Privacy Policy
Dental Order
Last updated: 09 July 2026
1. Scope and purpose of this Policy
This Privacy Policy explains how Dental Portal SRL processes personal data in connection with the Dental Order mobile application, web application, website, personal account, voice work-order functionality, order chat, push notifications, e-mail notifications, subscriptions and related support services (together, the “Service”).
This Policy is intended to be available in the Apple App Store, Google Play, the Service website and inside the application. It should be read together with the Terms of Service, subscription terms and any data-processing agreement applicable to clinics, laboratories or other professional customers.
Dental Order is a professional service for dental clinics, dentists, clinic administrators, dental laboratories and dental technicians. It is not intended for use by children or by patients as a medical-record system.
2. Controller and contact details
The controller for account, billing, security, product analytics and user support data is Dental Portal SRL, State Registration Number (IDNO): 1023600018278, MD-2051, str. Alba-Iulia 21, office 1, municipality of Chisinau, Republic of Moldova.
For work-order content uploaded by clinics and laboratories, including pseudonymised patient-related content, Dental Portal SRL may act either as an independent controller for service operation and security purposes or as a processor/service provider acting on documented instructions of the relevant clinic or laboratory, depending on the applicable contract and the purpose of processing.
Privacy contact and representative for data-subject requests, including from the European Economic Area under Article 27 GDPR (to the extent applicable to the activities of the Service): Igor Solodchii, ceo@dentalportal.pro. Telephone: +373 67 885 356.
Where a clinic uses the Service to process patient-related content, the clinic acts as controller for that content in its capacity as a healthcare provider, and Dental Portal SRL acts as processor/service provider on the clinic’s documented instructions. The clinic is responsible for obtaining any patient consent required for the transmission of pseudonymised order data to the dental laboratory.
A Data Protection Officer has not been appointed because the current assessment is that the mandatory conditions for appointing a DPO are not met. If this assessment changes, the relevant contact details will be published in this Policy.
3. Key privacy commitments
- We do not sell personal data.
- We do not use patient-related work-order content for advertising or third-party marketing.
- The standard work-order workflow uses a numeric patient code instead of the patient’s real name.
- Voice recordings used only for dictation and transcription of a work order are deleted after transcription and structuring are completed.
- Voice messages sent in an order chat are stored only as part of that chat and remain until the corresponding work order or message is deleted, subject to backups and legal retention obligations.
- AI processing is used only to transcribe, structure, translate or otherwise support the Service functionality described in this Policy.
- Users can request account deletion and data deletion as described below.
- Recurring payments are enabled only after the User’s separate consent or platform subscription confirmation.
4. Roles in the Service and professional responsibility
Users of the Service may include dentists, clinic administrators, dental technicians, dental laboratories and other authorised professional users. Clinics and laboratories are responsible for ensuring that their use of the Service complies with professional, medical, patient confidentiality and data-protection obligations applicable to them.
The Service is designed to minimise patient-identifying information. Clinics should not enter the patient’s full name, personal identification number, medical-record number that directly identifies the patient, telephone number, address or other directly identifying patient information into free-text fields, voice messages, file names, chat messages or attachments unless they have a valid legal basis and it is strictly necessary for the dental work order.
5. Patient-related data and numeric patient code
The standard workflow of the Service replaces patient identity with a numeric patient code. The work order transmitted between the clinic and the dental laboratory contains the patient number/code, not the patient’s full identity.
The mapping between the numeric patient code and the real patient identity should remain under the control of the clinic outside the Service. Dental Portal SRL does not require or intentionally request the patient’s full identity for ordinary work-order processing.
The dental laboratory does not receive the patient’s name, contact information or other directly identifying patient data through the Service. Only the numeric patient code and the clinical work-order data required to complete the order are transmitted to the laboratory. Optional fields such as patient first name, last name and gender, where used, remain under the clinic’s responsibility and are not fed into AI processing.
Dental scans, STL files, photographs, shade information, FDI tooth numbers, clinical comments and other order data may nevertheless relate to dental treatment and may be considered patient-related or health-related information under applicable laws. Where such information constitutes health data under Article 9 GDPR, processing is carried out by the clinic under Article 9(2)(h) GDPR (provision of healthcare by a health professional subject to an obligation of professional secrecy), together with patient consent obtained by the clinic where required.
