Dentinotes

Usage Policy

Version 2026-07-04 · How Dentinotes is intended to be used. This policy forms part of the Terms & Conditions.

1. What Dentinotes is for

Dentinotes supports the administrative and documentation side of dental care: scheduling, patient records, AI-assisted drafting of clinical notes, referral letters and consent forms, recalls, patient messaging and audit. It is built for registered dental practitioners and their practice staff in Australia, and for lawful purposes consistent with those functions only.

2. The clinician stays in charge

AI features in Dentinotes produce drafts to save you typing — they do not make clinical decisions, and they are not a source of medical or dental advice. The treating practitioner retains sole responsibility for every diagnosis, treatment decision, record, referral and consent process. Never treat an AI draft as finished work: review it against your own clinical findings, resolve every confirmation placeholder, and correct anything wrong before it is saved, given to a patient or sent to a colleague. AI output can be inaccurate or incomplete, and independent professional judgement is always required.

3. Patients must be properly informed

You are responsible for meeting your own transparency and consent obligations to patients, including any requirement to inform them about how their information is handled. An AI-drafted consent form is a starting document only — a genuine consent discussion between practitioner and patient must still take place before treatment. When using dictation, do not speak a patient's name or other directly identifying details: the audio is processed by your browser's speech service, outside Dentinotes.

4. Prohibited uses

You must not:

• use Dentinotes unlawfully, or in breach of your professional or privacy obligations;
• attempt to access, probe or interfere with another practice's data or accounts;
• deliberately enter false, misleading or deceptive data, or pass off AI drafts as reviewed records;
• reverse engineer, copy, scrape, resell or redistribute the software or its output as a product;
• use Dentinotes output to train or improve a competing AI system;
• overload, disrupt or test the security of the service without our written permission;
• share logins, or register on behalf of a practice without authority;
• circumvent the de-identification measures, for example by writing a patient's identity into free-text sent to AI features.

5. Account and data hygiene

Keep credentials confidential, use one account per person, remove team members who leave your practice, export your records regularly while the product is in beta, and tell us promptly about any suspected unauthorised access or security concern.

6. Your regulatory obligations

Using Dentinotes does not change what the law and your registration require of you: compliance with the Privacy Act 1988 (Cth) and applicable state and territory health records legislation, AHPRA and Dental Board of Australia standards (including record-keeping and informed consent), and any other rules that apply to your practice.

7. Reporting problems

If something in Dentinotes behaves unexpectedly — an AI draft that is badly wrong, a suspected bug or a security concern — stop relying on the affected output and tell us at support@dentinotes.com so we can investigate.

8. Enforcement and changes

We may apply usage limits to protect the service, and we may suspend or close accounts that breach this policy, as described in the Terms. We may update this policy as the product develops; material changes will be notified in the app or by email, and continued use after notice is acceptance.