Privacy policy

The controller within the meaning of the GDPR is:
Dentsbay e. K.
Münstermannweg 9, 48153 Münster, Germany
Owner: Karsten Tegtmeyer
E-mail: dentsbay@gmail.com
Phone: +49 170 9092220

When you visit this website, the hosting provider automatically processes technical information (IP address, browser type, operating system, page requested, time). This data serves solely the technical provision and security of the site (Art. 6 (1) (f) GDPR). Fonts are delivered from our own server; no fonts or scripts are loaded from Google or other third parties.

This website uses no analytics or tracking tools. It sets a single technically necessary cookie (“sprache”) only when you switch the language with the DE/EN control in the header; it stores nothing but your choice so that the site opens in that language on your next visit. Embedded videos from YouTube or Vimeo are loaded only after you click play; from that moment the respective provider’s privacy policy applies.

If you write to us by e-mail (enquiry, order) or send a message from the customer portal, we process the details you provide to handle your request and to perform the contract (Art. 6 (1) (b) GDPR). Statutory retention periods under commercial and tax law remain unaffected.

Date requests for training and online support. When you request a date via our website or by e-mail, we process the details you enter (lab/practice, contact person, e-mail address, telephone number, the address for on-site training, your Dental System version, number of participants and topics) together with the requested date and up to two alternative dates, in order to answer your request and to confirm and carry out the appointment (Art. 6 (1) sentence 1 (b) GDPR). The request is stored on our own server in Germany; if you are signed in to your customer account, the request is linked to that account. We enter confirmed dates with the name of the lab or practice, contact person and telephone number in our business calendar, which is kept with Apple (iCloud); Apple processes this data as a processor under Apple’s privacy terms. To prevent abuse, we store your IP address for 48 hours when you submit the request. You receive e-mails confirming receipt, confirming the date, as a reminder and in case of changes. We delete the details of a request 12 months after the date, and requests that did not lead to an appointment after 90 days; statutory retention periods for invoices remain unaffected. You can cancel a requested or confirmed date at any time via the link in your e-mail.

During online support and online training we see your screen via a remote support program that we name to you beforehand; that provider’s privacy notice applies in addition. We do not record sessions unless both sides have expressly agreed to it. Please do not show patient data in training that you are not permitted to show.

One dentsbay customer account serves the digital-Facebow app, the shop, DCAD-Inbox and DCAD-X QM. It is kept on our own server in Germany. We process: name, company, e-mail address (with confirmation), role (practice or lab), country and address for invoice and shipping, VAT ID where applicable, your orders and invoices, bookings of your scan and analysis credit, your lab profile (CAD software, articulator, export format) and the identifiers of the computers on which DCAD-Inbox is signed in with your account. The legal basis is performance of the contract (Art. 6 (1) (b) GDPR).

If a practice links its app to your lab with an invitation code, the server stores this link in order to deliver cases. The cases themselves are end-to-end encrypted; dentsbay cannot open them, and they are deleted from the server once the lab has collected them.

For the shipping of parts we pass your delivery address on to the carrier. Account data is stored for the duration of the contractual relationship and afterwards according to the retention periods under commercial and tax law.

Payment in the shop is made via PayPal (PayPal (Europe) S.à r.l. et Cie, S.C.A., Luxembourg) or by bank transfer against invoice. With PayPal you enter your payment data directly with PayPal; we only receive the confirmation of payment with name, e-mail address and amount. PayPal’s privacy policy applies. With a bank transfer we see the details your bank transmits with the payment.

Patient records, scans and design data are processed by DCAD-Inbox and the DCAD programs exclusively in your lab — on your computers or your own server. There is no cloud requirement. Reception of cases from the practice app is end-to-end encrypted. DCAD-Inbox signs in with your customer account and transmits an identifier of the computer, the program version and the time; purchase programs transmit the identifier of the licence key for licence verification — never patient data.

In the online analysis you upload a dataset and the scan of a printed model or part to our server in Germany, where both are aligned and compared. Upload the files without patient names. The uploaded scans are deleted after the computation; the result, your entries in the questionnaire (manufacturing process, printer, material) and the report stay in your customer account until you delete them. Unlocking per analysis runs via PayPal (section 6). The legal basis is performance of the contract (Art. 6 (1) (b) GDPR).

