MyCA Privacy Policy

Last updated: July 5, 2026

MyCA (“MyCA,” “we,” “us,” or “our”) is a retainer-focused smile maintenance service that helps patients order high-quality clear retainers through a guided, partly digital workflow. This Privacy Policy explains how we collect, use, share, and protect your information when you use our website, create an account, or receive services from us.

By using MyCA, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect information in three main ways: information you give us, information related to your care and retainers, and information collected automatically when you use our website.

1.1 Information You Provide Directly

When you create an account, place an order, or contact us, we may collect:

• Name
• Phone number
• Email address
• Mailing/shipping address
• Account login details (such as email/username and password)
• Communication preferences (for example, whether you want to receive marketing messages)

When you pay for your retainers, a third-party payment processor collects your payment details (such as card number or other payment method). We receive confirmation of your payment and basic transaction details, but we do not store your full card number.

1.2 Clinical and Retainer-Related Information (PHI)

Because MyCA is part of a clinical workflow, we may collect and store information related to your dental care, which may be considered Protected Health Information (PHI) under US law. This can include:

• Dental and orthodontic history related to your retainers
• Details about your past treatment (for example, braces or clear aligners, treatment status, and retainer needs)
• Intra-oral scans, dental impressions, and dental models
• Clinical photographs and similar images used to design and verify your retainers
• Notes and instructions that relate to the design, fit, or adjustment of your retainers

We collect this information so we can fabricate retainers that fit precisely and help you maintain your orthodontic results.

1.3 Information Collected Automatically

When you visit our website or use your account, we and our service providers may automatically collect certain information, such as:

• Device and browser type
• IP address and general location (for example, city and state)
• Pages you visit, links you click, and time spent on our site
• How you arrived at our website (for example, from a search engine or advertisement)

 We collect this information using cookies and similar technologies. Some cookies are essential to make the site work (for example, for login and session security). Others help us understand how patients use the site and improve our services.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 To Provide and Manage Your MyCA Account and Orders

• Creating and managing your MyCA account
• Processing your orders for 1-5 sets of retainers
• Scheduling and coordinating scan/rescan appointments
• Managing the scan -> fabrication -> delivery process
• Communicating with you about your orders, appointments, and account

2.2 To Provide Clinical and Retainer Services 

• Reviewing your clinical and orthodontic information as needed for retainer design
• Using your scans, photos, and treatment information to fabricate retainers that fit correctly
• Sharing only the information necessary with our manufacturing partners so they can produce your retainers according to clinical standards
• Supporting clinical oversight from the Asana Ortho team and approved lab partners

 2.3 To Process Payments

• Working with third-party payment processors to collect payment for your orders
• Handling invoices, receipts, and payment confirmations
• Detecting and helping prevent fraud and payment misuse 

2.4 To Improve Our Website and Services

• Understanding how patients find and use MyCA
• Fixing bugs, improving user experience, and simplifying the order and scheduling process
• Developing new features, services, and workflows that make it easier to maintain your smile

2.5 To Communicate With You

• Responding to your questions and support requests
• Sending transactional messages (such as order confirmations, appointment reminders, and important account notices)
• Sending marketing emails or SMS about MyCA products, updates, and offers, where permitted by law and your preferences (you can opt out of marketing at any time)

2.6 To Comply With Law and Protect Rights

• Complying with legal, regulatory, and professional obligations
• Maintaining appropriate clinical and financial records
• Protecting the rights, safety, and security of our patients, staff, partners, and systems
• Responding to lawful requests by courts, regulators, or law enforcement when required

3. Cookies, Analytics, and Advertising Tools

3.1 Cookies for Login and Security

We use essential cookies to:

• Keep you signed in to your account
• Maintain session security and help prevent unauthorized access
• Remember certain settings so the site works smoothly

You can control cookies through your browser settings, but disabling essential cookies may prevent parts of the site from working properly.

3.2 Analytics Tools

We use analytics tools to better understand how patients use our website, such as which pages are visited and which features are used most. These tools help us:

• Monitor site performance and fix issues
• Improve navigation and content
• Make informed decisions about new features and services

Analytics tools typically collect information like your browser type, device type, IP address, and page usage patterns. They do not show us your password or payment card number.

3.3 Advertising and Marketing Technologies

We may use online advertising tools and pixels to:

• Show relevant MyCA ads to people who may be interested in our services
• Measure how effective our ads and campaigns are
• Understand which messages and channels patients find most useful

These tools may use cookies or similar technologies to track activity on our site and across other sites over time. You can often manage your ad preferences through your browser or the settings provided by major ad platforms.

