Dentalics Privacy Policy

1. General Provisions

This Privacy Policy governs the collection, use, storage, and protection of personal data processed through the Dentalics software.

Dentalics is a software solution designed for dental clinics to manage patients, medical information, appointments, schedules, and other clinical workflows.

By using Dentalics, the user confirms that they have read and understood this Privacy Policy.

2. Information We May Process

Depending on the features used, Dentalics may process the following categories of information:

2.1. Service User Data

First and last name;

Email address;

Phone number;

Account information;

Job title and organization information;

Authentication data;

Device and technical information;

IP address;

Information about the user’s activity within the Service.

2.2. Patient Data

When Dentalics is used by a dental clinic, the Service may contain:

Patient’s first and last name;

Date of birth;

Contact information;

Visit history;

Information about dental procedures;

Medical records;

Dental charts;

X-rays and other medical images;

Photographs of teeth and the oral cavity;

Examination results;

Diagnoses and other information concerning the patient’s health.

Health information constitutes a special category of personal data under the GDPR.

3. Responsibility for Personal Data

When Dentalics is used by a dental clinic, the clinic generally determines the purposes and means of processing its patients’ data and is responsible for ensuring that such processing is lawful.

Dentalics may act as a Data Processor, processing personal data on behalf of the relevant clinic.

The specific responsibilities of each party are determined by the agreement between Dentalics and the relevant organization, including, where applicable, a Data Processing Agreement (DPA).

4. Purposes of Data Processing

Personal data may be processed for the following purposes:

Providing access to Dentalics;

Managing user accounts;

Maintaining electronic patient records;

Managing appointments and schedules;

Storing medical documentation;

Synchronizing data between authorized users within the same organization;

Enabling collaboration between clinic employees;

Maintaining the security of the Service;

Preventing unauthorized access;

Providing technical support;

Diagnosing technical issues;

Improving the Service;

Complying with applicable legal requirements.

Dentalics does not use patients’ medical data for purposes unrelated to providing the relevant Service features without an appropriate legal basis.

5. Medical Data

Dentalics recognizes the particularly sensitive nature of medical information.

Access to patient data should only be provided to authorized users who have been granted appropriate access by the relevant clinic.

Dentalics does not use patients’ medical data for advertising, selling data to third parties, or other independent commercial purposes without an appropriate legal basis and required authorization.

The processing of health data within the European Union must be based on an appropriate legal basis under the GDPR and applicable national legislation.

6. Use of Artificial Intelligence

If Dentalics uses artificial intelligence features to analyze medical images or other medical information, the results generated by such processing are intended to serve as supporting information.

Dentalics does not replace a healthcare professional and does not make final medical decisions on behalf of a healthcare professional.

Responsibility for diagnosis, treatment decisions, and other medical decisions remains with the relevant healthcare professional, subject to applicable law.

Where a particular AI feature requires a separate legal basis, consent, or additional information to be provided to the patient, the applicable requirements must be satisfied before such feature is used.

7. Sharing Data with Third Parties

Dentalics does not sell patients’ personal data to third parties.

Data may be shared with infrastructure providers and other technical service providers only to the extent necessary to operate the Service and subject to appropriate contractual and technical safeguards.

Such providers may include: cloud infrastructure providers; data storage providers; backup services; email service providers; monitoring services; technical support providers; and other service providers necessary for the operation of Dentalics.

When third-party processors are engaged, Dentalics takes appropriate measures to ensure the protection of personal data.

8. International Data Transfers

If personal data is transferred outside the European Economic Area, Dentalics applies the mechanisms and safeguards required under the GDPR for such transfers.

Depending on the circumstances, these mechanisms may include Standard Contractual Clauses (SCCs) and other legally recognized safeguards.

9. Security

Dentalics implements reasonable technical and organizational measures designed to protect information against unauthorized access, unauthorized modification, accidental deletion, loss, unauthorized disclosure, and other security threats.

Security measures may include: encryption of data in transit; access controls; user authentication; role-based access controls; activity logging; backups; security monitoring; and restricting Dentalics employees’ access to data.

10. Access by Dentalics Employees

Dentalics employees may access personal data only when such access is necessary to perform their professional duties.

Access should be granted according to the principle of least privilege.

Employees and contractors who have access to personal data are required to maintain its confidentiality.

11. Data Retention

Personal data is retained only for as long as necessary to fulfill the purposes for which it was collected, perform contractual obligations, and comply with applicable legal requirements.

The retention period for specific data may depend on: the type of data; the agreement with the clinic; legal requirements; security requirements; the need to resolve disputes; and requirements applicable to medical records.

After the applicable retention period expires, data will be deleted or anonymized unless continued retention is required by law.

12. Rights of Users and Patients

Subject to applicable law, data subjects may have the right to: access their personal data; request correction of inaccurate data; request deletion of their data; request restriction of processing; object to certain types of processing; receive their data in a portable format; withdraw consent where processing is based on consent; and lodge a complaint with a competent data protection authority.

Certain rights may be restricted by applicable law, particularly with regard to medical records and mandatory retention periods.

13. Account Deletion

Users may request deletion of their Dentalics account where permitted by the applicable agreement and law.

Deleting a Dentalics user account does not necessarily result in the immediate deletion of patients’ medical records, as such records may be required to be retained by the clinic for a legally prescribed period.

14. Cookies and Technical Data

Dentalics may use cookies, local storage, and similar technologies for: authentication; saving user preferences; security; technical analysis of the Service; and improving the user interface.

Where optional analytics or advertising cookies are used, their use will be subject to applicable legal requirements.

15. Security Incident Notification

If Dentalics becomes aware of a security incident that may pose a risk to personal data, it will take appropriate measures to investigate the incident and mitigate its potential consequences.

Where required by applicable law, Dentalics will notify the relevant supervisory authority and/or affected users within the applicable legal timeframe.

16. Children’s Data

Dentalics is primarily intended for use by healthcare organizations and their authorized employees.

If the Service is used to process information relating to minor patients, the relevant clinic is responsible for ensuring that an appropriate legal basis exists and that all applicable legal requirements are satisfied.

17. User Responsibilities

Dentalics users are responsible for: using the Service only for lawful purposes; not sharing their authentication credentials with unauthorized persons; not providing patient data to persons who are not authorized to access it; following their organization’s internal security policies; and promptly reporting suspected unauthorized access to their account.

18. Changes to This Policy

Dentalics may update this Privacy Policy from time to time.

The updated version of the Policy will be published within the Service or on the official Dentalics website.

Continued use of the Service after the updated Policy becomes effective constitutes acknowledgment of the updated Policy.

19. Contact Information

For questions regarding personal data processing, deletion of information, or the exercise of data protection rights, please contact: Dentalics. Email: info.dentalics@gmail.com

20. Final Provisions

This Privacy Policy is intended to inform users about the principles governing the processing of personal data within Dentalics.

If there is a conflict between this Privacy Policy, an agreement with an organization, and applicable law, the provisions of applicable law shall prevail.

Dentalics may enter into separate Data Processing Agreements (DPAs) with clinics using Dentalics to store and process patients’ medical information. Such agreements define the respective responsibilities and obligations of Dentalics and the relevant clinic.