Associate Fit Evaluation
Privacy

Privacy policy

Last updated: October 30, 2026

Associate Fit Evaluation (“Associate Fit”, “we”, “us”) is a hiring tool for dental practices, run by ProFunnelDesign LLC. Practice owners use it to invite associate dentist candidates to talk through sample clinical cases out loud and answer seven questions about their experience, and then to review, score and compare the results. After a hire, practices can also invite their new associate and their team to a short work-style questionnaire, for onboarding.

This policy explains what information the site collects, how it's used and shared, how it's protected, and the choices you have. It covers this website and the emails it sends.

The short version

  • We collect only what's needed to run evaluations: names, email addresses, recordings, questionnaire answers, pictures and 3D scans of a candidate's own cases if the practice asks for them, and the practice's review notes.
  • A candidate's recordings, pictures, scans and answers are seen only by the practice that invited them, and by our administrator for support.
  • We never sell your information, show ads, or use tracking or analytics cookies.
  • You can ask to see, correct or delete your information at any time.

1. Who this policy covers

  • Practice owners: people with an account who set up positions and review candidates.
  • Candidates: dentists invited by a practice to take an evaluation. Candidates don't create an account; they use a private link from their invitation.
  • Team members: people at a practice, including a newly hired associate, invited to answer the work-style questionnaire only, so the practice can understand how its team works together and help new colleagues settle in.
  • People who request early access: anyone who fills in the early-access form at associatefit.com.
  • People who enter a giveaway: anyone who fills in a giveaway entry form, such as the one at giveaway.associatefit.com.

2. What we collect

About practice owners

  • Name, email address, and the practice's name and location.
  • The positions you open and the cases you choose for them.
  • Cases you add to your practice's own library: a de-identified history, radiographs and your checklist, and that you confirmed each image identifies no one.
  • What you record while reviewing candidates: checklist marks, 1-to-5 scores for each answer, notes, short phrases about team fit and coachability, finalist choices, and hiring decisions.
  • Your own answers to the cases, if you choose to record them for comparison. If you also choose to share them, candidates for that position can listen to them once they finish their evaluation.
  • How long your practice's last associate stayed, or that this is your first, if you tell us.
  • Your answers to check-ins after a hire, at 6, 12 and 24 months: whether the associate is still with you and whether you'd hire them again.

About candidates

  • Name and email address, entered by the practice that invites you.
  • Your consent: the date and time you agreed to be recorded, and the exact wording you agreed to.
  • Audio recordings of your answers (up to five minutes for each case, two minutes for each question), with their length and whether you paused or were interrupted.
  • If the practice asks to see cases you've treated yourself (up to three): a line saying what each treatment was, the pictures and 3D scans you upload, whether each is from before, during or after treatment, any caption you add, and a recorded walk-through of up to two minutes for each case. Also your statement that you have the right to share them, with its exact wording and when you gave it, and that you confirmed each picture and scan identifies no one. Pictures are cropped and blacked out on your own device before they're uploaded, and the hidden details a photo file carries, such as where and when it was taken, are left behind. For a scan, only its shape and colors are uploaded: the file's name and any details saved inside it, which scanner software can use for a patient's name or the date, stay on your device. Please share only pictures and scans that identify no one: no faces, names, dates of birth, chart numbers or practice names.
  • When you started and finished each step.
  • Whether the practice made you an offer, or recorded that you declined or withdrew.
  • The 1-to-5 scores the practice gives each of your answers.
  • What the practice records while reviewing you, as listed above for practice owners.

About team members

  • Name, email address, job role if the practice adds one, and your questionnaire answers and work-style profile.
  • If the practice hired you through Associate Fit, a link to your candidate record, so your profile is connected to your hire.

About people who request early access

  • Your name, your practice's name and your email address, plus anything else you choose to tell us: phone number, city and state, when you're hiring, and a message.

About people who enter a giveaway

  • Your name, your practice's name, city and state, email address and cell phone number.
  • Your answers on the entry form: whether you own the practice, whether it's part of a DSO or group, when you plan to hire, how many locations you have, your biggest hiring headache, and who referred you.
  • That you agreed to the giveaway's rules, and whether you asked to hear about future offers or unsubscribed.

Collected automatically

  • Like most websites, our hosting providers keep standard technical logs (such as IP address, browser type, the page requested and the time) to keep the service running and secure.
  • We briefly keep a count of sign-in and invitation emails per email address and IP address, to stop the site being used to flood inboxes.

Your microphone

The site uses your microphone only while you're checking it or recording an answer, and only after your browser asks your permission. The microphone check isn't recorded or saved.

What we don't collect

  • Passwords. People sign in with one-time links sent by email.
  • Payment details.
  • Patient information (see section 8).

