Privacy Policy

1. Overview & Scope

This Privacy Policy explains how DentAssist Academic (the “Service” or “Platform”) collects, uses, stores, and protects information used in academic dental clinics. It applies to the DentAssist Academic mobile application, its web version, cloud synchronization services, and related notifications.

The Service is intended for authorized deans, academic supervisors, teaching assistants, and dental students. The participating educational or healthcare institution remains the data controller responsible for granting access, assigning user roles, and determining which academic and clinical training records may be entered.

2. Information We Collect

Depending on the user's assigned role and the features utilized, DentAssist Academic processes:

• Account and Identity Information: Full name, unique access code, academic role (Dean, Supervisor, Assistant, Student), institutional affiliation, phone number or email (where provided), and security authentication identifiers.
• Academic and Educational Information: Academic year, semester or term, assigned student group, curriculum, clinical specialty requirements, requirement completion progress, academic promotions, attendance, and evaluation logs.
• Clinical Training Records: Clinic names, sessions, procedure types, educational clinical notes, supervisor approvals or rejections, and instructional feedback entered for training assessment.
• Files and Media: Images, radiographs, documents, or voice notes uploaded by authorized users strictly as educational training evidence.
• Communications: Institutional announcements, alerts, notices, delivery status, and individual administrative updates (such as student group transfers).
• Technical Diagnostics: Device type, operating system version, app build version, synchronization logs, diagnostic crash reports, and security audit data needed to operate and protect the Service.

We do not sell personal or health data, and we do not use academic or clinical records for commercial advertising.

3. Purposes of Processing

Information is processed strictly for academic dental clinic workflows and educational administration, including:

• Authenticating users and enforcing strict role-based access permissions.
• Organizing academic years, terms, student groups, clinic timetables, and clinical chairs.
• Recording clinical procedure progress, verifying competencies, and maintaining academic continuity.
• Enabling real-time supervisory oversight, procedure approvals, and structured grading.
• Delivering timely notifications regarding schedules, group reassignments, requirements, and announcements.
• Synchronizing records securely across authorized devices and cloud storage.
• Generating authorized educational reports, preventing abuse, diagnosing technical errors, and safeguarding system security.

4. Device Permissions

The DentAssist Academic application requests permissions only when required by specific educational features:

• Camera and Storage/Files: Required for scanning access codes and capturing or attaching approved photographic training evidence.
• Microphone: Used only if the user chooses to record optional clinical voice notes or feedback.
• Notifications and Alarms: Used to deliver critical clinical schedules, group updates, and academic reminders.
• Biometrics: Used strictly on supported devices for optional local screen unlocking. Biometric data remains on the device and is never transmitted.
• Network Access: Required for secure cloud authentication, data synchronization, and system updates.

Users may manage or revoke optional permissions at any time in their device settings. Refusing a permission may disable the specific associated feature but will not delete stored records.

5. Role-Based Access & Sharing

Access to data is strictly segregated according to institutional roles and relationships configured by the educational institution:

• Deans and Administrators: Manage their academic clinic settings, curricula, cohorts, and authorized personnel.
• Supervisors: Access their assigned student roster, evaluate procedures, and record grades.
• Teaching Assistants: Oversee assigned clinic sessions, monitor attendance, and verify prerequisite readiness.
• Students: Access their personal schedule, assigned requirements, submission progress, and received feedback.

Authorized data is processed by trusted infrastructure providers supporting the Service, including Google Firebase and Google Cloud (for Authentication, Cloud Firestore, Cloud Storage, Firebase Cloud Messaging, Cloud Functions, and Crashlytics). These providers process data under strict data protection terms and security safeguards.

We may disclose limited information when required by applicable law, court order, to protect user safety, or upon authorized direction from the governing institution.

6. Health Data & Medical Scope

When entering patient information for clinical training purposes, educational institutions and users must minimize identifiable patient data, obtain required consents, observe strict confidentiality obligations, and comply with all applicable health privacy regulations and professional standards.

7. Data Security

We apply robust technical and organizational security safeguards, including encrypted transport (TLS/SSL), Firebase authentication, server-side authorization checks, role-based cloud access rules, rate limiting, and automated operational backups.

Where security passwords or access codes are utilized, credentials are cryptographically protected. Users are responsible for safeguarding their access codes, passwords, and devices, and must promptly report any suspected unauthorized access to their dean or support team.

8. Retention & Academic Archives

Active records are retained while the account or institution actively utilizes the Service. Upon accepted deletion request, personal account data is typically removed within 30 days. Limited records may be retained longer where required by institutional governance, healthcare records regulations, academic accreditation, or statutory legal obligations.

9. User Rights & Deletion

Subject to applicable regulations and institutional policies, users may request access, correction, export, restriction, or deletion of their personal information:

• In-App Deletion: Primary institutional accounts (Deans) can initiate authenticated account deletion directly within application settings (Settings → Account → Delete Account).
• Institution-Managed Users: Students, assistants, and supervisors should submit deletion or modification requests to their dean or institutional administrator.
• Public Portal: Requests can also be submitted through our public deletion portal or by email to our privacy team. Identity and authority are verified before processing.

10. Students & Minors

DentAssist Academic is designed for university-level dental institutions and authorized clinic staff. It is not directed to children as general consumers. If a minor participates in an educational program, the participating institution is solely responsible for establishing the lawful basis, providing necessary notices, and securing parental or guardian consent where required.

11. Contact & Updates

For inquiries or requests concerning this Privacy Policy, please contact our support team or your academic institution:

We may update this policy when our services or regulatory requirements change. Revision dates will always be clearly reflected at the top of this page.