1. Who We Are
DentalReady ("we", "us", "our") is an AI-powered screening and training platform for dental practices. This policy explains how we collect, use, and protect your personal information when you use our website and services at dentalready.com.au.
2. Information We Collect
We collect information that you provide directly, including:
- Account information: name, email address, and password when you register
- Profile information: role, employment details, and practice affiliation
- Assessment data: responses to screening questions and learning module progress
- Attendance data: clock-in/out times and workplace photos (if your practice uses the kiosk feature)
- Third-party login data: if you sign in via Google or Facebook, we receive your name and email from those services
We also automatically collect usage data — such as pages visited, browser and device type, and approximate location derived from your IP address — using Google Analytics (GA4) and Vercel Analytics to understand how the platform is used and to improve our services. These tools set cookies or similar identifiers and process this data in aggregate. They run on our web app only (not the native mobile apps), and we do not sell this information.
3. How We Use Your Information
- To provide and maintain the DentalReady platform
- To authenticate your identity and manage your account
- To facilitate candidate screening, training, and staff management
- To generate analytics for practice owners about their team
- To send service-related notifications (e.g. roster updates, reminders)
- To improve our AI screening and training algorithms
4. How We Share Your Information
We do not sell your personal information. We share data only in these circumstances:
- With your practice: practice owners can view data for staff and candidates affiliated with their practice
- Service providers: we use Supabase for data hosting, Google and Meta for authentication, Google Analytics and Vercel Analytics for usage and performance analytics, and the AI processors described below, all under strict data processing terms
- Legal requirements: if required by Australian law or to protect our legal rights
5. Third-Party AI Processors
Some DentalReady features use artificial intelligence to classify, summarise, or draft operational content. We send only the data needed for the specific feature being used. Current AI-backed surfaces include:
- Candidate screening and training review: candidate chat transcripts, screening answers, assessment notes, and training-review responses may be processed by Google Gemini or Google Vertex AI.
- Morning huddle and clinical workflow summaries: where a practice has enabled huddle features, patient names, appointment details, medical alerts, treatment context, recall status, and provider schedule data may be processed by Google Vertex AI, including Gemini and Anthropic Claude models available through Vertex. Anthropic's direct API may be used as a fallback if the Vertex route is unavailable.
- Tooth-condition photo classification: uploaded tooth-condition photos, condition options, and generated labels may be processed by Google Vertex AI/Gemini Vision.
- Bug reports: report text, page URL, browser and app metadata, clarifying answers, and any screenshot you choose to attach may be processed by Google Vertex AI/Gemini to classify and summarise the report. Submitted bug reports may also be mirrored to Trello for operational triage.
- Practice assistant tools: SOP drafts, library uploads, meeting notes, migration files, dashboard insight inputs, clinician coaching inputs, and stock-management prompts may be processed by Google Vertex AI, including Gemini and Anthropic Claude models where appropriate.
We do not use these AI processors to sell personal information. Outputs are returned to DentalReady and shown only to authorised users for the relevant practice or workflow.
6. Data Storage and Security
Your data is stored on servers managed by Supabase. We use encryption in transit (TLS) and at rest. Access to personal data is restricted through role-based access controls and row-level security policies.
7. Data Retention and Deletion
We retain your data for as long as your account is active or as needed to provide our services. You can request deletion of your account and associated data at any time by contacting us. Upon request, we will delete your personal data within 30 days, except where we are required by law to retain it.
8. Your Rights
Under the Australian Privacy Act 1988, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information
- Complain to the Office of the Australian Information Commissioner (OAIC) if you believe we have breached your privacy
9. Third-Party Services
When you use Google or Facebook to sign in, those providers may collect data according to their own privacy policies. We encourage you to review their policies. We only receive the minimum information needed (name and email) to create your account.
10. Changes to This Policy
We may update this policy from time to time. We will notify you of significant changes by posting a notice on our platform. Continued use of DentalReady after changes constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this privacy policy or want to exercise your rights, contact us at:
Email: privacy@dentalready.com.au