Privacy Policy

1. Introduction

DentDesk AI ("we," "our," or "us") is committed to protecting the privacy and security of personal information. This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our AI-powered front desk services for dental clinics in Canada.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including the Personal Health Information Protection Act (PHIPA) in Ontario.

2. Information We Collect

We collect information necessary to provide our services to dental clinics:

Clinic Information

• Clinic name, address, and contact information
• Staff names and roles
• Operating hours and scheduling preferences
• Practice management software integration details

Patient Information

• Name and contact information
• Appointment scheduling information
• Call recordings and transcripts (with consent)
• Insurance information (when provided for scheduling)

3. How We Use Information

We use the information we collect to:

• Provide AI-powered call handling and appointment scheduling
• Process and fulfill service requests
• Send appointment reminders and confirmations
• Improve our AI systems and service quality
• Comply with legal obligations
• Communicate about our services

4. Data Storage and Security

Canadian Data Residency: All patient data is stored exclusively in Canadian data centers located in Toronto and Montreal. We do not transfer personal health information outside of Canada.

Security Measures: We implement industry-standard security measures including:

• 256-bit AES encryption for data at rest
• TLS 1.3 encryption for data in transit
• SOC 2 Type II certified infrastructure
• Regular security audits and penetration testing
• Role-based access controls
• Multi-factor authentication

5. Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal requirements. Call recordings are retained for a maximum of 90 days unless longer retention is required by the clinic. Upon termination of services, we will securely delete all clinic and patient data within 30 days, unless otherwise required by law.

6. Disclosure of Information

We do not sell personal information. We may disclose information to:

• The dental clinic that engaged our services
• Service providers who assist in delivering our services (under strict confidentiality agreements)
• Law enforcement or regulatory authorities when required by law

7. Your Rights

Under PIPEDA and applicable provincial laws, you have the right to:

• Access your personal information
• Request correction of inaccurate information
• Withdraw consent (subject to legal or contractual restrictions)
• File a complaint with the Office of the Privacy Commissioner of Canada

8. PHIPA Compliance

For dental clinics operating in Ontario, we comply with the Personal Health Information Protection Act (PHIPA). We act as an agent of the health information custodian (the dental clinic) and handle personal health information in accordance with PHIPA requirements. We maintain appropriate safeguards and will notify clinics promptly in the event of any privacy breach.

9. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact our Privacy Officer:

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on our website and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.