Security and privacy
A summary for dental practices and their privacy advisers. It is built around Canada’s PIPEDA and Ontario’s PHIPA: your practice stays in control of patient information and Odentri handles it only to provide the service, under our Data Processing Agreement.
Where information is kept
- Database and practice sign-in: Supabase, Canada (Central).
- Photos and illustrations: Cloudflare R2 private storage, Eastern North America.
- AI illustrations: a cropped copy of the photo goes to fal.ai in the United States only while the illustration is created; we request deletion as soon as it returns, and copies are set to expire within one hour.
- Full list: subprocessors. We email practices 30 days before adding one.
How long it is kept
- Photos and illustrations, website and chairside: deleted automatically after 30 days or a shorter period your practice sets.
- Contact details and consent records: deleted after 180 days or a shorter period your practice sets.
- Deleting a lead or chairside case closes access straight away. Its photos and illustrations are then removed from storage by a scheduled cleanup, and queued work cannot bring them back.
- Odentri is not your records system: save anything that belongs in a patient’s dental record to your own records.
Who can see it
- Only signed-in members of your practice. Owners and administrators invite, change and remove team members.
- Each practice’s data is separated by server-side checks and database access policies.
- An audit log records who opened or exported lead records, who created, opened or deleted chairside cases, and changes to settings and team access. We can provide extracts on request.
- Odentri staff access practice records only for support or security, and that access is logged.
- Practice users can sign in with Google, including Google’s 2-step verification. Odentri does not yet offer its own multi-factor sign-in.
How it is protected
- Encrypted connections (HTTPS) everywhere, and encryption at rest by our hosting and database providers.
- Photos are private and open only through authorized requests or links that expire within minutes.
- CRM and webhook secrets are encrypted with AES-256-GCM.
- Bot protection, rate limits and daily safety limits on public forms and image generation.
- Application logs leave out names, contact details and photos.
- Patient photos are never used to train AI models, sold or used for advertising.
Consent
- The website widget records the visitor’s photo-processing consent, with its exact wording and time, separately from optional marketing consent. It is for adults 18 and older.
- In the chairside studio your team confirms the patient’s consent before uploading. Use our printable patient consent form to keep a signed record.
If something goes wrong
We follow a written breach response plan. If a breach affects your practice’s data, we notify your account owners and administrators at the first reasonable opportunity, and within 72 hours of becoming aware of it, with the details you need for any notice you must give to patients or the privacy commissioner. We keep a record of every breach for at least 24 months.
Where it is offered
Odentri is offered to practices in Canada (outside Quebec) and the United States. It is not yet offered in Quebec. We do not currently sign HIPAA business associate agreements.
Documents
- Data Processing Agreement (countersigned copy on request)
- Subprocessors
- Chairside patient consent form
- Privacy Policy and Terms of Service
- Privacy impact assessment summary and security questionnaire answers: on request
Questions or a security concern: info@odentri.com (Privacy Officer, Odentri Inc.).