1. Who we are
OdenteQ ("we", "us") makes cloud software for dental clinics. This policy covers:
- the website odenteq.com and its Arabic version,
- the OdenteQ software at app.odenteq.com,
- clinic websites we host on odenteq.com addresses or on a clinic’s own domain,
- messages you send us by e-mail, phone, messaging apps (such as WhatsApp) or social media.
Contact for anything about privacy: hello@odenteq.com.
2. Two roles: for clinics, and for us
Patient records belong to the clinic. When a dental clinic uses OdenteQ, the clinic decides what it records about its patients and staff. The clinic is responsible for that data (the "controller"). We store and process it only on the clinic’s instructions, to provide the software (we are the "processor"). If you are a patient, please contact your clinic first about your records. We will help the clinic answer you.
Our own data. For people who visit odenteq.com, ask for a demo, contact us, or sign up a clinic, we are responsible for the data.
3. What we collect
| Who | What | Why |
|---|---|---|
| Visitors who book a demo | Name, clinic name, phone or WhatsApp number, e-mail (optional), city, number of chairs, your message, the page and language you used | To contact you about OdenteQ and arrange a demo |
| People who contact us (e-mail, phone, messaging apps, social media) | Your name or profile name, phone number or account ID, and what you write to us | To answer you |
| Clinic owners and staff using the software | Name, e-mail, phone, role, staff code, sign-in records, and what you do in the software (activity log) | To give you an account, keep the clinic secure, and show the clinic who changed what |
| Patients of clinics (stored for the clinic) | What the clinic records: name, phone, date of birth, gender, medical history and signature, allergies, dental chart, treatments, notes, X-rays, photos and scans, prescriptions, appointments, payments and balances | To provide the software to the clinic |
| Patients who book on a clinic website | Name, mobile, e-mail (if the clinic asks), note, chosen visit, doctor and time, language | To create the booking at the clinic and let you check or cancel it |
| Clinic staff using the AI assistant (optional add-on) | The spoken or typed request, its text transcript, the reply and the actions it prepared | To carry out the request, count usage and improve accuracy. Voice recordings are turned into text and are not stored |
Cookies and similar technologies. odenteq.com does not use advertising or tracking cookies. The software uses only what it needs to work: keeping you signed in and remembering settings such as language, stored in your browser. A clinic may choose to add Google Analytics to its own clinic website; that clinic is then responsible for it.
4. Messaging apps, social media and connected services
You can contact us, and clinics can contact their patients, through messaging apps and social media (for example WhatsApp). OdenteQ may also connect to these platforms through their official business tools, for example to send appointment confirmations, reminders and booking updates for a clinic. OdenteQ does not offer sign-in with social media accounts and does not read your contacts, posts, photos or other profile data.
What we receive. Your phone number, your profile name and account ID on that platform, the messages, files and images you send, and the message status (sent, delivered, read). The platform may also send technical data about the message.
What we use it for. Only to answer you, to send the messages you or the clinic asked for, to show the clinic that a patient confirmed or cancelled, and to keep the service secure.
Our commitments for data we receive from any platform we connect to:
- We do not sell, license or buy it, and we do not give it to data brokers, advertising networks or any party except the service providers in section 6 who process it only for us.
- We do not use it for advertising, profiling or to build user profiles for others.
- We do not use it to make decisions about eligibility for housing, employment, insurance, credit or any similar benefit, or for surveillance, or to discriminate against anyone.
- We do not try to re-identify people or link it with other data, except to put a message into the right clinic and patient file, which is what you asked for.
- We keep it only as long as needed for these purposes, and delete it when it is no longer needed, when you ask us (see our data deletion page), or when the platform that provided it asks us.
- We protect it with the security measures in section 8, and we tell the platform and the people affected without undue delay if a security incident affects it.
- We cooperate with reasonable checks by the platform that we follow these rules.
