Privacy Policy

DentZen ("DentZen", "we", "us") provides a dental clinic automation platform — appointments, WhatsApp reminders and recalls, an AI chat agent, an AI voice receptionist, review requests and billing — to dental clinics in India. This Privacy Policy explains what personal information we collect when you use our website and services (the "Service"), how we use and share it, and the choices you have.

If you are a dental clinic ("Clinic") using the Service, you are the data fiduciary (controller) of your patients' personal data and DentZen acts as a data processor on your instructions. If you are a patient of a Clinic, the sections below explain what is processed and why, and how you can exercise your rights.

• Account information. When you register a Clinic account we collect your name, email address, phone number, clinic name and address, and a bcrypt-hashed password. We also keep authentication and audit logs (logins, password resets).
• Patient information. To run automation for Clinics, we store the data Clinics enter or import: patient names, phone numbers, treatment and appointment details, notes, and communication history.
• Message and call data. Appointment confirmations, reminders, recalls, review requests, broadcasts, and inbound replies sent or received over WhatsApp are logged against patient records. For calls handled by the AI voice receptionist, we process the caller's phone number, call audio or transcripts, and call outcomes.
• Payment information. Subscriptions and patient payments are processed through Cashfree. We receive and store transaction references, amounts and status — we never receive or store full card numbers or UPI credentials.
• Usage and device data. We collect standard technical information such as IP address, browser type, and interactions with the Service to keep it secure and improve it.

We use the information we collect to:

• provide, operate and secure the Service, including sending appointment confirmations, reminders and recalls on the Clinic's behalf;
• operate the AI chat agent and AI voice receptionist, including answering patient questions, booking and rescheduling appointments;
• process payments, subscriptions, invoicing and taxes;
• send service-related emails such as trial notices, receipts and account alerts;
• detect, prevent and address fraud, abuse and security issues; and
• comply with legal obligations and enforce our Terms & Conditions.

We do not sell personal data, and we do not use patient data to train our own commercial models.

DentZen delivers messaging through the WhatsApp Business Platform, which is operated by Meta Platforms, Inc. When a Clinic sends or receives messages through the Service:

• message content, the recipient's phone number, delivery and read status, and related metadata are transmitted through and processed by Meta and its infrastructure in order to deliver the message;
• by using the WhatsApp Business Platform, Meta processes this information in accordance with the WhatsApp Privacy Policy and the WhatsApp Business Terms, including the WhatsApp Business Management Terms;
• during a free trial, messages may be sent from a DentZen-managed WhatsApp Business number; after a Clinic connects its own WhatsApp Business Account (WABA), messages are sent from that Clinic's number and the Clinic is responsible for its WhatsApp Business Account; and
• WhatsApp message templates, phone numbers and message identifiers may be retained by Meta under its own retention policies. DentZen has no control over Meta's retention or use of data as described in Meta's policies.

Patient opt-out: patients who no longer wish to receive WhatsApp messages from a Clinic can reply "STOP" (or "UNSUBSCRIBE" / "CANCEL") and the Service will opt them out of automated messaging, or contact the Clinic directly.

The Service uses artificial intelligence to understand and respond to patient messages and calls. Message text relevant to a patient's request may be processed by our third-party large language model providers, and voice calls may be processed by our third-party speech and voice AI providers. These providers process data only to return a result to us.

Our current categories of processors are: Meta Platforms, Inc. (WhatsApp Business messaging), Cashfree (payments), and Resend (transactional email), along with the AI providers described above. We maintain reasonably required contractual protections with processors that handle personal data.

We share personal data only with: (a) the processors listed above, to deliver the Service; (b) the Clinic that owns the patient relationship, for its own records and communications; (c) authorities, where required by law, court order or government request; and (d) a successor in the event of a merger, acquisition or asset sale, under equivalent protections.

We retain account, patient and message data while your Clinic subscription is active, and afterwards only as needed for backups, legal obligations, dispute resolution and enforcement of agreements. When a subscription expires, automated messaging is paused while data is retained; you may request export or deletion of your Clinic data at any time by contacting us.

We protect data with encryption in transit, hashed passwords, scoped access controls, audit logging and least-privilege internal access. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

Under India's Digital Personal Data Protection Act, 2023 and applicable law, you may have the right to access, correct, complete and update your personal data; withdraw consent; have your data erased; and nominate someone to exercise rights in case of death or incapacity. Patients should contact their Clinic (the data fiduciary) for their records; Clinics and account holders can write to us at contact@dentzen.in and we will respond within a reasonable period.

Grievance Officer: you may contact our Grievance Officer at contact@dentzen.in with the subject line "Grievance — Data Protection".

Our servers and those of our processors may be located outside India. In particular, WhatsApp messaging is routed through Meta's global infrastructure, and AI/email providers may process data in other regions. Where personal data is transferred outside India, we apply the safeguards required under applicable Indian law.

The Service is intended for use by dental professionals, not children. Clinics may record minor patients for treatment purposes; such data is processed on the Clinic's instructions and Clinics must have appropriate consent (including from a parent or guardian) before messaging minors on WhatsApp. Health-related information received through the Service is used only to operate the Service for the Clinic.

We may update this Privacy Policy and will revise the "Last updated" date above. Material changes will be notified to Clinic account holders by email or in-app notice. Questions? Contact us at contact@dentzen.in.