What we collect, and where it goes.

Who we are

Virtualix LLC, a marketing and automation company in Indianapolis, trading as Virtualix Dental. Mailing address: 6101 N Keystone Ave, Ste 100, Indianapolis, IN 46220. Email: info@virtualixdental.com. Phone: +1 (463) 345-7223.

We are the people responsible for the information described below. We do not sell it, rent it, or trade it, and we never will.

When you fill in a form

The forms on this site — the Practice Growth Blueprint, the Smilix build request, the branded demo request, and the short form in the chat assistant — collect what you type into them. That is typically your name, your practice name, your practice website, your email address, and the options you selected. Alongside it we record which page you were on, any campaign parameters in the link that brought you here, your browser’s user agent string, and the time.

We use it for one thing: to reply to you and to prepare what you asked for. There is no drip sequence and no list you are quietly added to.

The chat assistant

The conversation is kept in two places. It lives in your own browser, so it survives a reload, and a copy is stored on our own automation server so that a person here can read what was asked and answer it properly. Each time you send a message, the recent part of the conversation is passed to OpenAI to generate a reply.

What we keep is the messages themselves, the time, the page you started on, the campaign link that brought you here, and your name and email if you gave them in order to book a call. We do not store your IP address against the conversation, we set no cookie for it, and we build no profile that follows you between visits. Your browser holds a random conversation number so that a reload carries on the same conversation rather than starting a new one; it belongs to that browser alone, and clearing your site data ends it.

Conversations are deleted ninety days after the last message, automatically. Ask us sooner and we will delete yours the same day.

If you fill in the short form the assistant offers, the recent turns are attached to your enquiry so that whoever replies has the context. If you would rather nothing were kept at all, use the contact form or email us instead.

The voice agent demo

The demo on the voice agent page, and the chat demo on the chatbot page, work the same way and are kept the same way, for the same ninety days. They are demonstrations of a fictional practice. Please do not type real patient information into them.

If you text us

The number on this site accepts text messages, and an AI assistant called Vera answers them and says so. We keep each exchange — what you sent, what Vera replied, and the time — so that a person here can pick the thread up. Reply STOP at any time and the texts stop. Your carrier’s message and data rates may apply. Exchanges are deleted after ninety days.

If you comment on our Instagram or Facebook posts

Some of our posts ask you to comment a word — usually “blueprint” — to be sent a link. When you do, an automation answers: it replies publicly under your comment and sends you the link in a direct message. Nothing is sent unless you comment first.

To do that we read your public comment, the name your profile shows and the account identifier the platform gives us, and we send you one direct message. On Instagram this runs through ReplySync, a third-party service. On Facebook it runs on our own automation server through Meta’s Graph API. Either way the comment and the message live on Meta’s platforms, where Meta’s own terms and privacy policy also apply.

What we keep afterwards is deliberately small. Our automation notes which comments have already been answered so that nobody is messaged twice; that note holds the comment’s identifier and the date, not the text of your comment and not your name, and it is deleted after thirty days. ReplySync keeps its own records under its own policy. To have anything deleted, see Your choices below.

Smilix, and photographs

When you use the Smilix smile preview, the photograph you upload or capture is sent to our image generation provider to produce the simulated result, and the result is returned to your browser. We do not publish your photograph, use it in marketing, or show it to anyone else.

The image provider processes the photograph in order to generate the preview and holds it under their own retention terms. If you supply an email address so that we can send you the result, that address is stored with your enquiry as described above.

Before a preview is shown we compare it automatically with the photograph you provided, and we keep a short record of that check — the measurements and the outcome, not the photograph — so a result is checked once and sent once. The numbers we measure in your browser (where the mouth is, how bright and how sharp the teeth are) travel with the photograph to produce the preview.

Every preview is watermarked and labelled a simulation. It is not a clinical prediction, it is not a diagnosis, and it is not a medical record. If you are a practice considering putting Smilix on your own site, we will go through consent wording and retention with you before it goes live, so that it matches how you already handle patient images.

The instant site check

When you enter a website address on the Blueprint page, our server requests that one public page once, reads the HTML it returns, and sends the findings back to your browser. We do not crawl the rest of the site, we do not keep a copy of the page, and the address you typed is not stored unless you go on to submit the form.

Cookies and what is kept in your browser

We do not set advertising cookies and we run no retargeting: we build no advertising audiences and you will not be followed around the web by our ads. We do try to work out which practices are reading the site, which is a different thing, and it has its own section below. We do use Google Analytics to count visits and see which pages and campaigns bring dentists to us. It sets its own cookie in your browser and records the page, the referrer, an approximate location and a truncated version of your IP address — we ask Google to shorten it rather than store it in full. It is not joined to your name or email, and we do not use it for advertising. Your browser’s “Do Not Track” or an ad blocker will stop it, and nothing on this site stops working if you do.

