1. Who is responsible
iDentist.Live is operated by Vilnek, Gujarat, India. For anything in this policy, write to identist@vilnek.in.
For patient records entered by a clinic, the clinic is the data controller and we are the processor acting on its instructions. If you are a patient, contact your clinic first; we will support them in responding.
2. What we collect
From clinic users
- Name, email address, phone number and role within the clinic
- Authentication identifiers, and a hash of your verified phone or email
- Practice details: clinic name, address, staff list, chairs
Patient data entered by the clinic
- Demographics and contact details
- Medical and allergy history, clinical notes, treatment plans and odontogram findings
- Prescriptions, appointments, billing and payment records
- Clinical images, radiographs and DICOM studies
- Face recognition templates, where the clinic has enabled that feature
Technical
- Log and diagnostic data needed to operate and secure the service
- Payment records from our payment provider. We never receive or store your card number.
3. How it is protected
Clinical records are encrypted with AES-256-GCM using a key derived per clinic. Each sealed record is cryptographically bound to its own location, so it cannot be moved to another document or another practice and still be read. Access is enforced on our servers: membership of a clinic is proved before any record is returned.
Face ID runs on your device. Biometric templates are not sent to any external service, are not shared between clinics, and are not used to identify anyone outside the clinic that enrolled them.
4. Why we process it
- To provide the platform to your clinic under our contract with it
- To secure the service, prevent abuse and investigate incidents
- To take payment for subscriptions
- To comply with legal obligations
5. Who we share it with
We do not sell personal data, and we do not use identifiable patient data to train AI models. We share data only with service providers necessary to run the platform:
- Google Cloud / Firebase — hosting, database and authentication
- Razorpay — payment processing. They receive the details needed to take payment; we receive confirmation, not your card.
- Communications providers, where your clinic sends patient reminders
We may disclose data where legally required, and will tell you unless prohibited from doing so.
6. Where it is stored
Data is stored on Google Cloud infrastructure. Platform functions run in the asia-south1 (Mumbai) region.
7. How long we keep it
Clinical records are kept for as long as the clinic maintains its account, since dental records carry statutory retention periods. If a subscription is suspended for non-payment your data is retained, not deleted. On account closure we delete or return data on request, subject to any legal retention we are bound by.
8. Your rights
Under India's Digital Personal Data Protection Act 2023, and other law that may apply to you, you can ask us to:
- Confirm what personal data we hold about you and provide a copy
- Correct data that is inaccurate or incomplete
- Erase data where there is no lawful reason to keep it
- Nominate someone to exercise these rights on your behalf
- Withdraw consent where processing relies on it
Write to identist@vilnek.in. If you are a patient of a clinic using the platform, contact the clinic — they hold the record.
9. Cookies and local storage
We use browser storage to keep you signed in and to cache your practice data for offline use. We do not use advertising or cross-site tracking cookies.
10. Children
The platform is for dental professionals. Children's records may be entered by a clinic as patient data, and are protected on the same basis as all other clinical data, with the clinic responsible for lawful consent.
11. Breach notification
If a breach affects your personal data, we will notify the affected clinic and the relevant authority as required by law, without undue delay.
12. Changes
We will post updates here and change the date at the top. Material changes will be notified in the app or by email.
Questions, or to exercise a right: identist@vilnek.in