Privacy Policy

Effective: 2025/11/07

This Privacy Policy explains how DentFlow AI (“we”, “us”) collects and processes personal information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”).

1. Responsible Party & Contact

DentFlow AI • Email: info@dentflowai.co.za

2. Information We Process

  • Clinic lead details submitted via the website (clinic name, contact person, email, phone, message).
  • Patient and appointment details entered by clinic staff (name, contact info, appointment notes/status).
  • Account/authentication data for users (email, session identifiers).
  • Technical data (device/browser info, IP, basic analytics, error logs).

3. Purpose & Legal Basis

  • To provide and improve the DentFlow service (performance of a contract / legitimate interests).
  • To communicate about leads, demos, and support (consent / legitimate interests).
  • To secure accounts and prevent abuse (legitimate interests / legal obligations).

4. Sharing & Operators

We use trusted processors to run DentFlow (e.g., hosting, database, error monitoring, email). Some processing may occur outside South Africa. We require operators to implement appropriate security measures and to process personal information only under our instructions.

5. Cross-Border Transfers

Where personal information is transferred outside South Africa, we take steps to ensure it is protected by safeguards that are substantially similar to POPIA standards.

6. Security

We apply technical and organisational measures appropriate to the risk, including access controls, encryption in transit, and least-privilege practices.

7. Retention

We retain personal information only as long as necessary for the purposes above, or as required by law. You may request deletion where applicable.

8. Your Rights

You may request access, correction, deletion, or objection to processing. Contact info@dentflowai.co.za. We will verify your identity before acting on requests.

9. Cookies & Analytics

If we enable analytics or cookies, we will update this policy and, where required, request consent.

10. Updates

We may update this policy from time to time. Material changes will be posted here with a new “Effective” date.

By using DentFlow, you agree to this Privacy Policy. For Terms, see Terms of Service.