When you register a self-printed bite plate in the customer portal, we store per plate the material and batch, your practice’s patient number as a reference (no name), the practice number and the type and serial number of the devices used (printer, light-curing unit, cleaning unit, cleaning agent). The purpose is the traceability of the plate. The registrations stay in your account as long as the account exists and beyond that where retention obligations apply.

Storage of scans on your device. All 3D scans, photos, protocols and measurements created with the app are stored exclusively locally on your iPhone or iPad. They are not transmitted to Dentsbay e. K. The data lies in the protected storage area of the app and is secured by the iOS device encryption. dentsbay has no access to this data at any time and receives no copy. You delete scans in the app or by deleting the app.

Face data (camera, LiDAR and TrueDepth). The app captures camera images and LiDAR depth data of the rear camera and, for the optional speech/jaw movement recording, the face movement data of the TrueDepth front camera (ARKit face geometry, movement coefficients). Purpose: exclusively dental planning (3D face model, articulator registration, photo protocol, movement analysis). No face recognition, no identification, no biometric profiles. Storage only locally on the device, no transmission to dentsbay or third parties, no use for advertising, analytics or training. Retained until the user deletes the case or patient or removes the app.

Passing on a data package by you. You can pass a data package (3D model, photos, protocol, metadata) from the app to a dental laboratory or another recipient of your choice, for example by e-mail, AirDrop or the iOS share function. This transfer takes place exclusively at your instigation and via the transmission route you choose. The data is transmitted directly from your device to the recipient; dentsbay is not involved in this transmission and receives no copy. As a practice or lab you are responsible for choosing a suitable transmission route. For patient data we recommend encrypted transfer, e.g. via AirDrop or as a password-protected archive; unencrypted e-mail is generally not suitable for health data. For the patient data contained in the packages you remain the controller; a data processing agreement with dentsbay is not required because dentsbay does not process this data.

Technical reports. In case of a crash or an aborted scan, the app can send a technical report to dentsbay (error text, app version, device model, iOS version, installation identifier). It contains no scans, photos or patient data and serves solely to fix errors (Art. 6 (1) (f) GDPR).

Licence and credit account. To use paid features, Dentsbay e. K. processes on a server in Germany: a randomly generated installation identifier of your device, your customer number, the name of your practice or lab, your e-mail address where applicable, the device model and bookings of your credit (time and number of scans, top-ups). It is the same customer account as in the shop and the customer portal (section 5). The legal basis is performance of the contract (Art. 6 (1) (b) GDPR). The data is stored for the duration of the contractual relationship and afterwards according to the retention periods under commercial and tax law.

Sending to a lab via dentsbay. If you send a case from the app to a linked lab, it is end-to-end encrypted on your device and delivered via our server in Germany. dentsbay cannot open the case; the server only stores which practice delivers a case to which lab, and deletes the encrypted file as soon as the lab has collected it in DCAD-Inbox.

Android beta. In the closed Android beta, the high-resolution computation of the face scan does not run on the device but on a computer of Dentsbay e. K. in Münster. The scan is transferred to that computer for this purpose, processed there only for the computation and deleted no later than 48 hours after the transfer. The legal basis is performance of the contract (Art. 6(1)(b) GDPR).

Purchases in the app. Purchases within the app are handled by Apple. Apple is the contractual partner for the purchase; dentsbay receives from Apple only a transaction identifier and the purchased product in order to credit the balance. dentsbay does not receive payment data. Apple’s privacy policy applies in addition.

No tracking. The app uses no analytics, advertising or tracking services and does not read the advertising identifier.

• Web hosting of the website: Vercel Inc. (data processing agreement, EU region configured).
• Customer account, shop, online analysis and case delivery: dentsbay e.K.’s own server in Germany, no third party.
• Payment: PayPal (section 6) and Apple for purchases in the app (section 10).
• Shipping of parts: the respective carrier receives your delivery address.

You have the right at any time to access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), objection (Art. 21) and data portability (Art. 20). Please send requests to dentsbay@gmail.com.

You have the right to lodge a complaint with a data protection supervisory authority, in particular in the member state of your residence or place of work.