The site does use your browser’s local storage for two things: the chat assistant keeps your conversation and its conversation number there so both survive a reload, and the demo practice site remembers which colour theme and typeface you were looking at. The theme choice never leaves your device. The conversation is also stored on our side, as described above.

Working out which practices are reading this

This is a business-to-business site: almost everyone here is a dentist, a practice manager or somebody working for one. So we use a service called RB2B to tell us which organisation a visit came from. It matches the visit against data it already holds and, for some visitors in the United States, it returns a name, a job title and a work LinkedIn profile as well as the company. You did not type any of that here and we did not ask you for it — RB2B had it already and matched it to your visit. We use it for one purpose: to know which practices are interested, so that we can follow up properly instead of guessing.

It does not run on all of this site. It is switched off on the Smilix pages and on every practice-branded Smilix page, because those are the pages where somebody photographs their own face. Putting a name to a smile photograph is a join we are not willing to make, so the identification script is simply not present on those pages at all. You can check: view the source of this page and you will find it, view the source of the Smilix page and you will not.

If you would rather not be identified here, there are three ways out and all of them work. An ad blocker or a privacy-focused browser will usually stop it, and nothing on this site stops working if you use one. To come out of the data our supplier holds about you, use their opt-out at app.retention.com/optout — and, if you are in Europe, the GDPR opt-out at rb2b.com/rb2b-gdpr-opt-out. To come out of ours, see Your choices below; that one we do ourselves, and we confirm when it is done.

Our supplier requires every site that uses it to publish one particular paragraph. We would rather quote it than paraphrase it, so here it is, unedited:

Two things about that wording, because it permits more than we actually do. We run no advertising campaigns and we do not upload anybody to an ad platform — the only thing an identification leads to here is a decision about whether to get in touch about your practice. And if we do write to you, it will be one person here writing one email, it will say plainly that this is how we got your details, and one reply telling us to stop is the end of it.

Who else touches your information

Running this site means a handful of service providers process information on our behalf:

• Vercel — hosting. Its servers see the ordinary request information any web server sees, including your IP address, and keep short-lived operational logs.
• Our own automation server — an n8n instance we run on our own machine in the United States. Chat conversations, text message exchanges, and the automations behind booking are stored and run there.
• Agency Handy — our client and enquiry system. Enquiries you submit are recorded there.
• SMTP2GO — email delivery, so that notifications and replies reach us and you.
• Voxtelesys — our telephony provider; carries text messages to and from the number on this site.
• OpenAI — generates replies in the chat assistant and the voice agent demo, provides the second Smilix engine, and runs the automatic check on every Smilix result.
• Kie.ai — generates the Smilix image previews.
• Google Workspace and Google Cloud (signed Business Associate Agreements) — our email, calendar and the infrastructure our automations run on. Our infrastructure runs on Google Workspace and Google Cloud under signed Business Associate Agreements. Those agreements cover Google; they do not cover the image providers named above, which is why nothing on the Smilix pages claims them.
• Meta (Facebook and Instagram) — hosts our pages and profiles there, and delivers the comments and direct messages described above.
• ReplySync — reads comments on our Instagram posts and sends the direct message that answers them.
• RB2B — identifies the company, and sometimes the person, behind a visit to these pages, as described above. It is absent from the Smilix pages.
• Slack — receives the RB2B notifications, so the list of identified visitors is held there too.
• Google Fonts, and our content delivery networks — serve the typefaces, images and video on these pages. Loading them means your browser makes a request to those services, which is how your IP address becomes visible to them.

We use your IP address, briefly and in memory, to rate-limit the chat assistant and the site check so that they cannot be abused. It is not stored against your enquiry.

How long we keep things

Enquiries are kept for as long as we are working with you, or might reasonably still be, and then removed. Chat conversations, demo conversations and text message exchanges are deleted ninety days after the last message. The record of which social comments we have already answered is deleted after thirty days. The visitor identifications described above are kept for as long as we are still following the practice up. Ask us to delete your information and we will, and we will confirm when it is done.

Your choices

Email info@virtualixdental.com to ask what we hold about you, to have it corrected, or to have it deleted. You do not need to give a reason and it does not cost anything. Depending on where you live you may have formal rights to do these things; we would rather simply do it than argue about which of them apply to you.

Children

This site is aimed at dental practices and business owners. It is not directed at children, and we do not knowingly collect information from them. If you believe a child has sent us something, tell us and we will remove it.

A note on patient data

Nothing on this website is a place to put patient information. The chat assistant, the voice demo and the forms are business enquiry tools. If you are a practice and we go on to work together on something that involves patient data, that is handled under a separate written agreement, not under this notice.

Changes

If this changes materially, the date at the top of the page changes with it. This version is dated 11 September 2026.