Privacy Policy

Effective Date: 17 September 2025

Dentalflo AI Pty Ltd ("we", "our", "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website www.dentalfloai.com.au and our services.

We operate globally with headquarters in Australia and a registered entity in the United Kingdom. This Privacy Policy applies to all users, with specific rights outlined for Australian and UK clients.

1. Information We Collect

We may collect and process the following types of personal data:

Account Information: name, email address, phone number, practice details.
Payment Information: billing address and payment method (processed securely via third parties).
Usage Data: call recordings, transcriptions, CRM data, customer interactions.
Lead Data: if you connect Meta (Facebook, Instagram), we may collect lead form submissions (name, email, phone, responses).
Technical Data: IP address, browser type, device identifiers, operating system.

2. How We Use Your Information

We use your personal data to:

Provide and manage our services;
Process payments and subscriptions;
Improve and develop our AI-powered features;
Communicate with you about your account, updates, and support;
Comply with legal and regulatory obligations;
Protect against fraud, abuse, or misuse of our services.

3. Legal Basis for Processing

We process data under different legal bases depending on jurisdiction:

Australia: Compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
United Kingdom: Processing is based on the UK GDPR and Data Protection Act 2018, including contract performance, consent, legitimate interests, and legal obligations.

4. Data Sharing

We do not sell your personal data. We may share it with:

Trusted third-party service providers (payment processors, hosting platforms, CRM integrations);
Regulators, law enforcement, or government authorities where legally required;
Our GDPR representative for UK data protection matters.

5. International Data Transfers

Your data may be transferred outside your country of residence (including between Australia and the UK). We ensure appropriate safeguards, such as Standard Contractual Clauses and equivalent protections, to maintain compliance.

6. Data Retention

We retain personal data only as long as necessary for:

Service delivery and subscription management;
Legal, tax, and compliance purposes;
Analytics and improvement of services.

You may request deletion of your data at any time (see Section 8: Your Rights).

7. Security of Your Data

We implement technical and organisational safeguards to protect personal data against loss, misuse, unauthorised access, disclosure, or alteration.

8. Your Rights

For Australian Clients (APPs under Privacy Act 1988):

You have the right to:

Access the personal data we hold about you;
Request correction of inaccurate or outdated data;
Make a complaint to the Office of the Australian Information Commissioner (OAIC).

For UK Clients (UK GDPR / Data Protection Act 2018):

You have the right to:

Access your personal data;
Request rectification or deletion ("right to be forgotten");
Restrict or object to processing;
Request data portability;
Withdraw consent at any time (where processing is based on consent);
Lodge a complaint with the ICO (Information Commissioner's Office).

9. Cookies

We may use cookies and similar technologies to improve site functionality and user experience. You can manage cookies through your browser settings.

10. GDPR Representative (UK)

For UK data protection matters, you may contact our appointed GDPR Representative:

DataRep UK
📍 Contact details: www.datarep.uk

Dentalflo AI Ltd has formally appointed DataRep UK as its Data Protection Representative in accordance with the UK GDPR. View our Certificate of Appointment for Data Protection Representative

We are represented by DataRep UK

11. ICO Registration (UK)

Dentalflo AI Ltd is registered with the Information Commissioner's Office (ICO) under registration number ZB980408.You can verify this registration by visiting the https://ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our operations or legal obligations. Updates will be posted on this page with a revised "Effective Date."

13. Contact Us

Headquarters (Primary):

Dentalflo AI Pty Ltd
📧 hello@dentalfloai.com.au
📞 (07) 2113 1176
📍 Suite 312 - 34-36 Glenferrie Drive, Robina QLD 4226, Australia

UK Office (For UK Clients):

Dentalflo AI Ltd
📧 hello@dentalfloai.com
📞 +44 (0)20 1234 5678
📍 Suite 10, 15 Bishopsgate, London, EC2N 3AR, United Kingdom
🔗 GDPR Representative: DataRep UK
📑 ICO Registration No: ZB980408

Privacy Policy

Effective Date: 17 September 2025

1. Information We Collect

We may collect and process the following types of personal data:

Account Information: name, email address, phone number, practice details.
Payment Information: billing address and payment method (processed securely via third parties).
Usage Data: call recordings, transcriptions, CRM data, customer interactions.
Lead Data: if you connect Meta (Facebook, Instagram), we may collect lead form submissions (name, email, phone, responses).
Technical Data: IP address, browser type, device identifiers, operating system.

2. How We Use Your Information

We use your personal data to:

Provide and manage our services;
Process payments and subscriptions;
Improve and develop our AI-powered features;
Communicate with you about your account, updates, and support;
Comply with legal and regulatory obligations;
Protect against fraud, abuse, or misuse of our services.

3. Legal Basis for Processing

We process data under different legal bases depending on jurisdiction:

Australia: Compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
United Kingdom: Processing is based on the UK GDPR and Data Protection Act 2018, including contract performance, consent, legitimate interests, and legal obligations.

4. Data Sharing

We do not sell your personal data. We may share it with:

Trusted third-party service providers (payment processors, hosting platforms, CRM integrations);
Regulators, law enforcement, or government authorities where legally required;
Our GDPR representative for UK data protection matters.

5. International Data Transfers

6. Data Retention

We retain personal data only as long as necessary for:

Service delivery and subscription management;
Legal, tax, and compliance purposes;
Analytics and improvement of services.

You may request deletion of your data at any time (see Section 8: Your Rights).

7. Security of Your Data

We implement technical and organisational safeguards to protect personal data against loss, misuse, unauthorised access, disclosure, or alteration.

8. Your Rights

For Australian Clients (APPs under Privacy Act 1988):

You have the right to:

Access the personal data we hold about you;
Request correction of inaccurate or outdated data;
Make a complaint to the Office of the Australian Information Commissioner (OAIC).

For UK Clients (UK GDPR / Data Protection Act 2018):

You have the right to:

Access your personal data;
Request rectification or deletion ("right to be forgotten");
Restrict or object to processing;
Request data portability;
Withdraw consent at any time (where processing is based on consent);
Lodge a complaint with the ICO (Information Commissioner's Office).

9. Cookies

We may use cookies and similar technologies to improve site functionality and user experience. You can manage cookies through your browser settings.

10. GDPR Representative (UK)

For UK data protection matters, you may contact our appointed GDPR Representative:

DataRep UK
📍 Contact details: www.datarep.uk

Dentalflo AI Ltd has formally appointed DataRep UK as its Data Protection Representative in accordance with the UK GDPR. View our Certificate of Appointment for Data Protection Representative

We are represented by DataRep UK

11. ICO Registration (UK)

Dentalflo AI Ltd is registered with the Information Commissioner's Office (ICO) under registration number ZB980408.You can verify this registration by visiting the https://ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our operations or legal obligations. Updates will be posted on this page with a revised "Effective Date."

13. Contact Us

Headquarters (Primary):

Dentalflo AI Pty Ltd
📧 hello@dentalfloai.com.au
📞 (07) 2113 1176
📍 Suite 312 - 34-36 Glenferrie Drive, Robina QLD 4226, Australia