Privacy policy

This Privacy Policy governs the use of the mobile application/platform DentAccel (“the App”), which is owned, operated, and maintained by DentAccel Solutions Pvt. Ltd. (“the Company”, “We”, “Us”, or “Our”). DentAccel is online practice-management software for dental clinics.

This policy explains how we handle personal information:

• on this website, dentaccel.com, including the forms on it;
• about the clinic owners and staff who use the DentAccel app; and
• about patients, whose records clinics keep in the app.

For patient records the clinic is in charge, and we act on its behalf (see Patient information clinics keep in the app). Our terms of service set out the agreement between the Company and the clinics that use the App.

You can read this website without telling us who you are. We collect personal information only when you send us a form, or when you accept analytics.

• Get Started: your clinic's name, your name and role, email, phone number and city, the number of dentists and branches, the web address you would like for your clinic, how you heard about us, anything else you tell us, and your agreement that we may contact you.
• Contact: your name and email and, if you give them, your phone number and clinic's name, with the topic and your message.
• Support: your name and email, your clinic's web address, the kind of problem, how urgent it is, a subject and description, and a screenshot if you attach one.

Each form is sent to our team by email. The website itself keeps no store of what you send. Please don't include patient details in a form. If a support screenshot shows patient information, we treat it as confidential and use it only to solve your problem.

Technical information

When you send a form, we use your IP address for up to an hour to stop repeated or automated submissions. It is not kept with your message. If our anti-spam check is switched on, Cloudflare checks your browser and IP address to tell people from bots. Like most websites, our hosting may also record basic technical details, such as IP address, browser type and the pages requested, in short-lived logs that keep the website running and secure.

When we set up a clinic, and while its team uses DentAccel, we hold:

• Account details: the practice's business name, billing and tax details, address, and the names and contact details of the people we deal with.
• Login details for each staff member: name, username, email, phone number, role and permissions and, for dentists, professional details such as qualifications, registration number and the signature image used on prescriptions and notes.
• Sign-in and security records: when and from where people sign in (IP address and browser), failed sign-in attempts, password reset requests, and a record of key actions in the app, such as who opened or changed a patient's record.
• Usage information: such as the number of active staff and how much AI Scribe is used. This never includes the content of patient records.

We decide how this information is used and are responsible for it. A signature image is used only on the clinic's own documents. Anything a clinic records about its staff for its own purposes, such as salary payments in its accounts, is part of the clinic's records, described in the next section.

Clinics use DentAccel to keep their patients' records. Depending on the clinic, these can include:

• name, date of birth or age, gender, phone numbers, email and address;
• health information: medical history, allergies, medicines, habits such as tobacco use, alerts, dental charts, findings and diagnoses, clinical notes, treatment plans, prescriptions and lab work;
• files the clinic uploads, such as radiographs, photos, reports, scanned consent forms and identity documents;
• appointments, and the documents the clinic sends to patients;
• invoices, payments and refunds;
• AI Scribe transcripts, where the clinic uses AI Scribe.

Health information is sensitive, and we treat it that way.

The clinic decides; we act for the clinic

Each clinic decides what it records about its patients and why. The clinic is responsible for that information as its controller (some laws use the term “data fiduciary”). The Company stores and processes it only on the clinic's behalf, as the clinic's processor, under our agreement with the clinic. This means:

• the clinic tells its patients how their information is used, and needs a lawful basis, including any consent the law requires, to record it;
• we use patient information only to provide and support DentAccel for that clinic, to keep it secure, and where the law requires;
• we never sell patient information, use it for advertising, contact a clinic's patients for our own purposes, or share it with other clinics;
• a clinic's patient records can be seen only by the people the clinic gives access to, and by our team as described in Who we share it with.

If you are a patient

If your dental clinic uses DentAccel, the clinic is the right place to ask about your records, or to see, correct or delete them. If you write to us, we will pass your request to the clinic and help it respond.

We use personal information only for these purposes:

• To answer enquiries and set up clinics, using what you send in a form. We rely on your request and on your agreement to be contacted.
• To provide the app to clinics and their teams, using account and login details, and patient information on the clinic's instructions. We rely on our contract with the clinic.
• To support clinics, using the details in a support request and, where needed, the clinic's records. We rely on our contract with the clinic.
• To keep the website and app secure and to prevent misuse, using sign-in and security records and IP addresses. We rely on our legitimate interest in protecting the service and its users, and on our legal obligations.
• To bill clinics and keep business records, using account details. We rely on our contract and on tax and accounting law.
• To keep clinic users informed about their account, security, maintenance and changes to the service. We send news and offers only to people who have agreed to receive them, and each one includes a way to stop them.
• To see which pages of this website are useful, only if you accept analytics. We rely on your consent, which you can withdraw at any time.
• To meet legal obligations and to protect the rights and safety of people and of the Company.

We don't use personal information to make automated decisions that have legal or similarly significant effects on anyone.

AI Scribe helps dentists write clinical notes. It is available to every clinic, and a clinic can switch it off at any time in its settings. When a dentist uses it:

• the dentist records their dictation, or the conversation in the surgery, in the browser;
• the recording is sent to a third-party AI service provider together with relevant details from the patient's record, such as earlier notes, open treatment, current medicines and allergies, and the clinic's own list of medicines. The provider returns a draft note. We don't send the patient's name or date of birth with the request, but the recording contains whatever was said;
• the dentist reviews and edits the draft. Nothing is added to the patient's record until the dentist saves it;
• we don't keep the audio recording. When the note is saved, the written transcript is saved with it.

