Privacy policy

This document explains how Dentora, dental clinic management software, handles data. In short: all the data of the clinic and its patients stays on the device the app runs on, and we receive none of it.

Who we are

Dentora is sold by Dentora ("we"). The clinic that uses the app ("the clinic") is responsible for its patients’ data and decides how it is used. We do not see or receive this data.

What the app stores

• Patient details: name, file number, gender, date of birth, contact details and address, and an ID number and insurance details when entered.
• Health data: allergies, chronic conditions, medications and medical notes; the dental chart, treatment plans, clinical notes, prescriptions and lab orders; X-rays, photos and documents the clinic adds.
• Appointments, invoices, payments, expenses and stock.
• Staff accounts: name, role and PIN. The PIN is stored as a salted hash, never the PIN itself.
• Clinic settings, licence details (device number and activation code) and the in-app activity log.

Where it is stored

Data is stored only on the device itself, in the app’s private storage. There is no server and no cloud account, and the app needs no internet connection to work. The Android app is excluded from Android’s system backup (to a Google account) and from device-to-device transfer, so the backup file the clinic exports from inside the app is the only copy of the data outside the app. On Windows the data stays in the app’s folder in the user’s profile and goes into a backup only if the clinic itself backs up that folder.

What leaves the device

The app sends no data on its own: no usage statistics, no advertising, no crash reports, no tracking. Nothing leaves the device except through an action taken by someone at the clinic:

• WhatsApp messages (an appointment reminder, a prescription, an invoice): the app opens WhatsApp with the text visible before it is sent, and sending is the user’s choice.
• Printing and saving PDF files.
• Exporting a backup or CSV files, and sharing files.

Once a file or message has left the app, the clinic is responsible for it.

Device number

The app derives a short device number from a hash of the device identifier (the Android ID, or the Windows MachineGuid). It is used only to match an activation code to this device. The clinic sees it in Settings and sends it to the seller to obtain an activation code; it reveals nothing about patients.

Backups

A backup file contains all of the clinic’s data, including patients’ health data. It can be protected with a password when exported, and it should be kept somewhere safe away from the device. The clinic alone controls these files, where they are kept and who can see them.

Security

• A PIN for every user, and automatic locking after a period of inactivity.
• Roles and permissions that decide what each team member can see.
• We recommend that the clinic locks the device with a password, encrypts its disk, keeps its system updated and protects backups with a password.

Retention and deletion

Data stays until the clinic deletes it. Any record can be deleted or archived, and “Delete all data” in Settings → Backup erases everything on the device. Uninstalling the app on Android deletes its data; on Windows, use “Delete all data” before uninstalling. The clinic must keep medical records for as long as the law of its country requires.

Patients’ rights

Patients’ requests to see, correct, receive a copy of or delete their information are handled by the clinic, and the app lets it view, edit, print and delete any record. We cannot act on such requests because we hold no copy of the data, so patients should contact their clinic.

Children

The app is meant for clinic staff, not for children. It may hold records of child patients entered by the clinic, which is responsible for them.

Changes

We may update this policy with new versions of the app; the date at the top shows the latest version.

Contact