Privacy Collection Notice
This notice is the short-form statement ToothNotes provides at or before collection. It should be read together with the ToothNotes Privacy Policy.
1. Who is collecting this information
ToothNotes collects this information through its website and software platform. Privacy enquiries and requests can be sent to support@toothnotes.com.
2. Website and marketing collections
When you browse the ToothNotes website, contact sales, request a demo, join a waitlist, or sign up for marketing updates, we may collect your name, email address, practice details, referral source, and website usage information.
We collect this information to respond to enquiries, provide demos, understand website performance, send updates you request, and improve our marketing and product experience.
Optional analytics tools are only loaded after you make an analytics choice through the ToothNotes privacy notice. Marketing email signup is separate from account creation and should only be used where you choose to receive those updates.
This information is generally not required by law, but if you do not provide requested contact details we may not be able to respond to your enquiry, book a demo, or send the updates you requested.
3. Accounts and onboarding
When you create an account or use ToothNotes as part of a clinic or practice subscription, we collect account information such as your name, email address, login identifiers, role, and practice details.
We collect this information to create and secure your account, provide access to the service, customise onboarding, deliver support, and communicate about your subscription or service changes.
ToothNotes shows a short-form collection notice before redirecting you into the sign-in or signup flow so you can review the privacy materials first.
If you do not provide required account information, we may not be able to create or maintain your access.
This collection is generally not required by law. It is required to provide the ToothNotes service to you or your clinic.
4. Recording and consult audio
If you record or upload audio through ToothNotes, we may collect the recording itself, transcript output, generated note drafts, structured note content, timestamps, file metadata, and related job-processing data.
Audio and transcripts may include health information and patient speech. You must only use ToothNotes where you and your practice have lawful authority to collect and use that information, including any patient notice or consent required under applicable law or practice policy.
We collect and process this information to provide transcription, drafting, note management, template, and product support functions.
Before mobile recording starts or an upload job is created, ToothNotes requires a recording acknowledgement that captures the notice version, acknowledgement time, and the user tied to the session.
If required recording details or related content are not provided, the product may not be able to generate transcripts or draft notes.
5. Disclosure and overseas handling
ToothNotes is intended to use AWS infrastructure in Australia for core application hosting, storage, authentication, and transcription.
We may also use third-party providers for website analytics, product analytics, performance telemetry, internal notifications, email communications, and consent-gated marketing. Those providers may handle personal information outside Australia, including likely handling in the United States and European Union or European Economic Area. Details are summarised in our Privacy Policy.
6. Your choices and contact
You can ask for access to, or correction of, personal information we hold about you by contacting support@toothnotes.com.
Marketing messages from ToothNotes should include an unsubscribe option. You can also contact us if you have a privacy complaint or want a copy of our full Privacy Policy. Our Privacy Policy also explains how to make a complaint and how we handle access and correction requests.