GRiN Finance Privacy Policy
Who we are
GRiN Finance is an internal tool operated by GRiN Pediatric Dentistry & Orthodontics ("GRiN", "we"). It is part of our private staff dashboard and is not offered to patients or the public. We use it to reconcile our daily bank deposits and to track office spending against budgets.
What we collect through Plaid, and why
We connect only GRiN's own business bank accounts (PNC) and business credit cards (Chase), using Plaid for read-only access. We never connect a patient's or any other person's account, and this feature does not collect patient health information.
- Account details: bank name, account name and type, and the last 4 digits of the account or card.
- Transactions: date, amount, description or merchant name and pending status; for cards also Plaid's spending category and the cardholder name if the bank provides it. At first connection Plaid can send up to 24 months of history.
We do not receive or store bank usernames or passwords (you sign in with the bank directly), full account or routing numbers, or account balances. GRiN Finance cannot move money or make payments.
We use this data only to match deposits to what our practice systems expect, to track office budgets, and for our own bookkeeping and tax records.
Consent and disconnecting
Accounts are connected only by a GRiN owner, who signs in, clicks Connect, reviews Plaid's consent screens, signs in with the bank and chooses which accounts to share. The owner can disconnect any connection at any time with Remove on the Setup page. That revokes our access at Plaid and deletes the stored access token and the transactions received through that connection (details in our Data Retention & Deletion Policy).
Who can see it
- Owners (currently one person) can see bank and card data and are the only users who can connect or remove accounts.
- Office managers and lead dental assistants see nothing in GRiN Finance unless an owner turns on budget access (currently off). Even then, a manager sees only card purchases and budget totals for their own office, and a lead assistant sees only their office's dental-supply budget. Neither ever sees bank deposits, card numbers, cardholder names or other offices.
- Doctors and other staff have no access.
- The underlying AWS account is limited to GRiN's authorized administrators.
How we protect it
- Owner accounts require multi-factor authentication: a password and an authenticator-app code, or a passkey on the owner's own device unlocked with Face ID, a fingerprint or Windows Hello. A device the owner chooses to trust skips the code for at most 30 days (the password is still required). The server refuses owner finance and Plaid requests until the authenticator app is set up.
- All traffic uses HTTPS/TLS. Stored data is encrypted at rest with AES-256 through AWS Key Management Service (a key dedicated to this tool, with automatic rotation).
- Plaid access tokens are kept only in AWS Secrets Manager and are never sent to a web browser.
- Least privilege: each server function can reach only the data it needs, and every permission is checked on the server. Connections, removals, syncs and settings changes are written to a tamper-evident audit log.
- The data is hosted with Amazon Web Services in the United States (Oregon region).
No selling or sharing
We do not sell, rent or share this data, and we do not use it for marketing. It is processed only by the service providers that run the tool (Plaid and Amazon Web Services). We may share reports with our own accountants for tax and bookkeeping work, or disclose information when the law requires it.
Plaid's role
Plaid connects GRiN Finance to the banks. Plaid's handling of data is described in the Plaid End User Privacy Policy.
How long we keep it
Bank and card records are kept for up to 7 years for tax and accounting purposes and are deleted sooner when a connection is removed or an owner asks. See the Data Retention & Deletion Policy, which we review at least once a year.
Contact
Questions or requests: admin@grinpediatricdentistry.com.