The short version. Clinics own their patients’ records; we keep them safe and only process them to run the service. Clinics never see each other’s records. We do not sell personal information, show ads or use patient records for anything other than providing DentistaSync. If you sign in with Google, we receive only your name, email address and Google account ID, and use them only to sign you in and run your account (details in How DentistaSync handles Google user data). This website uses no cookies; we only count visits anonymously.

Who we are

DentistaSync (“DentistaSync”, “we”, “us”) is a dental clinic management system operated by Jimwell Buot, Philippines, who is responsible for it and for this policy. Once the business registration is complete, the registered business name and address will replace this paragraph.

This policy covers:

our website, dentistasync.com;
the online edition of DentistaSync, used by clinic staff in a web browser;
the patient features of the online edition — patient accounts, online booking and the patient mobile app — as they become available;
the desktop edition, to the limited extent described in The desktop edition.

How DentistaSync handles Google user data

DentistaSync offers Sign in with Google in its online edition. This section is DentistaSync’s complete disclosure of how it accesses, uses, shares, stores, protects, retains and deletes data received from Google (“Google user data”). It applies to the online edition of DentistaSync and its patient features; the desktop edition never connects to Google.

DentistaSync’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Data accessed

When you choose Sign in with Google, DentistaSync requests only the basic sign-in scopes openid, email and profile, and receives:

your Google account ID (a number that identifies your Google account);
your email address, and whether Google has verified it;
your name;
your profile picture link, which we do not use and discard immediately.

DentistaSync does not request access to Gmail, Google Contacts, Google Calendar, Google Drive or any other Google service or API, never sees your Google password, and does not keep the access or refresh tokens Google issues during sign-in, so it cannot act in your Google account or read anything from it later.

Who can sign in with Google: patients, to create and sign in to a patient account; and clinic staff, but only to an existing staff account their clinic’s administrator created. Signing in with Google never creates a staff account or gives access to a clinic.

Data usage

DentistaSync uses Google user data only to:

create your account and sign you in — the Google account ID recognizes you on your next sign-in, and the email address matches a staff invitation to the right person;
show your name and email address in your account — for new patients they fill in the sign-up form, and you can change them;
keep your account secure — detect suspicious sign-ins and record sign-ins in the audit log;
contact you about your account and your appointments.

DentistaSync does not:

sell Google user data, or transfer it to data brokers or information resellers;
use it for advertising, including personalized, retargeted or interest-based ads;
use it to determine creditworthiness or for lending purposes;
use it to build profiles of you for any purpose other than running your DentistaSync account;
use it to develop, improve or train generalized or non-personalized artificial intelligence or machine learning models;
let people read it, except with your permission (for example, when you ask our support team for help), when needed for security (for example, to investigate abuse), or to comply with the law.

DentistaSync shares Google user data only with:

the clinics you choose — when you book with a clinic or link your account to it, that clinic sees your name and email address so it can manage your appointments. Clinics never see your Google account ID, and a clinic you have not chosen sees nothing;
Amazon Web Services (AWS), our hosting provider, which stores it on our behalf under a contract that requires it to protect the data and use it only on our instructions;
authorities, when the law, a court order or a valid government request requires it;
a successor business, if DentistaSync is merged, acquired or sold, under the same protections and only after we tell you.

DentistaSync does not share, transfer or disclose Google user data to anyone else, and never for advertising.

Data storage and protection

Google user data is stored in DentistaSync’s database with Amazon Web Services (AWS) in its Asia Pacific (Singapore) region, alongside your DentistaSync account. It is protected by:

encryption in transit (HTTPS/TLS only) and encryption at rest of the database and its backups;
a database that is not reachable from the internet;
access controls: only the DentistaSync systems that sign you in read it, and our team’s access is limited, granted for a specific purpose and logged;
audit logs of sign-ins and account changes.

Data retention and deletion

Retention: DentistaSync keeps your Google account ID, email address and name only while your DentistaSync account exists, or until you disconnect Google from it. The profile picture link is never stored.
Disconnect Google: write to support@dentistasync.com. We remove your Google account ID within 30 days; you can keep using DentistaSync by signing in with your email address and a password.
Delete your account and all Google user data: write to support@dentistasync.com. We delete your account, including all Google user data we hold, within 30 days, and it disappears from our backups within 35 days. Dental records a clinic keeps about you belong to that clinic and are covered by Your rights.
Revoke access in your Google account: remove DentistaSync at any time at myaccount.google.com/connections. This stops sign-in with Google; to also delete the data we already hold, ask us as described above.

