Your data, clearly explained.

How recordings and notes move through ToothNotes, what our privacy policy covers, and where to get answers for your practice.

From appointment to patient record

  1. Capture

    Enter appointment details or record audio in ToothNotes.

  2. Process

    The service processes your input into a transcript or draft note.

  3. Review & copy

    Check and edit the draft, then copy the finished note into your PMS.

Where is my data processed?

Our privacy policy describes clinical hosting, storage and transcription as designed to run in AWS Australia, in the Sydney region. Some non-clinical providers, including analytics and communication services, may handle information overseas.

Hosting and overseas disclosures
How is access protected?

Our privacy policy describes protection measures that may include authentication, role-based access, encryption in transit and at rest, logging and network controls. ToothNotes needs to process your content to create a draft. Contact us for current configuration details for your practice’s security review.

Security measures
What happens to recordings and notes?

Retention varies by data type. The privacy policy describes raw-audio expiry after successful processing as a draft operational default, rather than a fixed deletion deadline. Account, billing and clinical records have different retention needs. Contact us about access, export or deletion requests.

Retention details
What should I check before recording?

Explain the recording workflow to your patient and follow your practice’s consent process. Review the recording notice before capturing consultation audio. Always check the draft for accuracy, including tooth numbers and missing details, before adding it to the patient record.

Recording notice
Can I choose whether analytics run?

Optional analytics depend on your consent choice. Our collection notice explains the analytics providers and optional masked session replay. Clinical audio and note content are not intended to be collected for website analytics.

Privacy collection notice

Have a question about your practice’s data?

Ask us about hosting, access or retention before getting started, or get help with an existing account.

support@toothnotes.app

This overview summarises our published policies. Read the full privacy policy and terms of service.