3.4 Email and SMS Tools

We use email and SMS service providers to:

• Send order confirmations, reminders, and important updates
• Send marketing communications where permitted and in line with your preferences

These providers process your contact information on our instructions and are required to protect your data. 

4. How We Share Your Information

We do not sell your personal information. We share your information only in the ways described below.

4.1 Within the MyCA and Asana Ortho Ecosystem

Your information may be accessed by authorized members of the MyCA and Asana Ortho teams who need it to:

• Manage your account and orders
• Provide clinical oversight and support
• Coordinate scans, fabrication, and delivery

Access is limited to those who need the information to perform their role.

4.2 Retainer Manufacturers and Lab Partners

To fabricate your retainers, we share only the information necessary for our manufacturing partners to:

• Produce retainers that match your scans and clinical instructions
• Ensure quality, fit, and safety

We follow a "minimum necessary" approach and expect our lab partners to protect your information in line with applicable privacy and security standards.

4.3 Service Providers and Vendors

We use trusted third-party service providers to help us operate MyCA, including:

• Website hosting, cloud storage, and security providers
• Analytics and performance tools
• Advertising and marketing tools
• Email and SMS communication providers
• Payment processors and billing tools
• Customer support tools

These providers are allowed to use your information only to perform services on our behalf and are required to protect it appropriately.

4.4 Legal, Regulatory, and Safety Reasons

We may disclose your information when we believe it is necessary to:

• Comply with applicable laws, regulations, or legal processes
• Respond to lawful requests from authorities
• Protect our patients, staff, and the public from harm
• Enforce our terms and protect our rights, property, and safety

4.5 Business Changes

If we are involved in a merger, acquisition, restructuring, or similar transaction, your information may be transferred as part of that process, subject to continued protection consistent with this Privacy Policy.

 5. Where Your Data Is Stored and Processed

• We store your data primarily on servers located in the United States.
• Members of our team and some service providers may access and process your data from other countries, but always under strict access controls and confidentiality obligations.
• We share only the information necessary with our manufacturing partners to fabricate your retainers, and require them to protect it appropriately.

 By using MyCA, you understand that your information may be processed in countries outside your state or country of residence, which may have different data protection laws.

6. How We Protect Your Information

We use a combination of technical, administrative, and physical safeguards to help protect your information, including:

• Secure servers and encryption where appropriate
• Access controls and role-based permissions
• Password protection and account security measures
• Regular monitoring for unusual activity

 No system can be guaranteed to be 100% secure, but we work to protect your information and quickly address issues if they arise.

7. How Long We Keep Your Information

We keep your information only for as long as needed to:

• Provide your MyCA services and complete your retainer orders
• Maintain clinical and financial records as required by law and professional guidelines
• Resolve disputes and enforce our agreements
• Support legitimate business needs such as security and fraud prevention

Because clinical and dental records often have specific retention requirements, we may be required to retain certain treatment-related and PHI records for a number of years, even if you stop using MyCA.

8. Your Choices and Rights

 8.1 Access and Correction

You may have the right to:

• Request a copy of certain personal information we hold about you
• Ask us to correct inaccurate or incomplete information

We may need to verify your identity before fulfilling your request, and there may be limits based on clinical, legal, or security requirements.

8.2 Marketing Preferences

You can manage your marketing preferences by:

• Clicking "unsubscribe" or similar links in marketing emails
• Replying "STOP" to marketing SMS where that option is provided
• Contacting us using the details in the "Contact Us" section below

Even if you opt out of marketing, we may still send you transactional or service-related messages (for example, order confirmations, appointment reminders, and important account or safety notices).

 8.3 Deletion and Restrictions

Because of clinical and legal record-keeping obligations, we may not be able to delete certain dental or treatment records on request. We will, however:

• Review deletion or restriction requests where possible
• Remove or minimize non-essential marketing and profile data when we are able to do so
• Explain when and why we must retain certain records

9. Children's Privacy

MyCA is designed to be used by adults. We do not allow children to create or manage their own MyCA accounts.

• Any minor's information in MyCA must be managed by a parent or legal guardian.
• We do not knowingly collect personal information directly from children who use the service without a parent or guardian account holder.

If you believe we have collected personal information from a child in a way that does not follow this policy, please contact us using the details below, and we will take appropriate steps to address the issue.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or applicable laws. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Take additional steps to inform you where appropriate (for example, by email or in-app notice)

Your continued use of MyCA after any changes means you accept the updated Privacy Policy.

11. How to Contact Us

If you have questions about this Privacy Policy, our privacy practices, or your information, or if you would like to make a request, you can contact us at:

Email: info@mycasmile.com

Mailing address:

MyCA (Managed by Asana Ortho)
591 San Pablo Ave,
Albany, CA 94706
United States

Phone: (510) 525-1772