Privacy policy

Draft dated 2 November 2026. Plain-English version; the reviewed version replaces this page.

Who we are

Dentovi is a clinical documentation tool for dental practices, made by Dentovi Pty Ltd[CONFIRM once registered], Sydney, Australia. This policy explains what information the service handles, why, and what you can do about it. It is written for dentists and practice owners, not lawyers. Where this policy and the Australian Privacy Principles differ, the law wins.

What Dentovi does with information

A dentist taps a patient, then either records the consultation (with consent) or dictates a short summary afterwards. Dentovi turns that audio into a draft clinical note, a draft patient letter and a list of follow-up tasks. The dentist reviews, edits and approves every draft. Nothing is sent anywhere or treated as a record until a clinician approves it.

What we collect

• Practice and user details: practice name, clinician names, email addresses and mobile numbers used to set up and sign in to the service.
• Audio: the recorded consultation or dictated summary.
• Transcripts and drafts: the text produced from the audio, the AI draft, and the clinician's edits and approval.
• Patient identifiers entered by the practice: typically a name and appointment time, so the note is attached to the right person.
• Usage information: sign-in times, device type and errors, used to keep the service working and secure.

Consent

Recording only starts after consent is confirmed on screen by the clinician. If a patient declines, nothing is recorded; the clinician dictates a summary after the appointment instead. Practices are responsible for telling patients that a documentation tool is in use and for recording consent in line with their own policies and the law in their state or territory.

How long we keep things

• Audio is deleted within 24 hours of the recording. It is not kept.
• Transcripts, drafts and approved notes are retained for the practice for as long as the practice uses the service, because they form part of the practice's record of care and of clinical review.
• The original AI draft is kept alongside the clinician's edits, so there is evidence that a clinician reviewed each note.

No training on patient data

Patient data — audio, transcripts, notes, letters and tasks — is never used to train AI models, by us or by the providers we use. It is processed to produce the practice's drafts and for nothing else.

Where information is hosted

Practice and patient information is hosted in [HOSTING REGION — CONFIRM]. We will not publish a hosting claim until it has been confirmed.

Who can see it

• Clinicians and staff at the practice, according to the access the practice sets up.
• Dentovi staff, only when needed to support the practice or keep the service running, and only to the extent needed.
• Service providers that process audio and text to produce drafts, under agreements that forbid any other use.

We do not sell information, and we do not share it with advertisers.

Deletion on request

A practice can ask for any transcript, note or task to be deleted, or for the practice's whole account to be closed and its data removed. Write to [EMAIL — CONFIRM]. We confirm when it is done. Some information may need to be retained where the law requires it, and we will say so if that applies.

Security

Information is encrypted in transit and at rest. Access is by individual sign-in. We review access logs and fix security problems as a priority. No system is perfectly secure; if a breach affects your practice we will tell you promptly and explain what happened and what we are doing about it.

The practice management system stays the record

Dentovi sits beside the practice's existing software. The practice management system remains the official patient record. Approved notes are copied across by the clinician.

Changes and contact

If this policy changes in a way that matters, we will tell practices by email before the change takes effect. Questions and complaints: [EMAIL — CONFIRM]. You can also complain to the Office of the Australian Information Commissioner.