Privacy Policy

Dental Notes AI · Last updated: June 2026

1. Who We Are

Dental Notes AI is an AI-powered clinical note-taking tool designed for GDC-registered dental professionals in the United Kingdom. This service is operated by Dr Martin Zunde ("we", "us", "our").

For any privacy-related queries, contact us at: hello@dentalnotesai.co.uk

2. What This Policy Covers

This policy explains how we collect, use, store and protect personal data when you use Dental Notes AI at dental-notes-commercial.vercel.app.

We are committed to handling all data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. Data We Collect

Account Data

When you create an account, we collect:

Full name
Email address
GDC registration number
Password (stored in encrypted form via Supabase — we never see your password in plain text)

Usage Data

We collect:

Number of consultations generated (for trial and subscription management)
Date and time of account creation and last sign-in
Browser type (for compatibility purposes)

What We Do NOT Collect or Store

      Patient names, dates of birth, or NHS/patient numbers — these must never be entered into the app
Audio recordings — microphone audio is processed locally in your browser only and is never transmitted to our servers
Consultation transcripts — transcripts are processed in memory during note generation and discarded immediately afterwards. They are never stored on our servers
Generated clinical notes — your most recent generated note is saved securely to your Supabase account to enable note recovery if you close your browser tab. Only the structured note text is stored - no audio, no transcript. You can delete this at any time by contacting hello@dentalnotesai.co.uk. Notes are never shared with any third party.

    

4. How We Use Your Data

We use your data to:

Create and manage your account
Track your consultation usage for trial and subscription management
Send essential account communications (password reset, subscription confirmation)
Maintain the security and integrity of the service
Comply with our legal obligations

We do not use your data for:

Marketing to third parties
Advertising
Selling or sharing with any third party for commercial purposes

5. The Clinical Data Question

This is the most important section for dental professionals to understand.

Consultation transcripts and generated notes are not patient data under our control. They pass through our AI processing pipeline transiently and are never written to disk or stored in any database. The transcript exists only in your browser's memory and in the temporary context of a single API call.

However, you as the clinician are the data controller for any patient information you choose to dictate. You should:

Never dictate patient names, dates of birth, NHS numbers, or other directly identifying information
Refer to patients by tooth notation, presenting complaint, or initials only
Ensure any generated notes are stored securely within your practice management software in accordance with your own GDPR obligations

6. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

Contract performance — to provide the service you have signed up for (Article 6(1)(b))
Legitimate interests — to maintain security, prevent fraud, and improve the service (Article 6(1)(f))
Legal obligation — to comply with applicable UK law (Article 6(1)(c))

7. Third-Party Services We Use

To deliver Dental Notes AI, we use the following third-party services:

Service	Purpose	Data Shared	Privacy Policy
Supabase	User authentication and account data storage	Name, email, GDC number, usage count	supabase.com/privacy
Anthropic	AI note generation	Consultation transcript (transient, not stored)	anthropic.com/privacy
Vercel	Website hosting and infrastructure	IP address (standard server logs)	vercel.com/legal/privacy-policy
Stripe	Payment processing (when active)	Payment details, billing name and address	stripe.com/gb/privacy

All third-party providers are contractually bound to process data only as instructed and in accordance with UK GDPR requirements.

8. Data Storage and Security

Account data is stored securely by Supabase on servers located within the European Economic Area
All data transmission uses TLS encryption (HTTPS)
Passwords are hashed using industry-standard bcrypt encryption
We do not store payment card details — these are handled entirely by Stripe
Access to account data is restricted to authorised personnel only

9. Data Retention

Data Type	Retention Period
Account data	For the duration of your account, plus 90 days after deletion
Usage / consultation count	For the duration of your account
Consultation transcripts	Never stored — discarded immediately after processing
Generated notes (last note only)	Stored until you delete it or close your account, for note recovery purposes
Payment records	7 years (legal requirement for financial records)

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of access — request a copy of the data we hold about you
Right to rectification — request correction of inaccurate data
Right to erasure — request deletion of your account and associated data
Right to restrict processing — request that we limit how we use your data
Right to data portability — receive your data in a structured, machine-readable format
Right to object — object to processing based on legitimate interests

To exercise any of these rights, contact us at hello@dentalnotesai.co.uk. We will respond within 30 days.

11. Cookies

We use only essential cookies necessary for the service to function, including:

Authentication session cookies (to keep you logged in)
Security cookies (to protect against cross-site request forgery)

We do not use advertising cookies, tracking cookies, or any third-party analytics cookies.

12. Children

Dental Notes AI is intended for use by GDC-registered dental professionals only. We do not knowingly collect data from anyone under the age of 18. If you believe a minor has created an account, please contact us immediately.

13. Changes to This Policy

We may update this policy from time to time. When we make significant changes, we will notify registered users by email. The date at the top of this page reflects the most recent update.

14. Complaints

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO):

ICO
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
ico.org.uk/concerns
0303 123 1113

15. Contact

For any privacy questions or to exercise your data rights:

Email: hello@dentalnotesai.co.uk
Service: Dental Notes AI — dental-notes-commercial.vercel.app