Privacy Policy

1. Introduction

DentalCarePro ("we", "our", "us") is a dental clinic management software platform operated by DentalCarePro ("Company"), India. This Privacy Policy explains how we collect, use, store, share, and protect information when you use our platform at dentalcarepro.app and the associated web application.

By creating an account or using DentalCarePro, you agree to the practices described in this policy. If you are using DentalCarePro on behalf of a dental clinic or organisation, you confirm you are authorised to accept this policy on their behalf.

2. What Data We Collect

We collect the following categories of data when you use DentalCarePro:

• Account information: Your name, email address, mobile number, and password (hashed).
• Clinic information: Clinic name, address, GSTIN, registration number, and logo.
• Team data: Names, roles, and contact details of staff and doctors you add to your account.
• Patient records: Names, contact details, medical history, treatment plans, X-rays, clinical notes, and documents uploaded by your clinic.
• Billing and financial data: Invoice details, payment records, outstanding dues, and GST information.
• Inventory data: Materials, medicines, stock levels, and vendor information you enter.
• Usage data: Browser type, IP address, pages visited, features used, and error logs — collected automatically to improve the platform.

3. How We Use Your Data

• To provide, operate, and maintain the DentalCarePro platform.
• To send appointment reminders and notifications via WhatsApp and SMS on behalf of your clinic.
• To process subscription payments through Razorpay.
• To send transactional emails (receipts, invoices, account alerts) via our email service provider.
• To provide customer support when you contact us.
• To analyse usage patterns and improve the platform.
• To comply with applicable Indian laws and regulations.

We do not use your patient data for advertising, profiling, or any purpose other than operating the service you have subscribed to.

4. Data Storage & Security

Your data is stored on secure cloud infrastructure (Supabase and AWS S3) with encryption at rest and in transit (TLS/SSL). We maintain access controls, audit logs, and industry-standard security practices to protect your data.

While we take every reasonable precaution, no system is 100% secure. We encourage you to use a strong password and keep your login credentials confidential.

5. Third-Party Services

We use the following third-party services to operate DentalCarePro. Each has its own privacy policy:

• Razorpay: Processes subscription payments. We do not store your payment card details.
• WhatsApp Business API: Sends appointment reminders and notifications to your patients.
• Resend / Nodemailer: Delivers transactional emails.
• Supabase: Authentication and database hosting.
• AWS S3: Document and image storage (X-rays, uploaded files).

We share only the minimum data necessary for these services to function. We do not sell your data to third parties.

6. Patient Data — Your Clinic is the Data Controller

Patient records entered into DentalCarePro belong to your clinic. Your clinic acts as the data controller and DentalCarePro acts as the data processor for patient data. You are responsible for obtaining any consents required from your patients under applicable law and for the accuracy and legality of the patient data you enter.

We process patient data solely on your instructions (i.e., to operate the software you have subscribed to) and do not access it for any other purpose.

7. Your Rights Under the DPDP Act 2023

Under India's Digital Personal Data Protection Act 2023, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct inaccurate personal data.
• Erasure: Request deletion of your personal data (subject to legal retention requirements).
• Portability: Receive your data in a portable format (CSV/Excel export available in-app).
• Grievance redressal: Raise a complaint if you believe your data rights have been violated.

To exercise any of these rights, contact us via WhatsApp at +91 87799 16678.

8. Data Retention

We retain your clinic and patient data for as long as your account is active. Upon cancellation, your data is retained for 30 days during which you can export it. After 30 days, all data is permanently deleted from our systems.

9. Cookies

DentalCarePro uses only essential session cookies required to keep you logged in. We do not use advertising cookies, tracking pixels, or third-party analytics cookies. You can disable cookies in your browser, but this may affect your ability to use the platform.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify active users via email or in-app notification. Continued use of DentalCarePro after changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your data, please contact us: