Privacy Policy — OraDesk

OraDesk holds two kinds of personal data: the dentist’s own, and her patients’. They are not treated the same, and this policy says plainly which is which.

This policy is written against India’s Digital Personal Data Protection Act, 2023 (the “DPDP Act”). It describes what OraDesk actually does today, not what it might do later. Where the app does not do something, this policy says so rather than reserving the right.

1. Who we are

OraDesk is a proprietorship of Dr. Arti Kumari, BDS, at Bengaluru, Karnataka, India (Udyam UDYAM-KR-03-0786939). In this policy “we” and “OraDesk” mean that business. The full registered address is available on request.

Contact for anything in this policy: support@dentaldesk.co.in.

2. The two roles, and why it matters

Your data as a dentist. When you create an OraDesk account, we decide what is collected and why. For that data OraDesk is the Data Fiduciary, and you are the Data Principal.

Your patients’ data. Patient records exist because you entered them. You decide what goes in, what it is used for and how long it is kept. For patient data the clinic is the Data Fiduciary and OraDesk acts on the clinic’s instructions as a processor. We do not decide the purpose of patient records, we do not use them for our own ends, and we do not contact your patients.

One practical consequence: if a patient asks OraDesk directly for a copy of their record or for it to be erased, we will direct them to their clinic, because the record is the clinic’s to answer for. We will help the clinic do it.

3. What we collect

From you, the dentist

Your name and email address, used to create the account and to send the one-time code you sign in with.
Your dental registration number and council details, because a prescription has to carry them.
Your clinic’s name, address and phone number, as they appear on your letterhead and invoices.
Your signing PIN, stored only as a one-way hash. We cannot read it or recover it, and nobody at OraDesk can sign anything as you.
Which version of the Terms you accepted, and when — kept as proof of what you agreed to.

Patient records you enter

Patient name, age, sex and contact details.
Clinical findings, FDI dental charting, treatment notes and history.
Prescriptions issued, and the medicines on them.
Appointments, invoices and payments.
Files you attach to a record.

Health data is sensitive. We treat every patient record as confidential and never look inside one except where you ask us to for support, and then only with your say-so and only as far as needed.

Technical data

Server logs of requests to the app’s API, including IP address and timestamp, kept briefly for security and fault-finding.
Nothing else. There is no analytics SDK, no advertising SDK and no crash-reporting service in the app or on the server.

4. This website

This website sets no cookies at all — not analytics cookies, not advertising cookies, not “essential” ones. It loads no fonts, scripts or images from anyone else’s servers, so no third party learns that you visited. There is no consent banner because there is nothing to consent to.

5. Why we use it, and on what basis

To run your account — signing you in, keeping your clinic details, and letting you use the app you subscribed to. This is performance of the service you asked for, with your consent given at sign-up.
To store and sync patient records — on your instructions as the clinic.
To keep the service safe and working — backups, fault-finding and preventing misuse.
To meet legal obligations — for example keeping invoice records for the period tax law requires.

We do not use anyone’s data for advertising, we do not sell or rent it, we do not share it with data brokers, and we do not use patient records to train any machine-learning or AI system.

6. WhatsApp reminders

Appointment reminders are not sent by us. When you tap to remind a patient, OraDesk shows you the exact message, and on your confirmation opens WhatsApp on your own phone with that message ready to send. The message goes from your WhatsApp account, under WhatsApp’s own privacy terms.

So your patients’ phone numbers are never handed to a messaging provider by OraDesk, and no reminder is ever sent without you seeing it first. OraDesk does not use the WhatsApp Business API and sends nothing automatically.

7. Where your data is kept

Being straightforward about this, because it is the question a careful dentist should ask:

The database and the app’s API run on a private server rented from Contabo GmbH, in a data centre at Lauterbourg, France. The database is not reachable from the internet at all; only the app’s API can talk to it.
A copy of each patient record also lives on your own phone, so the app works without a signal. Uninstalling the app removes that copy.
Nightly backups are sealed with encryption before they leave the server, and copies are kept in Google Drive. The key that opens them is held offline by Dr. Arti Kumari and is not on the server and not with Google — so the backup provider stores bytes it cannot read.

This means personal data is transferred outside India. Section 16 of the DPDP Act permits transfer to countries other than those the Central Government restricts; France is not currently restricted. If that changes, or if you would rather your clinic’s data sat in India, write to us — it affects where we host and we would want to know.

Who else can touch it

Contabo GmbH: Hosting (server in France)
Brevo: Delivers sign-in codes and account emails (your email address only)
Google Drive: Stores encrypted backups it cannot decrypt

That is the whole list. Each is used for the one job named, and none of them is permitted to use your data for their own purposes.

8. How it is protected

Everything between the app and the server travels over HTTPS, and the app pins the server’s certificate — it refuses to talk to an impostor even on a hostile network.
Sign-in is by a one-time code to your email. There is no password to leak or reuse.
The signing PIN is stored hashed, never in plain text.
The database has no public port. Administrative access to the server is by cryptographic key only; password logins are switched off.
Backups are verified after they are taken, and are restorable — tested, not assumed.

No system is perfectly secure, and we will not pretend otherwise. If a breach affects your data we will notify you and the Data Protection Board of India as the DPDP Act requires.

9. How long it is kept, and deletion

While your account is open, your records are kept so you can use them. Patient records are kept until you delete them, because how long a clinic must keep a clinical record is the clinic’s call, not ours.
When you delete your account, the account and its records are erased from the live database. You can do this yourself at any time: delete your account. It asks for a code sent to your email, so nobody else can do it to you.
Backups are kept for 30 days and then destroyed. For up to that long after deletion, your data still exists inside sealed backup files. We do not reach into a backup to re-delete a record, because doing so would break the seal that makes backups trustworthy — we let the 30 days expire instead.
Invoice and tax records may be kept longer where law requires.

10. Your rights

Under the DPDP Act, as a Data Principal you may:

Ask what we hold about you and how it has been used and shared.
Have it corrected if it is wrong, incomplete or out of date.
Have it erased, unless we are required by law to keep it.
Nominate someone to exercise these rights for you if you die or become incapable of doing so yourself.
Raise a grievance with us, and if we do not resolve it, with the Data Protection Board of India.

To use any of these, write to support@dentaldesk.co.in from the email address on your account. We aim to answer within 7 days and will not take more than 30. There is no charge.

Patients: please ask the clinic that treated you. They hold the record and can act on it immediately; we can only act on their instruction. See section 2.

Grievance contact

Name: Dr. Arti Kumari
For: OraDesk (proprietorship)
Email: support@dentaldesk.co.in
Place: Bengaluru, Karnataka, India

11. Children

OraDesk is for registered dental practitioners, and an account may not be opened by anyone under 18.

Patients, of course, are often children. Where a clinic records a child’s data in OraDesk, the DPDP Act requires verifiable consent from a parent or guardian, and obtaining it is the clinic’s duty as the Data Fiduciary. We never use a child’s data for tracking, advertising or profiling — we do none of those for anyone.

12. Changes to this policy

If this policy changes in a way that matters, we will email the address on your account before the change takes effect, and the date at the top of this page will change. Earlier versions are available on request.

13. Related documents

Terms of Use — the agreement itself, with every past version kept readable.
Delete your account — erase your account and its records.
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