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DentalKing dental clinic management software

Privacy Policy

1. Information We Collect

We collect information you provide directly, including your name, email address, clinic details, and patient data entered into DentalKing Software. We also collect usage data to improve our services.

2. How We Use Your Information

We use collected information to:

  • Provide and maintain the DentalKing Software service
  • Process transactions and send related communications
  • Respond to your inquiries and support requests
  • Improve and develop new features
  • Send you updates about our services (with your consent)

3. Our Role Under Data Protection Law

For patient records entered into DentalKing Software, the dental clinic is the data controller — it decides what patient data is collected and why. DentalKing (operated by Tescode I.T Services) acts as a data processor, storing and processing that data only on the clinic's behalf and instructions. Patients who wish to exercise rights over their records should contact their dental clinic directly; the software gives every clinic the tools to respond (see section 7). For data about clinic staff accounts and website visitors, DentalKing is the controller.

4. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit, encryption at rest for clinical notes and patient media, secure server infrastructure, and regular security audits. Access inside the software is governed by per-action role permissions, staff can protect their accounts with two-factor authentication and passkeys, and every action is recorded in a tamper-evident activity log.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Clinical and financial records may be preserved for legally required retention periods even after a patient identity has been anonymized. You may request deletion of your data at any time by contacting us.

6. Your Rights (Including GDPR)

Where the EU/UK General Data Protection Regulation (GDPR) or similar data-protection law applies to you, you have the right to:

  • Access — obtain a copy of the personal data held about you
  • Rectification — have inaccurate data corrected
  • Erasure ("right to be forgotten") — have your personal identifiers removed where no legal retention duty applies
  • Portability — receive your data in a structured, machine-readable format
  • Objection and restriction — object to or restrict certain processing
  • Complaint — lodge a complaint with your supervisory authority

Patients should direct requests to their dental clinic (the controller); we support clinics in answering them. For data DentalKing controls directly, contact us and we will respond without undue delay.

7. Privacy Tools Built Into the Software

DentalKing ships purpose-built tooling so clinics can honour data requests without engineering help:

  • Patient data export — a complete, human-readable export of everything held on a patient (personal details, medical histories, clinical records, billing, communications and feedback), available as a printable report, an Excel workbook or JSON for portability
  • Irreversible anonymization — permanently removes every direct identifier (name, contacts, addresses, date of birth, photo, next of kin) while clinical and financial records are preserved for legal retention, protected by a typed-confirmation safety gate
  • Audit trail — every export and anonymization is recorded with who performed it and when

8. Third-Party Services

We may use third-party services for payment processing, SMS delivery, and analytics. These services have their own privacy policies and we encourage you to review them.

9. Cookies

Our website uses two kinds of cookies. Essential cookies are required for the site to function and are always on. Optional cookies power analytics (Microsoft Clarity) and live chat (tawk.to), and how they start depends on where you are. Live chat is how you reach us, so it is on by default everywhere and can be switched off in one click in the cookie banner or via Cookie Preferences in the footer. For visitors in the EU/UK/EEA, analytics is stricter: before you decide it runs in a cookie-free mode (no cookies or persistent identifiers are stored), enabling Analytics allows analytics cookies, and rejecting analytics stops the analytics script entirely — rejecting is as easy as accepting. For visitors elsewhere, they are on by default and the banner lets you switch either off in one click. In both cases your choice is stored with a timestamp and you can change or withdraw it at any time via the Cookie Preferences link in the site footer, or control cookies through your browser settings.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes via email or through the Service.

11. Contact Us

For privacy-related questions or concerns, contact us at enquiry[at]dentalkingsoftware[dot]com.