Messages from clinics. A clinic sends messages only to patients who gave their phone number to the clinic and agreed to receive messages about their care. You can stop them at any time by replying STOP or by telling the clinic. We record your choice and the clinic will not send you further non-essential messages.
5. How we use data
- To provide, secure and support the software and the clinic websites.
- To answer messages and demo requests.
- To send service e-mails: sign-in, password, trial and payment reminders, important changes.
- To fix problems and improve the product, using usage figures and error logs.
- To meet legal obligations, for example tax and accounting records for our invoices.
We do not sell personal data. We do not use patient data for advertising. We do not use clinics’ patient data to train AI models.
Legal bases. We process personal data because it is needed to provide the service you or your clinic signed up for, because you asked us to contact you or gave your consent (which you can withdraw at any time), because the law requires it, or for our legitimate interest in keeping OdenteQ secure and working well. Health data is processed only for the clinic's care of its patients, on the clinic's instructions.
No automated decisions. OdenteQ does not make decisions about people by automated means that have legal or similarly significant effects. The AI assistant only prepares suggestions; a staff member reviews and confirms every action.
6. Who we share data with
Only service providers that help us run OdenteQ, under contracts that require them to protect the data and use it only for us:
| Provider | What for |
|---|---|
| Supabase | Database, sign-in and file storage |
| Cloudflare | Website hosting, security, e-mail routing and, for the AI assistant, speech to text and AI processing |
| Resend | Sending service e-mails |
| An AI model provider chosen for the AI assistant (for example Cloudflare, Anthropic, OpenAI or Google) | Understanding staff requests. Only used when a clinic turns the assistant on |
| Messaging and social media platforms (for example WhatsApp) | Only when you message us there, or when a clinic sends messages through them |
| Maps shown on clinic websites, and Google Analytics if a clinic adds it to its own site |
We may also share data when the law requires it, to protect people’s safety, or if OdenteQ is sold or merged (the new owner must keep this policy).
7. Where data is stored
Our providers run servers in several countries, so your data may be stored or processed outside Egypt or your own country. We choose providers with strong security and we protect transfers as required by law, including Egypt’s Personal Data Protection Law No. 151 of 2020.
8. How we protect data
- Each clinic’s data is separated at the database level. Staff of one clinic can never reach another clinic’s data.
- Data is encrypted in transit (HTTPS) and at rest.
- Every person has their own login. Access inside a clinic is by role, and changes are recorded in an activity log.
- Only a small number of OdenteQ staff can access clinic data, and only to provide support or fix a problem.
No system is perfectly secure. If a breach affects your data, we will inform the clinic and, where the law requires, you and the authorities.
9. How long we keep data
- Demo requests and messages: up to 24 months after our last contact, unless you become a customer or ask us to delete them sooner.
- Clinic data: while the clinic’s subscription is active. When a clinic leaves, it can export its data. We delete it within 90 days after the account closes, unless the clinic asks for earlier deletion or the law requires us to keep part of it.
- AI assistant logs: up to 12 months.
- Backups: deleted data leaves our backups as they expire in the normal backup cycle.
- Invoices and accounting records: as long as tax law requires.
10. Your rights
You can ask us to:
- tell you what personal data we hold about you and give you a copy,
- correct it,
- delete it (see our data deletion page),
- stop using it for a purpose, or withdraw your consent,
- send you our e-mails no more (every e-mail has a reply address).
E-mail hello@odenteq.com from the address or phone number we know you by. We answer within 30 days. If your data is held for a clinic (for example you are a patient), we pass your request to the clinic and help them answer. You can also complain to the data protection authority in your country (in Egypt, the Personal Data Protection Center).
11. Children
OdenteQ is for clinics, not for children. Clinics may record children’s data as patients, with the consent of a parent or guardian, as part of their care.
12. Changes
We may update this policy. We will change the date at the top and, for important changes, tell clinic owners by e-mail before they apply.
