Privacy Policy

1. Who We Are

Denverse Ltd ("we", "us", "our") is the data controller responsible for your personal information. We are registered in England and Wales (Company No. 17146294) and operate the educational platform at dentalverse.app.

For privacy-related questions, contact our Data Protection contact: info@dentalverse.app

2. Information We Collect

Account information: Name (display name), email address, phone number, university, year of study, country, and date of birth provided during registration and onboarding.

Phone number: Your phone number is collected during onboarding for identity verification via SMS. Phone verification is mandatory to prevent spam and multi-account abuse. Each phone number can only be linked to one account. Your phone number is stored securely in our database and is not shared with any third party other than Twilio (our SMS verification provider).

Usage data (first-party analytics): Pages visited, features used (for example which procedures, drugs, teeth, or videos you open), searches you run, AI interactions, study progress, quiz attempts, and session duration. We record these usage events in our own database — we do not use a third-party analytics vendor. This includes a randomly generated session identifier and a limited number of page views collected before you log in; if you then create an account in the same browser session, those pre-login views may be associated with your new account so we can understand how people discover and start using the Platform. We also record brief technical error diagnostics (an error message and the page it occurred on, capped per session) to detect and fix problems, and a "last active" timestamp used to show whether you are currently online. Usage events are automatically deleted after 180 days. This data is used to personalise your learning experience and improve the Platform.

AI credit usage: For Pro subscribers, we track the computational cost of each AI interaction to calculate credit consumption against your monthly budget. This data includes the number of credits used per feature and is viewable in Settings → AI Usage. Credit tracking begins from the date your Pro subscription is activated and is calculated from your billing period start date. Free plan users do not have AI credit tracking.

User-generated content: Notes, timestamped video study notes, uploaded files (PDFs, documents), saved items, and messages you send through the Platform. Notes you write must not contain patient-identifying information (the Platform is not a clinical record system).

Video library usage: Your watch progress (how far through each video you have watched), completion status, last-watched timestamps, and timestamped notes are stored in our database linked to your account so that you can resume where you left off and access your notes across devices. This data is private to your account and is not shared with any other user or with the video creators.

Dose calculator inputs: Weight, age, ASA class, medical-condition flags, and any other values you enter into the educational dose calculators are processed in your browser session only. We do not store, log, or transmit calculator inputs to our servers. Inputs reset when you close or reload the calculator page.

Tomorrow's Clinic study records: If you use the clinic preparation tools, we store the study data you create: planned clinic days (dates, chosen procedures, optional tooth numbers, day notes), your completed-run study log (procedure names, dates, durations, step records you chose to enter such as measurements or materials, outcomes, plans for a next study session, and written reflections), case threads with app-generated case names, revision cards, readiness-quiz scores, and clinic streaks. This is your personal study log — it is private to other users, and the content of your written reflections and clinical descriptions is not surfaced in our content-review tools and is excluded from AI processing. As explained under "Internal staff access" below, authorised members of our own team may see high-level activity counts (such as how many clinic days you have planned) for support and product-improvement purposes, but not the text of your reflections.

Anonymous patient study profiles: The clinic tools let you record structured study factors (an app-generated label such as "Patient A", age, weight, ASA class, allergy and condition selections from the app's own fixed lists). By design there is no field for a name or any free-text identity — the database itself rejects anything outside the fixed structure. You must never attempt to record identifying details of a real person anywhere on the Platform (see our Terms). Because rare combinations of factors could in principle be indirectly identifying, we handle these profiles as personal data under UK GDPR: private to your account, encrypted in transit, row-level access controls, and deletable by you at any time. If you choose to use the AI study assistant during clinic preparation, the structured factors of the profile you attached (age, weight, ASA class, and allergy/condition names — never your free-text notes or reflections) are included in that request to our AI provider solely to ground the educational answer.

On-device run drafts: An in-progress Clinic Mode run is drafted to your own device's local storage so an interruption doesn't lose your work. Drafts never leave your device, expire automatically, and are cleared when the run is saved or discarded.

Reminder emails: When the clinic reminder service is active and you have a day planned, we use Resend to deliver a night-before email summarising your own planned day. You can ask us to turn reminders off for your account at any time via info@dentalverse.app. Resend receives your email address and the message content solely for delivery.

Payment information: Billing is handled entirely by Stripe. We receive only a payment confirmation token and the last 4 digits of your card. We never store full card details.

Technical data: IP address, browser type, device information, and cookies. See our Cookie Policy for details.

3. How We Use Your Information

• To provide, operate, and maintain the Platform and its features
• To process subscription payments and send billing receipts
• To personalise your study experience based on progress and usage patterns
• To send important service notifications (billing, policy updates, security alerts)
• To respond to support requests and enquiries
• To send you in-app messages and announcements from the Dentalverse Team (for example a welcome note, a support reply, or a product update), and to respond to messages you send us
• To improve Platform content and AI model performance (in anonymised, aggregated form)
• To comply with our legal obligations under UK and EU law

We do not sell your personal data to third parties. We do not use your data for advertising purposes.

