Privacy Policy
Last updated: 24 September 2026
In short: practices own their patient data. DentaMinder stores and processes it strictly to run the service the practice asked for, never sells it, and never uses patient data to train AI models. Where a practice uploads patient records, the practice is the data controller and DentaMinder is its processor.
1. Who we are
DentaMinder is a dental practice management service operated by [ENTITY], registered at [ADDRESS] (“DentaMinder”, “we”, “us”). This policy explains how we handle personal data when you visit this website, create an account, or use the application at app.dentaminder.com.
2. Controller and processor roles
The distinction matters, because it determines who you should contact about your data:
- We are the controller for account data belonging to practice staff — the person who signs up, their email address, their role, and how they use the product.
- We are a processor for patient data. A dental practice decides what patient information to record and why; we only store and process it on that practice's documented instructions, as set out in our Terms and any data processing agreement signed with the practice.
If you are a patient of a practice that uses DentaMinder and you want to access, correct or delete your records, contact that practice directly. They control those records; we act on their instructions. We will support them in responding to you.
3. What data we process
Account data (we are the controller)
- Name, email address, and the password credential held by our authentication provider.
- Practice name, country, and the subscription tier in force.
- Technical and usage data: IP address, browser and device information, and application logs.
- Billing records: subscription status and payment history. Card details are handled by our payment processor and never reach our servers.
Patient data (the practice is the controller, we are the processor)
- Identity and contact details: name, date of birth, gender, phone number, email address.
- Appointment history, attendance and reminders sent.
- Health data: dental charts, clinical notes, treatments and documents uploaded by the practice. This is a special category of personal data under Article 9 GDPR and receives the protections described below.
- Financial records relating to treatment: invoices, payments, payment plans.
4. Why we process it, and our lawful basis
| Purpose | Data | Lawful basis |
|---|---|---|
| Provide the service, authenticate users, keep the account running | Account data | Performance of a contract (Art. 6(1)(b)) |
| Bill for paid subscriptions | Billing records | Performance of a contract (Art. 6(1)(b)) |
| Keep the service secure, prevent abuse, investigate incidents | Technical and usage data | Legitimate interests (Art. 6(1)(f)) |
| Store and process patient records, send appointment reminders | Patient data, incl. health data | On the practice's instructions as processor; the practice relies on Art. 6(1)(b)/(f) and Art. 9(2)(h) for health data |
| Comply with legal obligations (tax, accounting, lawful requests) | As required | Legal obligation (Art. 6(1)(c)) |
We do not sell personal data, and we do not use it for advertising or profiling.
5. Sub-processors
We use the following providers to deliver the service. Each is bound by a data processing agreement and may process personal data only on our documented instructions:
| Provider | Purpose | Data involved |
|---|---|---|
| Supabase | Authentication and file storage | Account credentials, uploaded documents |
| Twilio | SMS delivery | Patient phone number, message content |
| WhatsApp Business (Meta) | WhatsApp message delivery | Patient phone number, message content |
| Resend | Transactional email delivery | Email address, message content |
| Stripe | Subscription billing | Billing contact and payment details |
| Calendar synchronisation, where a practice enables it | Appointment times, titles and linked calendar identifiers | |
| Anthropic | AI-assisted clinical note drafting, where a practice enables it | The dictated or entered note content submitted for summarisation |
| [HOSTING_PROVIDER] | Server hosting and database storage | All service data at rest |
We will give practices notice before adding or replacing a sub-processor, so they can object.
6. AI features
Where a practice enables AI-assisted notes, the note content submitted for summarisation is sent to Anthropic's API and the generated draft is returned to the practice for review. Content submitted through the API is not used to train Anthropic's models. AI output is a draft: it must be reviewed by a clinician before it becomes part of the record, and it is never a substitute for clinical judgement.
7. International transfers
Some of the providers above process data outside the European Economic Area. Where that happens, transfers are covered by the European Commission's Standard Contractual Clauses or an applicable adequacy decision, together with supplementary measures where required. Practices can request a copy of the relevant transfer mechanism.
8. Retention
- Patient data is retained for as long as the practice's account is active, and is deleted on the practice's instruction. Practices remain subject to their own statutory retention periods for clinical records, which in most jurisdictions exceed the life of a software contract.
- Account data is deleted within [RETENTION_DAYS] days of account closure, except where we must keep records to meet a legal obligation.
- Backups are retained on a rolling basis and overwritten in the ordinary course; deletion propagates to backups within that cycle.
- Application logs are retained for [LOG_RETENTION] days.
9. Security
We apply technical and organisational measures appropriate to the risk, including: encryption in transit (TLS), encryption of stored third-party access tokens, per-practice data isolation enforced at the query level so one practice cannot read another's records, access controls and role separation, and isolation of the production environment. No system is perfectly secure, and we do not claim otherwise.
10. Your rights
Where we are the controller, you have the right to access, rectify, erase, restrict or object to processing of your personal data, and the right to data portability. You may withdraw consent where processing relies on consent, without affecting processing already carried out. To exercise these rights, contact us at [PRIVACY_EMAIL].
You also have the right to lodge a complaint with your local supervisory authority.
Where we are the processor — that is, for patient records — please direct your request to the practice that holds them.
11. Cookies and local storage
This marketing site sets no advertising or analytics cookies. The application stores an authentication token and interface preferences (such as language) in your browser's local storage. These are strictly necessary to keep you signed in and are not used for tracking.
12. Breach notification
If a personal data breach occurs, we will notify the relevant supervisory authority within 72 hours of becoming aware of it where the breach is likely to result in a risk to individuals, and we will inform affected practices without undue delay so they can meet their own obligations to patients.
13. Changes to this policy
We will update this page when our practices change, and revise the “last updated” date above. For material changes we will notify account holders by email before the change takes effect.
14. Contact
Privacy enquiries: [PRIVACY_EMAIL]
Data protection officer or representative: [DPO_CONTACT]
Postal address: [ADDRESS]