Privacy

What DentFlow keeps

For a dental clinic that uses DentFlow:

• The clinic: its name, address, logo, opening hours and closed days.
• The people who work there: name, email, username, role and photo if they add one. A password is kept only as a one-way hash, so nobody can read it back. A passkey is kept as its public key.
• The clinic’s records: the shelf and its counts, orders and suppliers, sterilization cycles and their tests, instrument counts, x-ray checks, machine maintenance, tasks, incident reports and the daily report.
• For each phone or computer where a person switched on alarms when DentFlow is closed: the address its browser’s push service gave it, the keys an alarm is encrypted to, and when one last got through. Switching alarms off deletes it. Signing out on that device ends it, and it is deleted the next time an alarm is sent.
• Who did what and when, so every record can say whose it is. Each entry also notes the internet (IP) address and the kind of device it came from. After twelve months those two are emptied; the entry itself stays.

DentFlow does not ask for patients’ names and does not keep them. Its records hold procedures and counts, never a patient.

Who it is kept for

A clinic’s records belong to the clinic. DentFlow keeps them to run DentFlow for that clinic, and each clinic sees only its own.

Every company that handles it

• Vercel

  Delivers this website and the app’s screens to your browser.

  Vercel’s global network. Vercel Inc. is in the United States.

• Render

  Runs the API: the server that answers the app and checks who may see what.

  Ohio, United States.

• Neon

  The database that holds the clinic’s records and the accounts.

  AWS us-east-2, Ohio, United States.

• Cloudflare R2

  Keeps the clinic’s files: photos taken in the app, uploaded documents and the PDFs DentFlow makes.

  Cloudflare’s storage, in a location Cloudflare chooses. It is not pinned to Canada.

• Resend

  Sends DentFlow’s email: sign-in and password emails, the daily report, alerts, and the reply to a demo request.

  United States.

• Google Gemini

  The AI features. What is sent, and what is not, is set out below.

  Google’s servers. Google LLC is in the United States.

• Your browser’s push service

  Only for a person who switches on alarms when DentFlow is closed: it carries each alarm to their phone or computer. What it carries is encrypted, and it is the same few words every time — “An alarm is due — open to see” — never what the alarm is about.

  Run by the company that made the browser: Google (Chrome and most others), Apple (Safari), Mozilla (Firefox) or Microsoft (Edge on Windows). All four are in the United States.

What goes to Gemini, and what does not

Gemini is sent:

• A photo of the day sheet, when a clinic uploads one, to read which procedures ran. The photo can show patients’ names. It is read and not kept: DentFlow stores the procedures and the number of appointments, never a name.
• A photo of a supplier’s invoice, to read its lines.
• A photo of a product’s label, to read its name, lot and expiry.
• The clinic’s stock list, to suggest what to reorder.
• What a person types or says to the assistant.

What Gemini reads is a suggestion until a person confirms it. Nothing it reads changes the stock on its own.

The demo form

The form on the home page sends your name, your clinic’s name, your email and, if you give it, your phone number. DentFlow keeps them to reply to you about a demo, emails you once to say the request arrived, and deletes the request after twelve months. Your internet address is not stored. A keyed hash of it is kept for an hour or two, to stop the form being flooded, and then emptied. No marketing email is sent without your consent, and the form does not ask for it.

Cookies

This website sets no cookies and runs no analytics. The app, once you sign in, uses a cookie to keep you signed in, and remembers whether your device opens the touch screens or the website.

Seeing, correcting or deleting what is kept

Write to info@dentflow.ca to see what DentFlow holds about you, to correct it, or to have it deleted. If it is about a clinic’s records, such as a cycle you signed, the answer is worked out with that clinic, because the records are theirs and some of them must be kept for an inspection.