Our role: clinic records vs. our own data

Under the Data Privacy Act, the party that decides why and how personal information is processed is the personal information controller; a party that processes it on someone else’s instructions is a personal information processor. Our role depends on the information:

Information	Who is the controller	Our role
Patient records a clinic keeps in DentistaSync (charts, appointments, treatment plans, invoices, notes)	The clinic	Processor: we store and process them only on the clinic’s instructions, under a data processing agreement
Clinic staff accounts, clinic and subscription details	DentistaSync	Controller
Patient platform accounts (sign-in details and the list of clinics a patient has linked)	DentistaSync	Controller
Website enquiries, early-access requests and support messages	DentistaSync	Controller

If you are a patient of a clinic that uses DentistaSync, your clinic decides what is recorded about you and is your first point of contact for questions about your dental records. We will help your clinic answer your request, and you can always contact us directly (see Contact us).

Information we collect

On this website

No cookies and no advertising trackers. The website does not set cookies or store anything on your device, and its fonts are served from our own site.
Anonymous visit statistics. We use Cloudflare Web Analytics to count visits: the page viewed, the referring site, browser and device type, and the country derived from your IP address. It does not use cookies or fingerprinting, does not track you across websites and does not give us your IP address, so we cannot identify individual visitors.
Server logs. Like any website, our hosting provider records technical request data (IP address, browser type, page requested, date and time) to deliver the site and keep it secure.
Messages you send us, when you request early access with the form on this website or write to us by email: your name, email address, clinic name and anything else you choose to include (the form also asks for a mobile number, city and the edition you are interested in, all optional). The form is delivered to our mailbox by Web3Forms, a form-to-email service.

When a clinic uses the online edition

Clinic details: clinic name, address, contact details, settings and subscription and billing information.
Staff accounts: name, email address, job title, roles and permissions, a securely hashed password (we never store passwords in readable form) and two-factor authentication settings. Staff who choose to sign in with Google also have the details described in Google user data.
Patient records entered by the clinic: name, date of birth, sex, contact details, address, dental chart and tooth conditions, medical and dental history, procedures, treatment plans, appointments, notes, invoices and payments. Health information is sensitive personal information under the law and gets the highest level of protection we offer.
Activity and security logs: sign-ins, failed sign-in attempts, and who viewed or changed a patient record and when (an audit trail the clinic can rely on).

When patients use the patient features

Patient account: name, email address, mobile number, a securely hashed password, and the clinics you have chosen to link your account to.
Booking requests: the clinic, preferred date and time, reason for the visit and any message you add.
Sign in with Google: if you choose it, Google shares your basic profile with us. What we receive and keep, and how we use it, is described in Google user data.

Technical information

Device and browser type, IP address, and the strictly necessary cookies and tokens that keep you signed in and protect forms against forgery. The online edition does not use advertising or cross-site tracking cookies.

How we use information

We use personal information only to:

Provide the service — let clinics manage patients, appointments, treatment plans and invoices, and let patients book and manage visits.
Secure accounts and records — authenticate users, enforce each clinic’s roles and permissions, detect misuse, keep audit trails and investigate incidents.
Communicate — send sign-in, password-reset and invitation emails, appointment and booking notifications, and important notices about the service.
Support and improve the service — answer support requests, fix problems and measure how the service performs. We use technical and usage information for this, not the contents of patient records.
Bill clinics and keep the financial records the law requires.
Meet legal obligations — respond to lawful requests from authorities and comply with the laws that apply to us.

We process information on the basis of the contract with the clinic or user, our legal obligations, our legitimate interest in running a secure and reliable service, and — where the law requires it — your consent. Clinics are responsible for having a lawful basis, such as the medical treatment of their patients, for the patient records they keep.

We do not sell personal information, we do not use it for advertising, and we do not use patient records to train AI models or for any purpose other than providing DentistaSync to the clinic.