4. Legal Basis for Processing (UK GDPR)

• Contract: Processing necessary to provide the service you subscribed to
• Legitimate interests: Improving our Platform, preventing fraud, and ensuring security
• Legal obligation: Retaining records as required by UK law (e.g. financial records for 7 years)
• Consent: For optional communications such as newsletters or marketing emails

5. Data Sharing and Third Parties

We share data only with trusted service providers necessary to operate the Platform:

• Supabase: Database and authentication infrastructure (EU-based servers)
• Stripe: Payment processing. Stripe's privacy policy applies to payment data
• Twilio: SMS verification for phone number validation during onboarding. Twilio receives your phone number solely to deliver a one-time verification code. See Twilio's Privacy Policy
• OpenAI (OpenAI, L.L.C., United States): Our third-party AI provider, which powers the AI study features — AI Chat, Teach Me, Quiz Me, and the clinic study assistant. When you use one of these features, the content you submit is sent to OpenAI to generate the response: what is sent is the text you type (your chat messages or prompts), any lecture text/notes you provide to Teach Me/Quiz Me, any image you choose to attach in AI Chat, and — only if you use the clinic study assistant — the structured, non-identifying study factors you selected (age, weight, ASA class, and allergy/condition names from the app's fixed lists; never your free-text notes or reflections). OpenAI processes this content under its API data-processing terms solely to return an educational response, provides contractual data-protection commitments equivalent to those in this policy, and does not use it to train its models. You are shown this and asked to consent before the AI Chat sends anything. Do not submit identifiable patient information. See OpenAI's Privacy Policy and its Data Processing Addendum
• Product analytics (first-party): We record usage events in our own database to understand how the Platform is used and improve it. This data never leaves our infrastructure and is not shared with any analytics vendor. See "Usage data" above for the full scope, including the limited pre-login page views and how long we keep this data
• Resend: Transactional email delivery (e.g. night-before clinic reminders). Resend receives your email address and the message content solely for delivery. See Resend's Privacy Policy
• Vercel: Platform hosting, deployment infrastructure, and anonymised analytics (page views and performance metrics)
• YouTube (Google LLC): The video library embeds YouTube videos via YouTube's privacy-enhanced iframe player (youtube-nocookie.com). No cookies are set and no data is transferred to YouTube until you actively initiate playback. Once you press play, YouTube may receive your IP address, the video ID, browser information, and — if you are signed in to a Google account in the same browser — identifiers linked to that account. Dentalverse does not transmit your account details to YouTube. Admin playlist imports use the YouTube Data API v3 server-side only (no user data is sent). See Google's Privacy Policy

All third-party providers are required to process data securely and only for specified purposes.

Internal staff access

Authorised members of our own team may access your account information, your usage activity, and the messages you exchange with us in order to provide support, keep the Platform secure, send you service or announcement messages, and improve the product. Our team can send you messages inside the Platform from the "Dentalverse Team" account — these appear in your Messages and you can reply to them, and our team can read those replies. This internal access is limited to authorised staff, is used only for the purposes described in this policy, and never involves selling your data or using it for third-party advertising.

6. Data Retention

We retain your account data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it by law (e.g. financial transaction records are retained for 7 years as required by UK law).

Usage/analytics events (the first-party usage data described in section 2) are automatically deleted after 180 days, whether or not your account is still active.

Your study log and clinic records (planned days, case threads, reflections, revision cards, anonymous study profiles) are kept for as long as your account exists so your portfolio remains available across your studies — you can delete any individual entry, or everything, at any time from within the Platform. They are deleted with your account. If an account remains inactive for 24 months after a subscription lapses, we may delete or irreversibly anonymise its study records after emailing you at least 30 days in advance.

7. Your Rights

Under UK GDPR, you have the right to:

• Access a copy of the personal data we hold about you
• Rectify inaccurate or incomplete data
• Erase your personal data ("right to be forgotten")
• Restrict processing of your data in certain circumstances
• Port your data to another service
• Object to processing based on legitimate interests
• Withdraw consent at any time for consent-based processing

To exercise any of these rights, contact info@dentalverse.app. We will respond within 30 days.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

8. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS), row-level security on our database, hashed passwords via Supabase Auth, and access controls. Despite these measures, no system is completely secure. Please use a strong, unique password and contact us immediately if you suspect a security breach.

9. International Transfers

Your data may be processed in countries outside the UK (including the United States, where some of our service providers are based). Where we transfer data internationally, we ensure adequate safeguards are in place as required by UK GDPR.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or a prominent notice on the Platform. The "Last updated" date at the top of this page reflects the most recent revision.

11. Contact