Such data is processed only to create, transmit, manage and complete the relevant work order and to provide the Service.
If a User voluntarily enters directly identifiable patient data into the Service contrary to the recommended workflow, the Service will process it only as part of the submitted content for the purposes described in this Policy. The User and the organisation they represent remain responsible for the lawfulness of such submission.
6. Categories of personal data processed
| Category | Examples | Purpose |
|---|---|---|
| Account and identity data | Name, surname, organisation, role, account identifier, login credentials or authentication metadata | Account creation, authentication, user management, access control |
| Contact data | E-mail address, telephone number, business contact details | Notifications, support, invitations, account recovery, contract communication |
| Professional context | Clinic or laboratory name, city, user role, organisation membership | Routing orders, managing organisations and permissions |
| Work-order content | Work type, tooth numbers in FDI notation, shade, deadlines, comments, photos, scans, STL files and other attachments | Creating, transmitting, storing and completing dental work orders |
| Pseudonymised patient-related data | Numeric patient code, dental case information, scans or other dental attachments without direct patient identity in the standard workflow | Processing dental work orders between clinics and laboratories |
| Patient contact (email/phone) | Optional patient email or telephone entered by the doctor solely to send a one-time review invitation, only when the doctor has enabled patient reviews | Sending the patient a review invitation on the clinic side; not transmitted to the dental laboratory |
| Peer professional reviews | Ratings and text comments exchanged between clinics and laboratories about completed work orders | Professional feedback, quality signals, moderation of reports |
| Support and operator communications | Support tickets, replies and platform-wide operator broadcasts to Users | Customer support, incident communication, service announcements |
| Voice dictation data | Temporary audio recording used to transcribe a dictated work order | Speech-to-text transcription and structuring of the work order; deleted after transcription |
| Voice chat messages | Audio messages intentionally sent in order chat | Communication between authorised parties to the work order; stored until deletion of the message or work order |
| Chat and user-generated content | Messages, comments, support requests, patient review invitations and responses where applicable | Order communication, support, reviews and service operation |
| Payment and subscription data | Subscription status, billing plan, renewal date, payment confirmation, invoice data; limited payment tokens or provider references | Billing, recurring payments, subscription management, accounting and fraud prevention |
| Device and technical data | IP address, device type, operating system, browser/app version, device identifiers where used, logs, diagnostic data | Security, fraud prevention, troubleshooting, diagnostics, service improvement |
| Notification data | Push token or browser push subscription, notification preferences | Sending order-status alerts and other Service notifications |
| Consent and preference data | Cookie choices, marketing consent, language, region, interface preferences | Compliance, personalisation and optional communications |
7. Data we do not intentionally collect
- We do not intentionally collect precise geolocation unless a future feature clearly requests it and explains the purpose.
- We do not intentionally collect contacts, SMS, call logs or calendar data.
- We do not intentionally collect the patient’s full identity in the standard work-order workflow.
- We do not store full payment-card numbers. Payment-card data is processed by the relevant payment provider or app-store platform.
- We do not use personal data for cross-app tracking or sale to data brokers.
8. Legal bases for processing
Where the GDPR or similar laws apply, we process personal data on one or more of the following legal bases:
- Performance of a contract or pre-contractual measures: to create accounts, provide the Service, transmit work orders, manage subscriptions and provide support.
- Consent: for optional marketing communications, optional non-essential cookies or similar technologies, optional push notifications where required, and other optional processing presented to the User.
- Legal obligations: for accounting, tax, consumer-protection, regulatory and compliance obligations.
- Legitimate interests: for security, fraud prevention, service improvement, diagnostics, business communication and protection of legal rights, provided those interests are not overridden by the rights and freedoms of the data subject.
- Explicit consent or another Article 9 GDPR condition: where special categories of data, including health-related patient data, are processed and such processing is not covered by another applicable legal basis in the relevant professional relationship.
- Establishment, exercise or defence of legal claims, where necessary.
