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or the Washington State Attorney General.

We aim to answer access, correction, and deletion requests within 30 days.

You can also do the following yourself:

We may need to confirm that we are writing to the person on the account before we release or delete a record.

Children

The app is for dental professionals and for people who run a dental office. You must be at least 19 if you are in Canada, and at least 18 if you are in Washington or elsewhere in the United States. It is not directed at children. We do not knowingly collect personal information from anyone under those ages. If you believe we have a child's information, email us and we will delete it.

Security

The app is served over HTTPS. Payroll files are in private storage, not on a public link. Social insurance numbers are stored encrypted, with only the last four digits in readable form, and we do not keep unencrypted legacy copies. Access to payroll files is limited to staff who need them, and opening one is logged. Connector refresh tokens are stored only as a hash. No method of storage is perfect. If we learn of a breach that creates a real risk of significant harm, we will notify the people affected and the authorities the law requires us to notify.

Report a security incident to security@workforcedentalstaffing.com. The same address is published at https://app.workforcedentalstaffing.com/.well-known/security.txt.

Changes

If this policy changes in a way that affects you, we will update the date at the top. Where the change is significant, we will tell the people it affects directly, rather than relying on you to re-read this page.

Contact

Privacy and support: dentalteam@workforcedentalstaffing.com.

Security: security@workforcedentalstaffing.com.

Phone: 1-833-336-8250. Support hours are Monday to Friday, 8 AM to 5 PM Pacific Time.

Mail for Canadian residents: Workforce Staffing Solutions Ltd., 400-1681 Chestnut Street, Vancouver, BC V6J 4M6, Canada.

Mail for US residents: Workforce Dental Staffing Solutions Inc., 1455 NW Leary Way, Suite 400, Seattle, WA 98107, United States.

How to ask for help, for your information, or to disconnect an assistant is also on Support. The rules for using the app are in the Terms of Service.