Clinics can also use AI to refresh a patient's chart summary from their notes, treatment plan and billing items. The same rules apply.

The AI provider processes this information only to return the result to us, under terms that do not allow it to keep the information longer than needed or to use it to train its models. We don't use clinic or patient information to train AI models.

Because AI Scribe can record a consultation, the clinic is responsible for telling its patients and getting any consent the law requires before recording. Each draft is only a starting point: the dentist remains responsible for the clinical record.

We don't sell personal information. We share it only in these ways:

• Service providers who help us run DentAccel, under contracts that require them to protect it and use it only for us: hosting and data storage, email delivery, the AI service provider for AI Scribe, Cloudflare for the anti-spam check on our forms, Google Analytics for this website if you accept it, and a service that checks new passwords against passwords known to have leaked (it never receives the password itself). Clinics can ask us for a current list of the providers that process their data.
• Documents a clinic sends: when a clinic emails a patient a prescription, invoice or other document from DentAccel, we send it on the clinic's behalf through our email provider.
• Our team: our staff see clinic records only when they need to, to set up, support, fix or secure the service, or to prepare a copy of the data the clinic has asked for. A clinic owner can also give our support team read-only access from inside the app for a period they choose. Every time our team opens a clinic's records, it is recorded in that clinic's activity log. Our staff are bound by confidentiality.
• When the law requires it: to comply with the law, a court order or a lawful request from a public authority, or to protect the safety, rights or property of people or of the Company. Where the law allows, we tell the clinic first.
• If our business changes hands: if the Company or the App is merged or sold, information may pass to the new owner, who must keep the promises in this policy.

We store and process information in India. If information moves to another country, for example when a service provider handles it there, we do so only where the law allows it, and we take the steps the law requires to keep it protected, such as contractual commitments from the recipient.

• Enquiries and support requests: as long as we need them to respond and to keep a record of our dealings, and no longer than 3 years after our last contact with you.
• Website analytics: Google Analytics keeps it for 14 months.
• Clinic account and login details: while the clinic uses DentAccel, then as long as tax, accounting and other laws require.
• Sign-in and security records: one year, unless we need them longer to investigate a security problem.
• Patient records: the clinic decides how long to keep them, in line with the record-keeping rules for its practice. We keep them until the clinic asks us to delete them or stops using DentAccel.

When a clinic stops using DentAccel, we keep its data for 90 days so that it can ask for a copy. We then delete it from our systems within a further 30 days, and from our backups as they expire, unless the law requires us to keep it.

We use technical and organisational safeguards suited to information that includes health records. In particular:

• everyone at a clinic has their own login;
• role-based permissions decide what each person can see and do, and the clinic sets them;
• the clinic can see a record of key actions in its account, including access by our team;
• our staff open clinic records only when they need to, and are bound by confidentiality.

No system is completely secure. Keep your login to yourself, and tell us straight away if you think an account has been misused.

If we learn of a security breach affecting personal information, we will act promptly to contain it. We will tell the clinics affected without undue delay, and within 48 hours of becoming aware of it, and give them the information they need to inform their patients or the authorities where required. Where the information is ours to look after, we will inform the people affected and the authorities as the law requires.

Depending on the law that applies to you, you may have the right to:

• know what personal information we hold about you and how we use it, and have a copy;
• have it corrected, completed or brought up to date;
• have it deleted when it is no longer needed, unless the law requires us to keep it;
• withdraw your consent where we rely on it. This doesn't affect what we did before, but it may mean we can no longer do some things for you;
• object to or limit some uses, and receive your information in a form you can take elsewhere;
• name someone to act on your behalf if you die or are unable to act for yourself;
• complain to us, and to the data protection authority where you live.

To use any of these rights, write to us (see Contact us). We may need to confirm who you are first. We will acknowledge your request within 7 days and respond in full within 30 days.

If you are a patient, your records belong to your clinic, so please ask your clinic first. We will help the clinic respond.

This website and the app are for clinics and their staff, not for children, and we don't knowingly collect children's information through the website.

Clinics treat children and keep their records in DentAccel. The clinic is responsible for getting a parent or guardian's consent where the law requires it. We process these records only on the clinic's behalf, and never use them for tracking, profiling or advertising.

This website uses Google Analytics only if you accept it in the consent bar. Until you choose, analytics cookies stay off, and advertising signals stay off whatever you choose.

On this website

• Your analytics choice is kept in your browser's storage, so we don't ask again. It is not sent to us.
• Your light or dark mode choice, if you change it, is kept in your browser the same way.
• Google Analytics cookies (_ga and _ga_ followed by an id) are set only after you accept. They tell one visit from another and last up to two years. We never send names, email addresses or other contact details to Google Analytics.

In the app

The app uses only the cookies it needs to sign you in, keep you signed in securely and remember which clinic you last opened. It uses no analytics or advertising cookies.

Questions about this policy or how we handle your information, and requests to use your rights, can go to support@dentaccel.com. We will reply within the times set out in Your rights.

We update this policy when our service or the law changes, and the date at the top of this page shows when it last changed. If a change is significant, we will tell clinic owners by email or in the app at least 30 days before it takes effect.