9. Purposes of processing
- registration, authentication and account management;
- organisation management for clinics and laboratories;
- creation, editing, transmission, storage and completion of dental work orders;
- speech-to-text transcription and structuring of dictated work orders;
- translation of user-generated order content between supported interface languages where requested or necessary;
- order chat, including storage of messages and voice chat messages until deletion of the relevant work order or message;
- sending push notifications, e-mail notifications and other Service messages;
- processing subscription status, recurring payments and billing records;
- security, access control, abuse prevention, diagnostics and incident response;
- customer support and handling of legal requests;
- aggregated or anonymised analytics to improve performance, reliability and usability of the Service.
10. Mobile app permissions
| Permission or feature | When it is used | What happens if access is refused |
|---|---|---|
| Microphone | Used when the User dictates a work order or sends a voice message in the order chat. | The User may use manual text input where available. Voice dictation and voice messages will not work without microphone access. |
| Files, documents and media picker | Used to upload intraoral scans, STL models, images or other attachments to a work order. | The User may continue using the Service without uploading attachments, but some work-order functions may be limited. |
| Camera, if enabled | May be used to capture case photos, documents or other order-related materials. | The User may upload files from storage where available or continue without camera capture. |
| Push notifications | Used to notify Users about order events, messages, invitations, payment status or account events. | The User may disable notifications and still use the Service, but may miss time-sensitive updates. |
| Network access | Required to connect to the Service backend, AI transcription, storage, e-mail and notification systems. | The Service cannot function without network access. |
11. Voice, transcription and audio retention
The Service supports voice-driven creation of dental work orders. When the User dictates a work order, the audio is used to perform speech-to-text transcription and to structure the order data, such as work type, FDI tooth numbers, shade, deadline and comments.
Audio recordings used only for dictation and transcription of a work order are deleted after transcription and structuring are completed. The Service retains the resulting text and structured work-order data, not the original dictation audio.
The Service may also allow Users to send voice messages in the order chat. Such voice messages are intentionally stored as chat content and remain available to authorised participants until the relevant voice message or work order is deleted, subject to backup cycles and legal retention obligations.
AI-generated transcriptions and structured outputs may be inaccurate. Users must review and correct the transcribed text and structured order data before sending a work order or relying on it.
12. AI processing
AI processing is used to support Service functionality, including speech-to-text transcription, structuring of dictated orders, extraction of dental work-order fields and, where enabled, translation of user-generated content between supported interface languages.
The AI processing workflow is designed to minimise directly identifying patient information by using the numeric patient code and by not requiring the patient’s real identity in the standard work-order flow.
Dental Portal SRL does not use work-order content, patient-related content or voice data for advertising or sale of data. AI processing providers act as processors/service providers or sub-processors where applicable.
AI output is assistive. It does not replace professional judgment, clinical responsibility or the User’s obligation to verify the accuracy of the final work order.
13. Payments, subscriptions and recurring billing
The Service may offer paid plans, subscriptions, add-ons or recurring billing. Payment data may be processed by Apple, Google, banks, card networks, acquiring providers or other payment processors, depending on where and how the User subscribes.
Where a subscription is purchased through the Apple App Store or Google Play, billing, renewal, cancellation and refunds are handled by the relevant app-store platform under its applicable rules and account settings. Users should manage those subscriptions through their Apple ID or Google Play account.
Where Dental Portal SRL offers a direct subscription or recurring payment outside the app-store billing system, recurring charges are made only after the User’s separate consent to recurring payments and the applicable billing terms.
To avoid a charge for a new direct billing period, the User must cancel the recurring subscription before 00:00 (midnight) at the beginning of the new billing period. A cancellation received after 00:00 at the beginning of the new period may apply to the following billing period, unless mandatory law provides otherwise.
We do not intentionally store full card numbers. We may store subscription status, plan, invoice data, payment confirmation, payment provider references and limited billing metadata as required to operate subscriptions, prevent fraud, handle disputes and comply with accounting and tax obligations.
14. Notifications and e-mail
The Service may send transactional e-mails, push notifications and in-app notifications related to account registration, authentication, invitations, work-order events, messages, reviews, subscription status, security alerts and support.
Marketing communications are sent only where the User has consented or where permitted by applicable law. Users may unsubscribe from marketing communications at any time. Transactional messages necessary for the Service may still be sent.