3. How we use information

  • To run evaluations: send invitations and sign-in links, save recordings and answers, and show the results to the practice that sent the invitation.
  • To help practices compare finalists and record hiring decisions.
  • To measure whether associates hired with Associate Fit stay longer, using practices' answers about their past associates and their check-ins after each hire. Any results we share are totals, never a practice's or an associate's own answers.
  • To improve the assessment: candidates' scores, with names, contact details and the practice removed, may be combined across practices, for example to show how an answer compares with others. No practice ever sees another practice's candidates.
  • To keep the service secure: verify sign-ins, prevent misuse, and investigate problems.
  • To contact practice owners about their account, changes to the service, or this policy.
  • To reply to early-access requests and help those practices get started.
  • To run giveaways: check who is eligible, draw and contact winners, and, as each giveaway's rules say, contact entrants about Associate Fit and Unity Leadership Group, including offers for entrants who don't win. Every such email has an unsubscribe link.

We don't sell or rent personal information, show advertising, or build marketing profiles. We don't send marketing emails to candidates or team members. Hiring decisions are made by people at the practice, not by the software.

The work-style questionnaire (the Dental Colors Framework) is a communication and team-development tool used after someone is hired. It is not a selection tool: candidates don't take it, practices never see it before a hire, and it is never used to rank, score or filter candidates.

4. Who can see it

  • The practice that invited you. A candidate's recordings, pictures, scans, answers and results are visible only to the owners of the practice that invited them. Other practices can never see them. The database's security rules enforce this, and automated tests check it every time the software changes.
  • Candidates, only if the owner chooses. A practice owner can let candidates hear the owner's own recorded answers to the same cases, after the candidate has finished. Candidates never see or hear other candidates' answers.
  • Giveaway winners' names, practice names and cities may be announced publicly, including during a live drawing, as the giveaway's rules say. Other entrants' details are never shown.
  • Our administrator, for support and maintenance, and to carry out deletion requests.
  • Companies that run the site for us, only as needed to provide their service:
    • Supabase: database and file storage, in the United States.
    • Vercel: website hosting, in the United States.
    • Resend: sending email, in the United States.
  • When the law requires it, for example in response to a court order, or to protect someone's safety or rights.
  • If the business changes hands, information may pass to the new owner, who must keep to this policy.

How a practice uses what it learns in its own hiring decisions is the practice's responsibility, under the employment laws that apply to it.

5. Cookies

We use only the cookies needed to keep practice owners and administrators signed in. Candidates and team members using their private link get no cookies. We don't use analytics, advertising or other tracking cookies, and fonts are served from our own site.

6. How we protect information

  • Everything travels over encrypted connections (HTTPS), and our providers encrypt stored data.
  • Recordings and images are stored privately. They play only through links our server creates for the right signed-in person, and those links expire within an hour.
  • Candidate links are long random codes that can't be guessed, and we store only a scrambled fingerprint of them. They expire after 30 days, and stop working when the practice cancels the invitation or fills the position.
  • Each practice's information is kept separate by database security rules, checked by automated tests.
  • Access to the data behind the site is limited to our administrator, and its keys are kept out of the software's code.

No system is perfectly secure. If a security incident affects your information, we'll tell you as the law requires.

7. How long we keep information

  • Candidates: while the position is open, and for 12 months after it's filled or closed. Then it's deleted, unless the candidate or the practice asks us to delete it sooner.
  • Practice owners and team members: for as long as the practice uses Associate Fit, and deleted on request after it stops.
  • Check-ins after a hire: kept with the position, like the hire date, for as long as the practice uses Associate Fit. They hold only yes-or-no answers and dates; once the candidate's records are deleted, they no longer include the associate's name, recordings or answers.
  • Early-access requests: until you ask us to delete them, and no more than 24 months after your latest request.
  • Giveaway entries: until you ask us to delete them, and no more than 24 months after you entered.
  • Backups: kept for up to 90 days, so deleted information can remain in a backup until it expires.
  • Deletion records: we keep a note that a deletion happened, when, and who did it, but not what was deleted.

8. Patient information

Associate Fit isn't designed to hold patients' health information. The standard cases are made up. Practices can add cases of their own, which must be de-identified: no names, dates of birth, chart numbers or other details that could identify a patient, in the text or on the images. Before uploading each image, the practice confirms this. A practice's own cases are seen only by that practice and the candidates it invites. Candidates shouldn't name real patients in their answers.

9. Your choices and rights

  • Candidates choose whether to take part, and can stop at any point before finishing.
  • Anyone can ask to see the information we hold about them, correct it, or have it deleted. Deleting a candidate removes their recordings, pictures, scans, answers, and the practice's notes about them.
  • Practice owners can update their details or close their account by contacting us.

To make a request, email blake@profunneldesign.com. We may ask you to confirm it from the email address we have for you, and we'll respond within 30 days. Depending on where you live (for example, California), you may have additional privacy rights. We honor these requests for everyone, wherever they live.

10. Children

Associate Fit is for dental professionals. It isn't meant for anyone under 18, and we don't knowingly collect their information.

11. Changes to this policy

We'll post any changes on this page and update the date at the top. If a change is significant, we'll also email practice owners. We won't use recordings already collected in a new way without the candidate's consent where the law requires it.

12. Contact us

If you have a question, or believe we're not following this policy, please contact us right away:

ProFunnelDesign LLC
7106 Turquoise St, Prescott, AZ 86305
blake@profunneldesign.com