Privacy Policy

Last updated: 26 April 2026

1. General Provisions

This Privacy Policy governs the rules for the collection, processing, storage, and protection of the personal data of the users of the GateDent platform. By using the platform, you accept this policy.

GateDent is a cloud-based management system for dental practices. The system processes both the practice's operational data (registration, subscription) and patient data.

2. Collected Data

2.1. Practice registration data

• First name, last name, email address, phone number
• Practice name, address, and contact details

2.2. Usage data

• System login history and IP addresses
• Browser type and device information
• Platform usage statistics

2.3. Patient data (entered by the practice)

The practice may enter the following data of its patients into the system:

• Personal data (first name, last name, date of birth, personal ID (FIN))
• Contact details (phone, address)
• Medical history (anamnesis, allergies, treatment notes)
• Dental chart (odontogram), X-ray images
• Financial transactions (payment history)

For this data, the practice acts as the controller, while GateDent acts solely as the processor.

3. Special Status of Patient Data

Patient data is considered health data and is stored under a special protection regime:

• Each practice's patient data is kept fully isolated - one practice cannot see another practice's patients
• In the system, each user can access only the data of their own practice
• The GateDent team does not access patient data - only during technical support and with the explicit permission of the practice

4. Purposes of Data Use

The collected data is used only for the following purposes:

• Providing and managing the service
• Providing technical support
• Improving the platform
• Detecting security threats
• Complying with legal requirements
• Managing subscription and payment operations
• Notifying the administration about system events (e.g., new inquiries, support messages)

5. Data Sharing

We do not share user data with third parties. Exceptions:

• Payment transactions: Trusted payment service providers (only the minimum data necessary for payment)
• SMS notifications: To send SMS to the patient (only name and phone number)

Patient data is under no circumstances provided to third parties for marketing purposes.

6. Data Protection

We protect data in accordance with international security standards:

• Encrypted data storage and transmission
• Regular security audits
• Role-based access control (only authorized users can access the relevant data)
• Automatic backup system
• Automatic detection of suspicious activity

7. Audit Log (Activity Tracking)

Each user can view all important operations performed on their account in the audit log:

• System login and logout times
• Patient registration, modification, and deletion operations
• Financial transactions
• Settings changes

Each practice sees only its own audit log - another practice's activity remains hidden. This allows the practice to transparently monitor its own internal activity.

8. Cookies

The platform uses cookies to ensure functionality:

• Necessary cookies - for session and authentication (cannot be disabled)
• Analytics cookies - for analyzing site traffic and user behavior (can be disabled)

9. User Rights

You have the following rights:

• Right of access - to learn what data is stored about you
• Right to rectification - to request the correction of inaccurate or incomplete data
• Right to erasure - to request the deletion of data (except in cases required by law)

To exercise these rights, write to [email protected] or contact us through the "Contact" section in the system.

10. Data Retention Period

• Active account: data is retained for as long as the account is in use
• Account cancellation: data is retained for 30 days for recovery
• After 30 days: data is permanently deleted
• In cases required by law, certain data may be retained for a longer period

11. System Notifications

The GateDent administration is immediately notified of system events (new inquiries, support messages from practices, security alerts). This is necessary to ensure quality service and is used only within the system.

12. Changes to the Policy

We reserve the right to update this Privacy Policy at any time. Users will be informed of changes via email or in-platform notification. For significant changes, notice will be sent at least 15 days in advance.

13. Contact

If you have any questions or requests regarding the privacy policy, contact us:

• Email: [email protected]
• Phone (Baku): +994 10 700 12 23
• Phone (Berlin): +49 152 0797 8407