Privacy notice

1. Who is responsible for your data

Your dental practice is the data controller for the patient records it creates in Denty AI. The practice decides what is recorded and why.

Denty Si is the data processor for those records: we provide the software, store the records on the practice's instructions and never use them for our own purposes.

Denty Si is the controller for the practice's own account data — staff names, work email addresses, login and billing details.

2. What we process

• Patient record: name, date of birth, patient reference, appointment date and type, clinician, treatment category and site.
• Clinical content: consultation transcripts, AI-extracted and clinician-approved notes, treatment plans, consent selections and generated documents.
• Attachments: clinical photographs, radiographs, treatment-planning images and patient signatures.
• Signing records: patient email, document title, access events, IP-free device information (browser user agent), the signed file and its cryptographic fingerprint.
• Account data: staff name, work email, role, clinic assignment, profile image and signature.
• Billing data: plan, subscription status and payment identifiers. Card details are handled by Stripe and never reach our servers.

3. Lawful basis

• Patient health data is special category data. It is processed for the provision of dental health care and the management of health-care systems, on the basis of the practice’s legal obligations and its legitimate interest in safe clinical records, with the Article 9(2)(h) health-care condition.
• AI-assisted documentation is an optional aid. The practice records the patient’s agreement before it is used, and a clinician reviews and approves every generated note before it becomes part of the record.
• Account and billing data are processed to perform the subscription contract and to meet tax and accounting duties.
• Security logs (audit trail, signing events) are processed to keep records accurate and to detect unauthorised access.

4. AI processing

The consultation transcript is sent to an AI model to prepare structured clinical notes. A clinician reviews and approves every note before it is saved, and the transcript is never used to train models.

The transcript and the case fields needed to answer a clinician’s question are sent to the AI provider for that request only. Prompts are built on our server from records the user is already allowed to see; the browser never supplies patient text. Every extraction is stored with the patient’s consent date, consent wording version and the staff member who recorded it.

Direct identifiers are replaced with tokens before a request leaves the app unless the practice turns redaction off in Settings. Identifiers already held on the case record are filled back in afterwards, so nothing is lost.

No decision about a patient is made solely by automated means. AI output is a draft: a clinician must review, edit where necessary and approve it before any document is generated or shared.

5. Who we share it with

We use the following sub-processors. Each is bound by a data-processing agreement and may only process data on our instructions.

The data-processing agreement sets out those obligations, the notice period before any sub-processor changes, and where each one processes data: https://app.denty.si/dpa

• Base44 — Application hosting, database and private file storage · UK (eu-west-2)
• Base44 AI gateway — Routes each AI request to a frontier model provider under a no-training agreement. The provider is OpenAI, Anthropic or Google depending on the model selected for that request. · UK, EEA or US — for the length of the request only
• Stripe — Subscription billing and card payments. Card details never reach our servers. · EEA and US
• Email delivery provider — Signing invitations, reminders and account emails · EEA

6. International transfers

Some sub-processors store or process data outside the UK. Where that happens, transfers rely on the UK International Data Transfer Agreement or the UK Addendum to the standard contractual clauses, together with a transfer risk assessment.

Patient records are held in the provider’s UK region; AI requests may be processed in another region for the duration of the request only.

7. How long we keep it

UK dental records guidance: keep adult records for 11 years after the last treatment, and records for patients under 18 until their 25th birthday.

A practice administrator sets the retention period in Settings → Data retention. Once enabled, records past that period are deleted automatically by a nightly job, together with their documents, attachments, signing records and file references. An append-only, pseudonymised audit entry is kept to prove the deletion happened.

Signing invitations expire after the period set on the request, and their access codes stop working immediately. Account data is kept while the account is open and for as long as tax law requires afterwards.

8. Your rights

Patients should contact their practice first; the practice can action most requests directly in the app. We respond within one month.

• Access — request a copy of a patient record as one JSON export from the case workspace, including download links for its files.
• Rectification — correct any field in the case; every change is recorded in the audit trail.
• Erasure — erase a case, which removes the record, its documents, attachments, signing records and file references.
• Restriction and objection — ask the practice to limit how a record is used. The practice can flag the case as restricted, which stops AI extraction, document generation and signature requests for it until the restriction is lifted.
• Portability — receive the record in a machine-readable format.
• Complaint — raise a concern with the practice, or complain to the Information Commissioner’s Office.

9. Cookies and local storage

We set no advertising or analytics cookies and run no third-party trackers. The app stores a session token and small interface preferences (sidebar state, chosen account type) in your browser. Signing pages set no cookies at all.

10. Children

Records for patients under 18 follow the same rules; the practice obtains consent from a parent or guardian where the patient cannot give it, and keeps the record until the patient’s 25th birthday.

11. Security

• Records are encrypted in transit and at rest, and files are held in private storage reached only through short-lived signed links.
• Every request is scoped to the clinics a user is assigned to; row-level rules block direct database reads.
• Signing links combine a high-entropy token, a separate access code and a one-hour session, all stored only as hashes, with lockout after repeated wrong codes.
• The audit trail is hash-chained, so an edited or removed entry is detectable.
• Two-factor authentication, idle sign-out and session timeouts are available to every practice.

12. If something goes wrong

Personal-data breaches are recorded in a breach log with the time they were discovered and the 72-hour deadline for notifying the Information Commissioner’s Office. Where a breach affects a practice’s records, we tell the practice without undue delay so it can decide whether to notify the regulator and the patients affected.

13. Changes and contact

We update this notice when the way we process data changes and publish the new version here with a new version number.

Contact Denty Si at privacy@denty.si. You can complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.