Privacy policy

Who we are

DentalDates provides DentalDates: a service for patients to find clinics and request visits, and for dental practices to register, take bookings, and manage clinic operations.

If you have questions about this policy or your data, contact us at the DentalDates app (Settings).

Data we collect

We collect the information needed to run your account and the features you use. That typically includes:

• Account details: email address, password (handled by our identity provider), name, and role (patient, doctor, or receptionist).
• Clinic details you submit when you register a practice: trading name, optional legal name, clinic email and phone, country, time zone, address, hours, and treatment catalogue.
• Bookings and requests: the clinic, treatment, requested time, notes, and status (pending, confirmed, cancelled).
• Messages you send to a clinic or staff member, and replies.
• Oral-health and clinical records linked to you or to a patient you manage: teeth-map state, notes, treatment plans, and appointment instructions.
• Billing data: invoices, deposits, membership plans, and payment status. Card details are processed by our payment provider and are not stored in full on DentalDates servers.
• Device and usage data needed to operate the service, such as app version and basic diagnostics.

Health and clinical information

Oral-health records, treatment plans, visit notes, and related messages are health information. We process this data only to provide DentalDates — so you and your clinic can see the same care record, bookings, and instructions.

Clinics you are linked to can see the patient information that belongs to that practice relationship. Other clinics cannot see it unless you add them or book with them.

How we use data

We use personal data to:

• Create and secure your account, and let you sign in on phone or web.
• Show nearby or searched clinics, create booking requests, and confirm, reschedule, or cancel visits.
• Deliver messages, visit reminders, and appointment instructions.
• Process deposits, invoices, and memberships when a clinic uses those features.
• Let clinic staff manage hours, catalogue, schedule, patients, and billing.
• Review clinic registrations before a practice is visible to patients.
• Keep the service secure, prevent abuse, and meet legal or accounting duties.

Location and calendar

If you allow location access, we use your current position only to find clinics near you. You can refuse and search by name or area instead.

If you allow calendar access, we can save a visit to a calendar you choose so you get device reminders. We do not read your full calendar to market to you.

Who we share data with

We share data only as needed to run the service:

• The clinic you book with, message, or are registered at — so they can confirm visits and deliver care.
• Amazon Web Services (including Cognito) to host accounts and the API.
• Stripe to take card payments and deposits when a clinic requires them.
• Email and notification providers to send verification codes, booking updates, and similar service messages.
• Authorities if we are legally required to disclose information.

Retention and deletion

We keep account and service data while your account is active. You can delete your account in the app (Settings). That asks us to delete personal data linked to your user, and then remove the sign-in identity.

We may retain limited records after deletion where we must — for example audit of the deletion itself, legal claims, or tax records for completed payments. Clinic clinical records that a practice is required to keep may remain with that clinic under its own duties.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or export your personal data, to object to or restrict certain processing, and to lodge a complaint with a supervisory authority.

You can update much of your profile in the app. For other requests, contact the DentalDates app (Settings).

Children

DentalDates accounts are intended for people who can agree to these terms. A parent or guardian may use the app to manage bookings for a linked family member. Do not create an account for a child in a way that breaks the laws that apply to you.

Security and international transfers

We use access controls, encrypted transport, and role checks so patients and staff only see what their role allows. No method of transmission is completely secure.

Servers and processors may be located outside your country (including the European Economic Area). Where we transfer data internationally, we rely on appropriate safeguards offered by those providers.

Changes

We may update this policy when the product or the law changes. The “Last updated” date at the top will change. Continued use after an update means you accept the revised policy.