How Valian protects your data

Valian sits at the center of your front desk, which means it handles real patient information — names, birthdays, insurance details, appointment history. Protecting that data isn't a feature on the side; it's the whole job. This article walks through how we keep your practice's information private and secure, and the parts you hold yourself.

HIPAA and your Business Associate Agreement

Because Valian handles protected health information on your behalf, we sign a Business Associate Agreement (BAA) with your practice before any live patient data flows through the system. The BAA is a legal commitment covering how we safeguard, use, and — if it ever came to it — report on your data under HIPAA. You'll find your signed BAA, along with your other agreements, under Settings → Documents on file. The vendors that help run Valian behind the scenes are covered by their own BAAs with us, so the chain of protection is unbroken from end to end.

Encryption, everywhere

Your data is encrypted both while it's stored and while it's moving:

• In transit. Everything traveling between your browser, your phone, and Valian is protected with modern TLS encryption, so it can't be read as it crosses the internet.
• At rest. Data stored in our systems is encrypted with strong, industry-standard AES-256 encryption, so the stored copy is protected too.

You don't have to configure any of this. It's on for every practice, all the time.

Your practice is walled off from every other

Valian is multi-tenant, which is a technical way of saying many practices share the platform. What matters is that each practice's data is strictly isolated from every other. Under the hood, every record is tagged to your practice, and a security layer called row-level security enforces that tag on every read and write. There is no screen, no search, and no report that can reach across from one practice into another. Your patients are yours, and only yours.

Every access is logged

Valian keeps an immutable, append-only record of what happens in your account — an event ledger that can be added to but never quietly edited or erased. Actions on patient information are recorded there, which means there's always a trustworthy history of what happened and when. That same ledger is what powers your itemized billing, so the record serves you day to day, not just in an audit.

The secure connector to your PMS

If your practice management software runs on a computer in your office — like Open Dental, Dentrix, or Eaglesoft — Valian reaches it through a secure connector: a small piece of software that makes an encrypted, outbound-only link from your machine to Valian. It doesn't open your network to the outside world, and it only moves the scheduling and patient information Valian needs to do its job. If it ever drops, Amy keeps answering and holds new bookings safely until it's back.

Payments handled carefully

Valian never stores your raw card or bank numbers. Payment details are handled by a dedicated, PCI-compliant payments provider, and your account holds only a safe reference to the method on file — never the actual numbers. That keeps the most sensitive financial data out of the picture entirely.

Backups and resilience

Your data is backed up automatically and regularly, so a hardware failure or accident doesn't put your history at risk. We monitor the platform around the clock, and if a connection or service has trouble, our team is alerted right away — often before you'd notice anything at all.

The controls you hold

The strongest platform still depends on good habits at the front desk. Here's what's in your hands, and where to manage it:

• Individual logins. Give every teammate their own account, never a shared one, so access can be granted and removed cleanly. See Add another user to your practice.
• The right role for each person. Roles limit each login to what that person actually needs. See Roles and permissions.
• Two-factor auth. The single best defense against a stolen password. Turn it on for yourself and require it for your team — see Turn on two-factor authentication.
• Prompt off-boarding. Remove a login the day someone leaves.

Frequently asked questions

Is my patient data used to train AI? No. Your patients' information is used to run your practice — answering calls, booking visits, checking insurance — not to train models for anyone else.

Can another practice ever see my data? No. Tenant isolation and row-level security make cross-practice access impossible by design. Every record is bound to your practice on every read and write.

Where can I find my signed BAA? Under Settings → Documents on file, alongside your other signed agreements. You can download a copy any time.

What happens to my data if I leave Valian? It's yours. You can request an export before you go, and ask us to delete it afterward. Reach out through the Help Center or help@valiansystems.com.

Who do I contact about a security question? Submit a ticket from the Help Center or email help@valiansystems.com. For anything you believe is urgent, mark the ticket Urgent so it reaches our on-call team right away.