1. Who We Are
Toothnote (“we,” “us,” or “our”) is an AI-powered dental documentation tool available at gettoothnote.com. Toothnote is operated as an independent service. If you have questions, contact us at support@gettoothnote.com.
2. What Data We Collect
We collect only what is necessary to provide the service:
- Account data — your name, email address, and practice name when you sign up.
- Appointment recordings — audio files you upload or record within the app. These are stored temporarily to generate documentation and can be deleted by you at any time.
- Transcripts and AI-generated notes — text derived from your recordings, including SOAP notes, CDT codes, insurance narratives, and patient summaries.
- Billing data — payment details are handled entirely by Stripe. We never see or store your full card number.
- Usage data — basic analytics such as pages visited, to improve the product.
3. How We Use Your Data
- To provide, operate, and improve the Toothnote service.
- To generate AI-assisted dental documentation from your recordings.
- To send transactional emails (account confirmation, billing receipts, product updates).
- We do not sell your data to any third party.
- We do not use your recordings or notes to train AI models.
4. Third-Party Service Providers
We use trusted third-party services to operate Toothnote. These processors only receive the data necessary to perform their specific function:
SupabaseDatabase, authentication, and file storage (US-based, SOC 2 Type II)
DeepgramAudio transcription — your recording is sent for speech-to-text conversion
AnthropicAI note generation — transcript text is processed to generate clinical documentation
StripePayment processing — we never store card details
ResendTransactional email delivery
5. Patient Data & Anonymous Identifiers
Toothnote is designed to be used with anonymous patient identifiers only (e.g., “Patient A,” a case number, or initials). You should not enter a patient's full name, date of birth, or other directly identifying information into the app.
Toothnote does not directly collect data from patients. All data entered into the app is provided by the dental professional using the service.
6. Data Retention & Deletion
You are in full control of your data:
- You can delete any individual appointment (including its audio, transcript, and notes) at any time from within the app. Deletion is permanent and immediate.
- To delete your entire account and all associated data, email us at support@gettoothnote.com. We will complete the deletion within 30 days.
7. Your Rights (GDPR & CCPA)
Depending on where you live, you may have the right to:
- Access the personal data we hold about you.
- Correct inaccurate data.
- Request deletion of your data (“right to be forgotten”).
- Object to or restrict certain processing.
- Data portability — receive a copy of your data in a portable format.
To exercise any of these rights, contact us at support@gettoothnote.com.
8. Cookies
Toothnote uses only essential cookies required for authentication (session management). We do not use advertising cookies or third-party tracking cookies.
9. Security
We use industry-standard security measures including encrypted connections (HTTPS/TLS), role-based database access controls, and encrypted storage. No system is 100% secure, and we encourage you to use a strong password and keep your login credentials confidential.
10. Changes to This Policy
We may update this policy from time to time. When we do, we will update the effective date at the top of this page and, for material changes, notify you by email.