Privacy Policy – OrthoDent AIssistant

Last Updated: August 20, 2025

1. Introduction

Welcome to OrthoDent AIssistant ("we", "our", "us"), developed and managed by URAV Advanced Learning Systems Private Limited, located in Kochi, Kerala, India. This Privacy Policy explains what minimal data we collect, how it’s handled, and how it aligns with international privacy standards including GDPR, HIPAA, COPPA, CCPA/CPRA, PIPL, PDPA, LGPD, DPDP, POPIA, APPs, and others.

Certification & Training:
OrthoDent AIssistant is officially certified by the Academy of Fixed Orthodontics (AFO). Our AI-assisted diagnostic and treatment planning capabilities are grounded in AFO course materials. Dentists interested in attending AFO courses may directly contact:

• Website: https://orthodonticsforgp.com/

• Email: info@orthodonticsforgp.com

2. Information We Collect — Dentist Users

We do not process any personal data about dentists except to record a single indicator: whether the dentist has attended AFO training or not. No additional details—such as identity, contact info, or credentials—are collected or stored.

3. Patient‑Related Data — Consent Requirement

OrthoDent AIssistant itself does not process patient photographs, case notes, diagnostic materials, or any other patient-specific data. It is the dentist’s sole responsibility to ensure they have explicit patient consent before submitting any such materials through the app. Specifically, the dentist must confirm:

1. The patient has been informed their case will be reviewed by AI.

2. The patient has granted permission for their images/materials—potentially anonymized—to be used, including for improving third-party AI systems.

Without these two explicit consents, no patient data should be submitted to or processed via the app.

4. Third‑Party AI API Handling & Data Retention

While OrthoDent AIssistant does not collect or store patient or dentist data ourselves, our AI functionality relies on an external third-party API with the following provisions:

• The provider temporarily stores submitted data for up to 30 days, after which it is automatically deleted.

• The provider explicitly assures that the data is not used for AI training or any secondary purposes.

• Any user data that resides (temporarily) on our own servers can be deleted upon request by contacting us at:
  https://uralstech.in/account-and-data-delection

5. Business Associate Agreements (BAA) & DPAs Clarified

Under HIPAA and GDPR, a Business Associate Agreement (BAA) or Data Processing Agreement (DPA) is typically required when a provider stores or processes protected health information. However:

• Because the third-party API only transiently stores data (for a maximum of 30 days) and does not use the data for training or other purposes, it does not require a BAA or DPA.

• We still rely on formal documentation from the provider confirming these stipulations for compliance transparency and record-keeping.

6. Legal Compliance & Privacy Principles

Our approach aligns with key global privacy frameworks:

• Data Minimisation: Collecting and processing only what is strictly necessary.

• Explicit Consent: Required from patients before any AI processing of their data.

• Transparency: Users clearly understand how data flows, who processes it, and for what purposes.

• Security: We advocate for and practice encrypted, secure processing when third-party systems are involved.

7. Data Retention

• Dentist data: Only AFO attendance status is retained, and only as long as needed for certification tracking or legal obligations.

• Patient data: Not retained by us under any circumstances. Any temporary retention is managed by the third-party AI provider.

8. Security & Vendor Oversight

While OrthoDent does not process sensitive data directly, third-party systems used for AI may. We require those vendors to maintain robust safeguards such as:

• Encryption of stored and transmitted data

• Secure infrastructure, audit logging, and risk assessments

• Written assurances about limited data retention and non-use for training

9. Rights of Individuals

• Patients: Any requests (e.g., access, deletion) must be directed to the third-party AI provider handling their data.

• Dentists: May contact us regarding their AFO training data or request deletions via our endpoint.

10. Children & Minors

OrthoDent AIssistant is not designed for use with minors. If a case involves a minor under applicable age thresholds, valid parental or guardian consent must be obtained prior to submission.

11. Changes to This Policy

We may update this Privacy Policy over time. Users will be informed of substantive changes through in-app notifications and/or email. The updated “Last Updated” date will reflect any revisions.

12. Contact & Complaints

For any queries or data-related requests regarding dentist data (AFO completion indicator), please contact us at:
Email: info@uralstech.in

Patients must address data concerns directly with the AI provider that processed their data.

13. Disclaimer

OrthoDent AIssistant is an AI support tool for qualified dental professionals. It does not replace clinical judgment. AI outputs should be reviewed and applied in accordance with professional standards. We disclaim liability for any misuse or inaccuracies.