Dental Copilot is built for UK dental practices, and we know what that means: you are accountable to your patients, to the GDC, and to the ICO for every record your practice creates. This page explains exactly what happens to your data when you use Dental Copilot, what we will never do with it, and which decisions stay in your hands. If anything here is unclear, or you need more detail before adopting, contact us using the details at the bottom of this page.
How your data flows
1. You dictate; we transcribe in real time.
When you dictate or use ambient capture during an appointment, audio is streamed to our transcription provider, Deepgram, and converted to text as you speak. Dental Copilot never stores audio recordings — once transcription is complete, only the text remains with us.
2. The transcript is turned into a draft note.
The transcribed text is sent to our AI provider, Anthropic, which drafts a structured clinical note from it. Our AI provider does not use API data to train its models by default. The model produces a draft, nothing more.
3. The clinician reviews and approves everything.
No note is finalised without a clinician reviewing it. The clinician who saw the patient reads the draft, corrects anything the AI got wrong, and approves the note. Dental Copilot drafts; the clinician decides. The approved note is the clinical record — the responsibility for its accuracy remains, as it always has, with the treating clinician.
Where data lives
- Authentication. Sign-in and account management are handled by Supabase, hosted in the EU (Ireland). Passwords are never stored by us in plain text.
- Notes database. Approved notes and drafts are stored in Supabase, hosted in the EU (Ireland), and encrypted at rest by the provider.
- Encryption in transit. All connections between your browser, our servers, and our infrastructure providers are encrypted in transit using TLS.
Our subprocessors, and their roles:
- Deepgram — transcription
- Anthropic — AI drafting
- Supabase — authentication & database (EU, Ireland)
- Stripe — payments
- Resend — email
- Render and Vercel — hosting
UK GDPR posture
Under UK GDPR, your practice is the data controller for patient information. You decide what data is collected and why. Dental Copilot is a data processor: we process patient data only on your instructions and only to provide the service.
- We support your obligations to data subjects: if a patient exercises a right of access, rectification, or erasure, you can fulfil it using the export and deletion controls described below, and we will assist where needed.
What we never do
- We do not train AI models on your patients’ data. Your notes and transcripts are used to provide the service to you — not to train our models or anyone else’s — unless you have entered into an explicit, separate written agreement with us that says otherwise. The default is no.
- We do not sell data. Not patient data, not practice data, not usage data. To anyone, ever.
- We do not retain audio. Dictation and ambient audio are streamed to Deepgram to be transcribed. Once the text is produced, Dental Copilot does not store the audio.
- We do not let AI finalise clinical records. Every note requires clinician review and approval before it becomes part of the record.
Your controls
You stay in charge of your data and of how much the software does.
- Export. Your saved notes stay reviewable at any time from Notes & Search. A full export of your data is available on request — email us and we’ll provide it in a machine-readable format.
- Deletion. You can delete individual notes yourself, at any time, from Completed Notes. Deletion of your account and all associated data is handled on request.
- Per-feature toggles — off by default. Every guardrail and audit feature — live guardrails, note-audit criteria, coaching prompts, guidance labels — is switched off by default. Nothing analyses your notes against record-keeping criteria unless you turn it on, and each feature can be switched off again at any time, per user. You choose what the software checks; it never checks anything behind your back.
- Clinician review, always. There is no setting that removes the review step. Approval by the treating clinician is built in, not optional.
Questions
If you are evaluating Dental Copilot for your practice and need anything on this page substantiated — the subprocessor list, security documentation, or answers for your own data protection lead — ask us directly.
Email: support@trydentalcopilot.com