Privacy notice

1. Data about account users

• Identity and contact details, including name, email address, professional role, GDC number where supplied, practice and team membership.
• Authentication, device and security data, including user ID, login events, device identifier, IP address, browser information and access-audit records.
• Subscription and transaction data, including plan, billing status and Stripe customer or subscription identifiers. We do not receive full card details.
• Settings and content you deliberately save, including templates, phrases, practice details, preferences and clinician learning data.
• Usage information needed to operate Assist, including feature use, recording duration, processing jobs, errors and usage limits.
• Messages, feedback, screenshots and other material you send when asking for support.

We need your name, email address, authentication details and relevant subscription details to provide an account. If you do not provide them, you cannot use the account service. Other fields are optional unless Assist marks them as required for a feature you choose.

2. Patient data processed for practices

• Consultation audio, transcripts, draft and final notes, and edits.
• Patient references and identifiers included by the user or spoken during an encounter.
• Clinical images, documents and treatment-plan information where those features are used.
• For patient plan sharing: first name, a one-way protected date-of-birth check, plan content, optional contact details, signature, acceptance record and access events.

This material may contain health data and other special-category data. We process it only for the controller under the Data Processing Terms.

If a support request contains patient data, we also handle that material as processor for the practice.

3. Where data comes from

We receive data from you, other authorised members of your practice, patients using a plan link, public professional registers, Stripe and the service providers used to run Assist. We also generate technical, security and usage records when the service is used.

4. Why we use account-user data

• To create and administer accounts, provide Assist, process subscriptions and provide support. The lawful basis is performance of our contract where the account user is our customer, or our legitimate interests in providing the service contracted for by the user's organisation.
• To secure the service, prevent fraud and trial abuse, enforce limits, investigate faults and protect legal rights. The lawful basis is our legitimate interests in operating a secure and sustainable service.
• To keep tax, accounting and compliance records and respond to lawful requests. The lawful basis is compliance with legal obligations.
• To send optional marketing where permitted. The lawful basis is consent where consent is required, or legitimate interests where the law permits. Every marketing message will provide an opt-out.

Automated checks may refuse a free trial where an email address, GDC number or other signals indicate a previous or abusive trial. Contact us for human review if you think that decision is wrong.

5. Providers and disclosures

We use providers for cloud hosting, database and file storage, authentication, speech-to-text, language models, transactional email, payment processing, web-font delivery and operational communications. They receive only the data needed for their function.

We may also disclose data where required by law, to protect legal rights or safety, or in connection with a genuine sale or reorganisation subject to appropriate confidentiality. We do not sell personal data.

The named providers that may process patient data are listed in the Data Processing Terms, signed in Assist by the practice and available on request.

6. International transfers

Some providers may process data outside the UK, including in the United States. Where UK law treats this as a restricted transfer, we use an applicable safeguard such as adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard clauses. Contact us for the safeguard relevant to a particular provider.

7. Retention

• Account details, settings and notes are kept while the account is open, unless the user deletes them or the controller instructs us otherwise. The raw transcript behind a note is removed automatically after 30 days; the note text itself is not affected.
• Audio not selected for saving is removed after processing and any orphaned copy is scheduled for deletion after the configured recovery window, normally 24 hours. Audio selected for saving remains linked to the note until the user deletes the audio or note.
• Learning-loop edit records used to tailor drafting to a clinician are removed automatically after 90 days. The distilled preferences built from them carry no patient text and are kept while the account is open.
• Patient plan links normally expire after 30 days. On expiry, patient-supplied contact details and stored signature files are removed; the plan snapshot and acceptance record remain with the practice record until deleted on the controller's instruction.
• On account closure, access ends straight away. Settings and other non-clinical data are removed after 30 days, and notes and other clinical records are removed at that same point, unless we are told otherwise or the law requires longer.
• Billing and accounting records are normally kept for six years after the relevant financial year. Security, audit and support records are kept only as long as reasonably needed for security, disputes and legal obligations.

When data is deleted from the live service, residual copies may remain in protected backups until those backups are overwritten. We may retain data for longer where law, a legal claim or a regulator requires it.

8. Security

We use access controls, private storage, encryption in transit and provider encryption at rest, tenant separation, security logging and retention controls designed for the sensitivity of clinical data. No online service can guarantee absolute security. Account users must use secure devices, protect credentials and report suspected compromise promptly.

9. Model training and advertising

We do not use patient data to train a general-purpose model, sell it or use it for advertising. Where Assist learns from a clinician's edits, the resulting preferences are used for that clinician or account. We do not opt patient data into a provider's model-training programme.

The clinical app does not run advertising, audience-measurement or session-replay trackers. On public Assist marketing pages, Google Analytics measures visits and interactions and Microsoft Clarity records those pages (page replay, heatmaps, scroll depth, dead and rage clicks, exit points) after analytics consent; Meta Pixel measures advertising after advertising consent. These providers receive browser and interaction data from those public pages only. Recordings never cover a signed-in clinical screen, and no note, recording or patient detail is sent to them. You can withdraw consent through Cookie settings at /assist/cookies, which stops the recording.

10. Your rights

For data we control about you, you may ask for access, correction, deletion, restriction or portability, or object to processing based on legitimate interests. You may withdraw consent at any time where processing relies on consent. These rights can be limited by law. Email hello@helpdental.ai and we will respond within the period required by law.

If your request concerns a patient record, contact the dental practice first. We will assist the practice as controller and will forward a request where appropriate.

You may complain to the Information Commissioner's Office at ico.org.uk. Please contact us first if you would like us to try to resolve the issue.

11. Changes

We will update this notice when our processing changes. If a change materially affects account users, we will give notice through Assist or by email.