Privacy Policy

Last updated: September 2026

This is a working draft, not a final published policy. It describes how OralTree actually handles data today. Sections that need specific legal, regulatory or jurisdictional language are marked [pending legal review]. Some of those sections also include placeholder language in a dashed box, proposed as a starting point for counsel — that placeholder text has not been reviewed by a lawyer and must not be treated as final or relied upon.

1. Who this applies to

This policy covers information collected by OralTree, a practice-management platform used by dental practices and their staff. It applies to the practices and staff who use OralTree directly, and describes how patient information entered into the platform by those practices is handled.

2. Information we collect

Practice and organization details provided during setup (name, clinics, staff accounts).
Patient and clinical information your practice enters — appointments, clinical charts, treatment plans, and billing records.
Basic usage information needed to operate and secure the platform (sign-in activity, error logs).

OralTree does not independently collect patient information outside of what your practice enters into the platform.

3. How data is isolated and secured

This is architecture our platform actually enforces, not aspirational language:

Every organization's data is isolated at the database level — one practice cannot see another's records.
Access within a practice is controlled by role-based permissions your practice configures.
Sensitive actions on patient and clinical records are logged automatically to an audit trail.

This section describes our current architecture. It is not a certification against any specific regulatory standard [pending legal review].

4. Who can access data

Data entered into OralTree is accessible to your practice's own staff, according to the roles and permissions your practice sets. OralTree personnel access practice data only as needed to operate, secure, and support the platform.

5. Data retention and deletion

Specific retention periods and deletion procedures are [pending legal review].

Draft — pending legal review, not reviewed by counsel

Proposed approach: while your practice's account is active, we retain the patient, clinical, and billing data your practice enters for as long as the account remains active. If your practice's account is terminated, we propose retaining that data for a limited period afterward — a placeholder of 90 days — so your practice can export it, after which it would be deleted except where applicable law requires specific records to be kept longer (for example, minimum retention periods that can apply to clinical or financial records in India).

The exact retention period, any category-specific exceptions, and the deletion procedure itself are not finalized and require a decision from the business and sign-off from counsel before this can be published.

6. Your rights and requests

Requests regarding data access, correction, or deletion can be sent through our Contact page. The specific rights available and how they are honored are [pending legal review].

Draft — pending legal review, not reviewed by counsel

Under India's Digital Personal Data Protection Act (DPDP), 2023, patients whose data is processed through the platform generally have rights that can include access to their personal data, correction of inaccurate data, and erasure in certain circumstances, along with the right to have grievances addressed. Your practice is the Data Fiduciary responsible for the patient relationship, and OralTree acts as its Data Processor — so a patient request would typically go to your practice first, with OralTree providing the platform capability to fulfil it.

The exact request process, response timeline, and any limits on these rights (for example, where a clinical record must legally be retained despite an erasure request) are not finalized and require legal review.

7. Changes to this policy

We may update this policy as the platform and our practices evolve. Material changes will be reflected with an updated date at the top of this page.