Where a clinic initiates a broadcast or outreach message to its patients through the Service, the clinic acts as controller and is responsible for the legal basis of that communication, including any patient consent required. Dental Portal SRL acts as processor/service provider for the technical delivery of such messages.
15. Cookies, local storage and similar technologies
The web version of the Service may use cookies, local storage and similar technologies for login sessions, security, language preferences, form state, performance, diagnostics and optional analytics. Strictly necessary technologies are required to provide the Service. Non-essential analytics or marketing technologies, if introduced, will be used only with consent where required by law.
Mobile applications may use secure local storage or platform-provided storage to keep authentication state, preferences and technical data necessary for the Service.
16. Recipients, processors and service providers
We disclose personal data only where necessary to provide the Service, comply with law, protect rights, process payments, maintain security, or where the User has consented. We do not sell personal data.
The following categories of recipients and processors may process data on our behalf or receive data as necessary:
- cloud hosting, database, storage and authentication providers, including Lovable Cloud and Supabase;
- transactional e-mail provider Resend;
- AI processing gateway and AI sub-processors used for transcription, structuring and translation;
- browser, mobile platform and push notification services used to deliver notifications;
- Apple, Google and other payment or subscription providers where subscriptions are purchased or managed;
- professional users authorised in the relevant organisation or work order, such as a selected dental laboratory or clinic;
- legal, accounting, security and professional advisers where necessary;
- public authorities where required by law or a valid lawful request.
17. International transfers
The Service is operated from the Republic of Moldova and uses cloud, AI, e-mail, push-notification, payment and other providers that may process personal data in countries outside the European Economic Area or the User’s country of residence.
Where applicable, international transfers are made on the basis of an adequacy decision, Standard Contractual Clauses, appropriate contractual safeguards, supplementary technical and organisational measures, explicit consent, necessity for contract performance, or another valid legal basis under applicable data-protection law.
18. Retention and deletion periods
We keep personal data only for as long as necessary for the purposes described in this Policy, unless a longer retention period is required or permitted by law. The following schedule describes the intended retention logic:
| Data category | Retention approach |
|---|---|
| Account data | Kept while the account is active and deleted or anonymised after account deletion, except where retention is required for legal, security, accounting or dispute-resolution purposes. |
| Work orders and structured order data | Kept until the work order is deleted by authorised users or until the organisation's retention settings require deletion, subject to legal retention and backup cycles. |
| Attachments, scans, STL files and photos | Kept with the relevant work order and deleted when the work order or attachment is deleted, subject to backup cycles and legal retention. |
| Voice dictation audio | Deleted after transcription and structuring are completed. The resulting text and structured order data may remain as part of the work order. |
| Voice messages in order chat | Kept as part of the order chat until the relevant message or work order is deleted, subject to backup cycles and legal retention. |
| Numeric patient code | Kept as part of the work order until deletion of the work order; the direct mapping to patient identity should remain outside the Service under clinic control. |
| Security and technical logs | Typically retained for a limited period necessary for security, fraud prevention, diagnostics and incident investigation, unless longer retention is required for legal claims or security events. |
| Payment, billing and subscription records | Kept for the period required by applicable accounting, tax, payment, consumer-protection and dispute-resolution rules. |
| Backups | Deleted or overwritten according to the relevant backup cycle. Data deleted from the active system may persist in encrypted backups for a limited period until backup rotation completes. |
| Aggregated or anonymised analytics | May be retained without a fixed period because it does not identify individual users. |
19. Security measures
We implement technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration and disclosure. These measures include, as appropriate:
- encryption in transit using TLS;
- access control and role-based permissions;
- least-privilege access to production systems;
- authentication and, where available, multi-factor protection for administrative access;
- security logging and monitoring;
- backup and recovery procedures;
- confidentiality obligations for personnel and processors;
- incident response procedures, including legally required notifications to authorities and affected data subjects where applicable.
20. Account and data deletion
Signed-in users can permanently delete their account at any time from My account → Delete account inside the app. The action is irreversible: after confirmation the user can no longer sign in, and personal data associated with the account is removed or anonymised.
To protect the other side of active work orders, self-service deletion is available only when all of the user’s work orders are in a terminal state (delivered or cancelled). Users can also request account deletion by e-mail to ceo@dentalportal.pro.
