This policy explains what information DentXCloud collects, why, who it is shared with and the choices you have. It applies to the DentXCloud website, the DentXCloud clinic dashboard and our Android apps:
- DentXCloud (com.dentxcloud.practice), for doctors and clinic staff.
- DentXCloud Patient (com.dentxcloud.patient), for patients of clinics that use DentXCloud.
1. Who we are
DentXCloud is dental practice management software operated by DentXCloud (“we”, “us”). Dental clinics use it to keep patient records, schedule appointments, bill, manage accounts, track inventory and lab work, send reminders and follow up on enquiries.
When a clinic records information about its patients in DentXCloud, the clinic decides what is recorded and why; under India's Digital Personal Data Protection Act, 2023 the clinic is the data fiduciary for those patient records and we process them on the clinic's behalf. For the accounts we run ourselves (clinic owners and staff signing up, and visitors to this website) we are responsible for the data.
2. What we collect
Account information
- Clinic users (doctors, staff, administrators): name, username, password, role, email address, mobile number and the clinics they work at.
- Patients who register in the DentXCloud Patient app: full name, mobile number, email address, gender and date of birth. Passwords are stored only as a one-way hash.
Health and treatment information
Entered by the clinic, and in some cases by the patient: medical history, allergies, examinations, tooth charts and notes, treatment plans, visits, prescriptions, vitals, X-rays, reports, consent forms and other documents. This is sensitive information and we treat it that way.
Appointments, billing and payments
Appointment bookings and check-ins, invoices, payments and advances recorded by the clinic, expenses, cash book entries, inventory and lab cases. DentXCloud does not process card or bank payments and never sees card numbers; clinics record payments they have received.
Photos and files you upload
When you choose to take a photo or pick a file (for example an X-ray, a report or a document), that image or file is uploaded to the patient's record. Nothing is captured or uploaded unless you tap to do so.
Enquiries and messages handled for clinics
If a clinic connects them: enquiry (lead) details received from its website forms, Facebook and Instagram lead ads, Google lead forms or webhooks; emails in the clinic's connected mailbox; and a record of the WhatsApp and email reminders and messages sent to patients.
Technical information
Our servers record standard request information (such as IP address, date and time, the page or API called, and app version) to keep the service secure and working. The apps store your sign-in session on your device in the operating system's encrypted storage, so you stay signed in. Passwords, tokens and request contents are not written to our logs.
When you contact us
If you email us or ask for a demo, we keep what you send us (such as your name, clinic, phone and email) to reply.
3. What we don't collect
- We don't collect your location, contacts, call logs or SMS.
- We don't use the advertising ID and the apps contain no advertising or third-party analytics SDKs.
- We don't sell personal information or use patient data for advertising.
4. How we use information
- To provide DentXCloud: show records, appointments, invoices and reports to the right people at the clinic.
- To let patients book appointments and see their own records and documents in the Patient app.
- To send appointment reminders, recalls, birthday wishes and other messages that a clinic has switched on, over WhatsApp or email.
- To show in-app notifications, for example when an appointment is booked, rescheduled or checked in.
- To keep accounts secure, prevent misuse, fix problems and back up data.
- To answer your questions and provide support.
- To meet legal obligations, such as keeping invoice and tax records.
5. Who we share it with
- Your clinic. Information is visible to the clinic's users according to the roles and permissions the clinic sets. Staff only see the clinics they are assigned to, and one practice can never see another practice's records.
- Service providers that run parts of the service for us, under contract and only for that purpose: cloud hosting and backups, and email delivery.
- Services a clinic chooses to connect: Meta (WhatsApp Cloud API, Facebook and Instagram lead ads), Google (lead forms) and the clinic's own email provider. Messages to patients are delivered through these services and are also subject to their privacy policies.
- Legal reasons: when required by law, court order or a government authority, or to protect the rights and safety of patients, clinics, users or us.
- Business transfers: if DentXCloud is merged or acquired, information may transfer to the new owner under this same policy.
6. App permissions
- Camera (optional): only to take a photo of an X-ray, report or document when you tap “take photo”. You can refuse it and still use the app.
- Photos and files: the system picker opens only when you choose to attach something; the app gets just the items you pick.
- Internet: to talk to the DentXCloud servers.
You can change permissions at any time in your phone's settings.
7. How we protect information
- All traffic between the apps, the dashboard and our servers is encrypted with HTTPS.
- Passwords are hashed; credentials for connected services (Facebook, email accounts) are stored encrypted.
- Every request is checked against the user's role and permissions on the server, and each practice's data is kept separate.
- Changing a password or deactivating a user signs them out on every device.
- The database and uploaded files are backed up regularly.
No system is perfectly secure, but we work to protect your information and will notify affected clinics and users of a breach as the law requires.
8. How long we keep it
We keep information for as long as the clinic's account is active, or as long as needed to provide the service. Clinics often have to keep patient and treatment records, and invoices, for years under medical and tax rules, so a clinic may keep its records after a patient stops visiting. When a clinic closes its account, we delete or anonymise its data within 90 days, except where we must keep it longer by law. Backups are overwritten on a rolling basis.
9. Your rights
Subject to applicable law, including the Digital Personal Data Protection Act, 2023, you can:
- ask for a summary of the personal data held about you and how it is used;
- ask for inaccurate or incomplete data to be corrected or updated;
- ask for your data to be erased when it is no longer needed, or withdraw consent you gave;
- nominate someone to exercise these rights on your behalf; and
- raise a grievance with us, and then with the Data Protection Board of India.
If you are a patient, your clinic controls your treatment records, so please contact the clinic first. You can also write to us at app@anantavya.com and we will pass your request to the clinic and help them respond. We reply to requests within 30 days.
10. Deleting your account
You can ask us to delete your DentXCloud account and associated data at any time. See how to delete your account for the steps and what is removed.
11. Children
DentXCloud is used by clinics to treat patients of every age, so a clinic may keep records about a child. These are created by the clinic with the consent of a parent or guardian. The Patient app is meant for adults; a parent or guardian should register and manage a child's appointments. We don't knowingly let children under 18 create their own account, and we don't track or target children.
12. Changes to this policy
We may update this policy when the service changes. We will change the “last updated” date above and, for significant changes, tell clinics by email or in the dashboard before they take effect.
13. Contact us
Questions, requests or complaints about privacy (including our grievance officer): app@anantavya.com
DentXCloud, SCF 147, Second Floor, Huda Market, Sector 37, Faridabad, Haryana 121003