Privacy Policy

Important: This policy describes the product’s intended information practices. Each clinic must complete its own privacy and legal review before using Avora with personal health information.

1. Scope and roles

This policy applies to Avora websites, subscriptions, clinic workspaces and support. A dental practice generally remains the health information custodian responsible for patient records. Avora acts as an authorized service provider or agent only for the purposes documented by the clinic and does not acquire independent rights to use patient information.

2. Information we collect

• Clinic and business information, such as office name, address, telephone, email, staff contacts and system connection status.
• Account, subscription, consent and security information.
• Workflow information supplied by an authorized clinic, which may include patient identifiers, appointment, insurance, call, transcript or clinical-draft information.
• Technical and audit information needed to secure, operate and troubleshoot the service.
• Newsletter contact information only when a person expressly subscribes.

3. Purposes

We use information to provide clinic workflows, connect authorized systems, transcribe and structure authorized recordings, prepare staff-review drafts, process subscriptions, support users, secure the service, meet legal obligations and send newsletters where separate consent exists. We do not sell patient or clinic information.

4. Patient information and model use

Patient information is processed only to deliver the clinic-requested service. It is not used to train public or shared models by default. Office-wide learning must exclude patient information unless the clinic has documented a lawful purpose and configured an approved workflow.

5. Consent and authority

The clinic is responsible for deciding when patient consent, recording notice or another legal authority is required. Users must not record calls or encounters until the clinic’s approved notice and consent procedure has been followed. When a clinic enables automatic conversation listening, the authorized browser keeps the microphone armed and performs local sound-level detection. Audio capture begins only after sustained speech is detected, remains visibly indicated, and stops after the clinic’s configured continuous-silence period.

6. Service providers and transfers

Avora may use hosting, payment, communications, transcription, language-model, dental-integration and email providers strictly to deliver configured functions. The exact providers depend on the clinic’s selected connections. Clinics should review data location, retention and contractual terms before enabling a provider.

7. Safeguards

Controls include encrypted transmission, encrypted tenant records, tenant separation, restricted server-side credentials, approval gates, audit records and limited collection. No system is risk-free. Clinics must use individual accounts, strong authentication, least-privilege access and secure devices.

8. Retention and deletion

We retain clinic configuration and workflow records only as needed for the service, contractual requirements, security and applicable law. Clinics may request export, correction or deletion. Some records may be retained where legally required, to document consent, resolve disputes or preserve security evidence.

9. Access and correction

Authorized clinic contacts may request access to or correction of their clinic information. Patient requests concerning a dental record should normally be directed to the dental practice, which remains responsible for responding under applicable health-information law.

10. Newsletter and commercial messages

Newsletter consent is separate and optional. We record the consent source, time and policy version. Every marketing newsletter must identify Avora and include a working unsubscribe method. Operational messages necessary to provide the service are handled separately.

11. Incidents and complaints

Suspected privacy or security incidents should be reported promptly. We will investigate, preserve relevant evidence and coordinate required notification with affected clinics. Privacy questions, access requests and complaints may be sent to support@dentalofficeai.ca.

12. Changes

Material changes will be dated and presented for renewed acceptance where appropriate. Continued use does not replace consent where law requires an affirmative choice.