When an account deletion request is completed, we delete or anonymise account-related personal data unless retention is required for legal, security, accounting, fraud-prevention, contractual, payment or dispute-resolution purposes.
Deletion of a work order deletes the associated order chat, attachments and stored voice chat messages, subject to backup cycles and legal retention requirements. Voice dictation audio used only for transcription is deleted after transcription and is not retained as part of the work order.
Organisations such as clinics and laboratories may have separate retention obligations for professional records. Dental Portal SRL may need to follow the instructions of the relevant organisation where it acts as processor/service provider.
21. Rights of data subjects
Subject to applicable law, data subjects may have the right to access, rectify, erase, restrict, port or object to the processing of their personal data, withdraw consent where processing is based on consent, and lodge a complaint with a competent supervisory authority.
Requests may be sent to ceo@dentalportal.pro. We will respond without undue delay and within the time period required by applicable law. We may need to verify the requester’s identity before fulfilling a request.
Where a request concerns patient-related data controlled by a clinic or laboratory, we may redirect the request to that organisation or process it on that organisation’s documented instructions.
Complaints may be lodged with the competent supervisory authority. In the Republic of Moldova this is the National Center for Personal Data Protection (ANPDCP). Data subjects located in the European Economic Area may also lodge a complaint with the national data-protection authority of their country of residence.
22. Children
The Service is intended exclusively for professional users aged 18 or older. We do not knowingly allow children to create accounts or use the Service. If we learn that a child has provided personal data, we will take appropriate steps to delete it, unless retention is legally required.
23. User-generated content and order chat
The Service allows authorised users to create work orders, upload attachments, send messages and, where enabled, send voice messages in order chat. Users are responsible for ensuring that they do not upload unlawful, excessive, offensive, irrelevant or unnecessary personal data.
Order chat is intended only for professional communication related to the relevant dental work order. Authorised organisation administrators may have access to work-order records depending on role and permissions.
Peer professional reviews between clinics and laboratories are visible to authenticated Users. A report against a review automatically hides the review pending moderation by the platform administrator. Users may not post unlawful, defamatory, harassing or irrelevant content in reviews or order chat; violating content may be removed.
24. Data Safety and App Privacy transparency summary
For transparency and to support accurate app-store disclosures, the Service may involve the following data categories. The exact declarations in Apple App Store Connect and Google Play Console must be kept consistent with the actual app build, SDKs, permissions and enabled features.
| Store-facing category | Likely status for Dental Order |
|---|---|
| Contact information | Collected: name, e-mail, phone number and business contact details for account and communication purposes. |
| User content | Collected: work orders, comments, chat messages, files, scans, STL models, photos and voice chat messages where used. |
| Audio data / voice recordings | Collected ephemerally for dictation and deleted after transcription; voice messages in chat are stored until work-order/message deletion. |
| Health-related or patient-related data | May be processed in pseudonymised form through numeric patient code, dental scans and dental work-order content. Direct patient identity is not required in the standard workflow. |
| Files and documents | Collected where users upload scans, STL files or attachments. |
| Diagnostics and app activity | May be collected for logs, crash investigation, security and service improvement. |
| Device or other identifiers | May be collected where necessary for authentication, notifications, security, diagnostics or platform operation. |
| Financial/payment information | Processed by app-store platforms or payment providers; the Service stores subscription status, billing metadata and payment references, not full card numbers. |
| Tracking for advertising | Not used unless separately introduced and disclosed with required consent. |
- Personal data is encrypted in transit using TLS.
- Users can request account and data deletion by e-mail (in-app deletion planned before store publication).
- The Service does not use third-party advertising or cross-app tracking.
- Data collection is required to use the Service; the Service cannot function without an account.
25. Changes to this Policy
We may update this Privacy Policy from time to time. The updated version will be published in the Service, on the website or in the app-store listing as applicable. Where required by law, we will notify Users or request renewed consent before materially changing how we process personal data.
26. Contact
Dental Portal SRL — Dental Order
State Registration Number (IDNO): 1023600018278
Address: MD-2051, str. Alba-Iulia 21, office 1, municipality of Chisinau, Republic of Moldova
Privacy contact / representative: Igor Solodchii
E-mail: ceo@dentalportal.pro
Telephone: +373 67 885 356