Trust and security at DentalAssist.ai
Your patients trust you with their information. When DentalAssist.ai answers your phones, that trust extends to us. This page explains in plain language what happens to patient information on a call, where it is stored, who can see it, and how we protect it.
Last updated October 15, 2026
Four things we promise every practice
Your data serves your practice
We use call data only to provide the service to your practice. We don’t use it to train AI models.
No call recordings kept
We keep a written transcript and summary of each call so your team can review it. We don’t keep recordings of calls.
Records stored in Canada
Practice and patient records are stored with Amazon Web Services in Canada for every practice we serve. To run a call, some of our service providers process call data in the United States, and some keep limited records there.
Callers always know it’s AI
Every caller is told at the start of the call that they are speaking with an AI assistant.
What happens to information during a call
The patient calls
The call reaches DentalAssist.ai through your existing number.
The AI introduces itself, then helps
The caller is told they are speaking with an AI assistant. The AI then reads or writes only the appointment details it needs in your practice management system. If your practice uses insurance checks, it also handles the patient’s insurance details.
A transcript, not a recording
A transcript and summary are saved to your dashboard. It records the reason for the call and any details the caller chooses to share. Where multilingual calling is turned on, calls in other languages are translated into English.
Your team reviews it
Staff see calls in the dashboard, with access set by role.
How we protect your data
Encryption
Data is encrypted in transit (TLS) and at rest (AES-256), including full disk encryption on all servers.
Account security
Clinic staff sign in to the dashboard with multi-factor authentication. Practice admins decide who can view calls, change settings or manage locations.
Restricted staff access
Our team uses named accounts with multi-factor authentication and can reach only the data their role needs. Access is logged.
Hosting
DentalAssist.ai runs on Amazon Web Services in Canada for all practices, with regular backups.
Monitoring
Logging and alerting tell our team about potential incidents as they happen, day or night.
Secure development
Every code change is peer reviewed and passes automated security checks, and new versions are tested in development and staging before they reach your practice.
Your practice system
Our access to your practice management system is set up per practice and limited to the functions you turn on.
Retention and deletion
Call transcripts are kept for 12 months, then deleted. Backups roll off after about a month. You can ask us to delete data earlier, and we will do so within 30 days. If you leave, you can take a copy of your data within 30 days, after which we delete it, unless the law or a legal hold requires us to keep it.
Incident notice
If an incident affects your practice’s information, we notify you within 72 hours of becoming aware of it.
Service providers
We use a small number of carefully selected service providers for hosting, phone calls and text messages, speech and AI processing, and connecting to practice management systems. Each one is bound by a written agreement that limits how it may use your information. Practice and patient records are stored in Canada. To run calls, some providers process call data in the United States.
Practices can request our current list of service providers from our Privacy Officer at usman@dentalassist.ai. We also provide it to every practice before go-live.
Our support and engineering team, including staff outside Canada, may access data remotely through restricted, logged access, only as needed to support your practice.
Common questions
Can we see which service providers you use?
Yes. Email usman@dentalassist.ai and we will send the current list, with what each provider does and where it processes data.
Can we sign a privacy agreement or Business Associate Agreement with you?
Yes. Canadian practices sign our privacy agreement before go-live, and US practices sign our Business Associate Agreement. Email usman@dentalassist.ai to request a copy or our security documents.
Questions about privacy or security?
Ask a question, request our security documents, or report a vulnerability at usman@dentalassist.ai. Our Privacy Officer is Usman Tariq.
Intact Solutions Inc., 5151 New Street, Suite 101, Burlington, ON L7L 6A9