Privacy Policy

1. Introduction

OpenDentist Notes ("the Service") is an AI-powered clinical note-taking tool for dental professionals. This Privacy Policy explains how we collect, use, store, and protect your personal and clinical data when you use our Service.

2. Data Controller

The data controller is OpenDentist. If you have any questions about how your data is handled, please contact us at support@opendentist.ai.

3. What Data We Collect

• Account data — name, email address, GDC registration number, and practice details you provide during registration.
• Clinical data — audio recordings (if opted in), transcripts, clinical notes, patient information, and tasks generated through the Service.
• Usage and analytics data — pages visited, features used, device information, and anonymised interaction data collected via Google Analytics and Microsoft Clarity.
• Payment data — billing is processed entirely by Stripe. We do not store your card details.

4. How We Use Your Data

• Service delivery — to transcribe audio, generate clinical notes, and provide the core functionality of the platform.
• AI processing — to send audio and text to third-party AI providers for transcription and note generation (see Section 6).
• Billing — to manage your subscription and process payments via Stripe.
• Analytics — to understand how the Service is used and to improve it.

5. Lawful Basis for Processing

• Contract — processing necessary to provide the Service you have subscribed to.
• Legitimate interest — analytics, security monitoring, and product improvement.
• Consent — optional audio storage and analytics cookies, which you can manage at any time.

6. AI Transparency

We use the following third-party AI services:

• Deepgram Nova-3 — for audio transcription.
• Anthropic (Claude), DeepSeek, OpenAI, and Google Gemini — for clinical note generation and processing.

Your data is never used to train AI models. All AI providers are used under API agreements that prohibit training on customer data. AI-generated output is assistive only — clinicians must review and verify all notes before use.

7. Audio Storage

Audio recording storage is optional. When enabled, recordings are stored in AWS S3 (eu-west-2, London) with AES-256 encryption at rest. You can opt out of audio storage at any time in your account Settings. Opting out means recordings are processed for transcription and then discarded.

8. Data Retention

Your data is retained for as long as your account is active. If you request account deletion, we will delete all your personal and clinical data within 30 days. Anonymised, aggregated analytics data may be retained.

9. Third-Party Processors

We share data with the following processors as necessary:

• Deepgram — audio transcription
• Anthropic, DeepSeek, OpenAI, Google — note generation
• Stripe — payment processing
• AWS — infrastructure and audio storage
• Crisp — live chat support
• Google Analytics — usage analytics
• Microsoft Clarity — session recording and heatmaps

10. International Data Transfers

Our production infrastructure runs in the UK (AWS eu-west-2, London). AI processing may involve transferring data to providers located outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including standard contractual clauses and data processing agreements.

11. Cookies

We use essential cookies for authentication and optional analytics cookies. For full details, see our Cookies Policy.

12. Your GDPR Rights

Under UK GDPR, you have the right to:

• Access — request a copy of your personal data.
• Rectification — correct inaccurate data.
• Erasure — request deletion of your data.
• Restriction — limit how we process your data.
• Portability — receive your data in a portable format.
• Objection — object to processing based on legitimate interest.

To exercise any of these rights, contact us at support@opendentist.ai.

13. Clinical Disclaimer

OpenDentist Notes is a clinical note-taking tool, not a clinical decision support system. AI-generated notes are intended to assist dental professionals and do not constitute clinical or medical advice. The treating clinician retains full responsibility for all clinical decisions and documentation.

14. Security

We take the security of your data seriously. Measures include TLS encryption in transit, AES-256 encryption at rest for stored audio, httpOnly session cookies, and adherence to DCB0129 clinical safety standards.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a notice within the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

16. Contact

If you have any questions about this Privacy Policy or your data, please contact us at support@opendentist.ai.