Who can see your information

Your clinic. Each clinic sees only its own patients and records. Within a clinic, what each staff member can see and do depends on the roles the clinic assigns.
Other clinics never see your records. If you are a patient of two clinics on DentistaSync, each clinic keeps its own separate chart and neither can see the other’s chart or that you visit the other clinic. Records are only shared between clinics if you explicitly ask for it.
Our team. DentistaSync staff have no access to clinic records by default. If a clinic asks us for help that requires looking at its data, access is granted only for that purpose, for a limited time, and is recorded in the audit log.
Service providers who help us run DentistaSync, under contracts that require them to protect the information and use it only on our instructions: our hosting and database provider (Amazon Web Services), Cloudflare (anonymous website visit statistics), Web3Forms (delivery of the early-access form), email and SMS delivery providers, Google (to confirm your identity if you use Sign in with Google) and our payment processor (for clinic subscriptions).
Authorities, when the law, a court order or a valid government request requires it, or when necessary to protect someone’s life, health or safety.
A successor business, if DentistaSync is merged, acquired or sold, under the same protections described in this policy. We will tell clinics and account holders before that happens.

How we protect information

We apply organizational, physical and technical security measures, including:

encryption of all connections (HTTPS/TLS only), and encryption at rest of the online edition’s databases and backups;
a separate, isolated set of records for every clinic, enforced both in the application and in the database;
role-based access for staff, securely hashed passwords, account lockout after repeated failed sign-ins and two-factor authentication for administrators;
databases that are not reachable from the internet, and secrets kept out of source code;
audit trails of sign-ins and of access to patient records;
regular backups, and limited, logged access for our own team.

No system is perfectly secure. If we become aware of a personal data breach that is likely to put you at risk, we will notify the affected clinics without undue delay and, as the law requires, the National Privacy Commission and the affected individuals within 72 hours of becoming aware of it.

How long we keep information

Information	How long
Patient records kept by a clinic	For as long as the clinic keeps them. The clinic decides how long to keep dental records, in line with the rules that apply to it.
Records of a clinic that leaves DentistaSync	The clinic receives an export of its data. We delete the data 90 days after the subscription ends, unless the clinic asks us to delete it sooner.
Staff and patient accounts	Until the account is closed, then deleted within 30 days.
Backups	Deleted data disappears from backups as they roll over, within 35 days.
Security and audit logs	12 months, or longer if needed to investigate an incident.
Billing records	As long as tax and accounting laws require.
Website enquiries	Up to 24 months after our last contact, unless you become a customer.

Where information is stored

Information of the online edition, including its backups, is stored with Amazon Web Services (AWS) in its Asia Pacific (Singapore) region. This website is also hosted on AWS and delivered from AWS locations close to each visitor.

Because Singapore is outside the Philippines, we stay responsible for the information stored there and require the same level of protection by contract, as the Data Privacy Act requires. The same applies wherever information is accessed from outside the Philippines.

The desktop edition

The desktop edition is installed on the clinic’s own computers and keeps all its data in the clinic, with no internet connection to us. We do not receive, store or have access to the patient records it holds; the clinic is fully responsible for them, including the security of its computers and its backups. If a clinic asks us for support, we only see data the clinic chooses to show or send us.

Licensing the desktop edition only requires the clinic’s business and contact details.

Your rights

Under the Data Privacy Act you have the right to:

be informed about how your personal information is processed;
access your personal information and get a copy of it;
correct information that is inaccurate or incomplete;
object to processing, and to withdraw consent where processing is based on consent;
have your information erased or blocked when it is no longer necessary or was processed unlawfully;
data portability — get your information in a commonly used electronic format;
be indemnified for damages caused by inaccurate, false or unlawfully obtained or used information;
file a complaint with the National Privacy Commission.

To exercise a right over your dental records, contact your clinic; you can also write to us and we will pass your request to the clinic and help it respond. For your DentistaSync account or anything else we control, write to us directly. We may need to confirm your identity first, and we answer requests within the period the law allows.

Some rights are limited by law. For example, a clinic may be required to keep certain records even if you ask for them to be deleted.

Children

The website and patient accounts are not intended for children. A patient under 18 may only create a patient account with the consent of a parent or guardian, who may manage the account on their behalf. Clinics record information about child patients under their own responsibility and with the consent of a parent or guardian.

Changes to this policy

We may update this policy as DentistaSync grows — for example when online booking and the patient app launch. We will change the “Last updated” date above and, for significant changes, notify clinics and account holders by email or in the service before the changes take effect.

Contact us

For any question about this policy or your personal information, contact our Data Protection Officer:

Operator and Data Protection Officer: Jimwell Buot, dpo@dentistasync.com
Help with your account: support@dentistasync.com

If you are not satisfied with our answer, you can contact the National Privacy Commission.

Privacy Policy