Privacy Policy

This Privacy Policy explains how Dentita (“we”, “us”) collects, uses, and shares information when you use our CareOps software, websites, and related services (the “Service”).

1. Who we are

Dentita is practice operations software for dental clinics. The Service is provided by Waillan Digital. Contact: hello@dentita.co.

2. Whose data we process

Depending on how you use Dentita, we may process:

• Clinic staff accounts — owners, managers, and team members who sign in to the workspace.
• Clinic patient and operational records — information clinics enter about patients, appointments, clinical care, billing, and communications.
• Website visitors — people who browse dentita.co or submit a marketing contact form.

For patient and clinic records, the clinic is typically the data controller. Dentita processes that data on the clinic’s instructions as a service provider / processor.

3. Information we collect

Account and clinic data

• Name, email, phone, role, position, home branch, and profile photo
• Clinic name, locations, chairs, settings, logos, and integration configuration
• Authentication data (password hashes, session / JWT identifiers)

Patient and practice content (entered by the clinic)

• Patient demographics, contacts, medical/dental history notes, odontogram and charting, images, forms, prescriptions, lab cases
• Appointments, waitlist entries, treatment plans, ledger entries, and related notes
• Message content sent through clinic-configured email or SMS providers

Usage and technical data

• Log data such as IP address, browser type, timestamps, and request paths
• Device and approximate location derived from network information
• Cookies or local storage used for sign-in and preferences

Marketing site

• Contact form submissions (name, email, subject, message)

4. How we use information

• Provide, operate, secure, and improve the Service
• Authenticate users and manage clinic workspaces
• Process clinic-directed workflows (scheduling, billing, clinical documentation, labs, forms, communications)
• Respond to support and marketing inquiries
• Monitor reliability, prevent abuse, and comply with law

We do not sell personal information.

5. Sharing

We may share information with:

• Infrastructure providers — hosting, databases, object storage, email delivery, and error monitoring needed to run the Service
• Clinic-configured integrations — for example Google Calendar, SMS gateways, or loyalty tools when a clinic connects them
• Professional advisors or authorities — when required by law or to protect rights and safety

Staff within a clinic only see data according to that clinic’s roles and permissions.

6. Retention

We retain account and clinic data while the workspace is active and as needed for backups, disputes, and legal obligations. Clinics control patient records they store in Dentita; after account closure we delete or anonymize data within a reasonable period unless law requires longer retention.

7. Security

We use administrative, technical, and organizational measures appropriate to the sensitivity of health-adjacent practice data, including encrypted transport, access controls, and least-privilege staff access. No method of transmission or storage is completely secure.

8. International transfers

The Service may be hosted or supported in countries other than where you or your patients are located. Where required, we use appropriate safeguards for cross-border transfers.

9. Your choices and rights

Clinic staff can update many profile and clinic settings in the app. Patients should contact their clinic for access, correction, or deletion of clinical records. Depending on applicable law, you may also contact us at hello@dentita.co to request access, correction, deletion, or restriction of personal data we control.

10. Children

Dentita is not directed at children as end users. Clinics may store records for pediatric patients under their own professional and legal obligations.

11. Changes

We may update this Policy from time to time. We will post the revised version with an updated date. Continued use of the Service after changes means you accept the updated Policy.

12. Contact

Questions about privacy: hello@dentita.co.