Privacy Policy

Last updated: July 7, 2026

This page is a draft template for planning purposes. It has not been reviewed by legal counsel and should not be relied upon until reviewed by a qualified attorney.

1. Introduction

DentsFlow (“DentsFlow,” “we,” “us,” or “our”) provides dental clinic management software (the “Service”). This Privacy Policy explains what information we collect, how we use it, and the choices available to you when you visit our website or use the Service.

Our Service is designed to be used by dental clinics, dentists, and their staff (“Customers”) to manage information about their own patients. In most cases, the Customer is the data controller of any patient data entered into the Service, and DentsFlow acts as a data processor acting on the Customer’s instructions. This Policy covers both the personal data of our Customers (account holders) and, where relevant, our role as a processor of patient data.

2. Information We Collect

Account and billing information: name, email address, phone number, clinic name, and payment details when you create an account or subscribe to a paid plan.

Customer data: patient records, appointments, periodontal charts, billing, and prescription data that Customers input into the Service in the course of managing their clinics.

Usage data: log files, device and browser information, IP address, pages visited, and interactions with the Service, collected automatically to help us operate and improve the product.

Cookies and similar technologies: used for authentication, preferences (such as language selection), and analytics. See Section 9 below.

3. How We Use Information

To provide, operate, and maintain the Service.
To process subscriptions, invoices, and payments.
To communicate with you about updates, security notices, and support.
To monitor usage, diagnose technical issues, and improve performance.
To comply with legal obligations and enforce our Terms of Service.

4. Legal Basis for Processing (GDPR)

Where the General Data Protection Regulation (GDPR) applies, we rely on the following legal bases: performance of a contract (providing the Service you signed up for), legitimate interests (improving and securing the Service), consent (for optional communications and certain cookies), and compliance with legal obligations.

5. Sharing of Information

We do not sell personal data. We may share information with:

Sub-processors and service providers who support hosting, payment processing, email delivery, and analytics, under contractual confidentiality and data protection obligations.
Professional advisors, where necessary for legal or accounting purposes.
Authorities, where required by law, regulation, or valid legal process.
A successor entity in connection with a merger, acquisition, or asset sale, subject to equivalent privacy protections.

6. International Data Transfers

Depending on where you and your patients are located, data may be transferred to and processed in countries other than your own. Where required, we use appropriate safeguards such as Standard Contractual Clauses to protect data transferred outside the European Economic Area.

7. Data Retention

We retain personal data for as long as needed to provide the Service and for legitimate business or legal purposes, after which it is securely deleted or anonymized. Customers may request deletion of their account and associated data, subject to applicable legal retention requirements.

8. Security

We use administrative, technical, and physical safeguards designed to protect personal data against unauthorized access, alteration, disclosure, or destruction. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

9. Cookies

We use essential cookies required for the Service to function (such as session and language preference cookies) and analytics cookies to understand how our website is used. You can control cookies through your browser settings.

10. Your Rights

Depending on your location, you may have the right to access, correct, delete, or port your personal data, to object to or restrict certain processing, and to withdraw consent at any time. To exercise these rights, contact us using the details in Section 12 below. If you are located in the EU/EEA, you also have the right to lodge a complaint with your local data protection authority.

11. Children’s Privacy

The Service is intended for use by dental professionals and is not directed at children. We do not knowingly collect personal data directly from children through our website.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by posting the updated policy on this page with a revised “Last updated” date.

13. Contact Us

Questions about this Privacy Policy can be sent to privacy@dentsflow.com.