Privacy Policy

1. Information We Collect

When you use PerioChart, we collect information you provide directly, including your name, email address, clinic name, and professional credentials during account registration. We also collect patient data you enter into the system, such as patient names, dates of birth, and periodontal chart data.

2. How We Use Your Information

• Provide and maintain the PerioChart service
• Manage your account and subscription
• Process payments through our payment provider (Stripe)
• Turn speech into chart values when you use voice charting
• Send essential service communications
• Improve and develop the platform

3. Data Storage & Security

All data is stored securely using industry-standard encryption. Patient and clinical data are stored in secure, access-controlled databases. We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, or destruction.

4. Data Sharing

We do not sell your personal data or patient data to third parties. We share data only with the service providers needed to run PerioChart: hosting and database infrastructure, Stripe for payment processing, and, when you use voice charting, OpenAI for speech transcription. All of them are bound by data processing agreements.

5. Voice Charting

Voice charting is an optional part of a paid subscription. It stays off until you turn it on, and this is what happens while it is running:

• The microphone runs only while voice charting is on. Your browser's own recording indicator stays lit for as long as it does, so the state is visible outside the page.
• Audio is streamed from your browser to OpenAI, our speech transcription provider, and turned into words. OpenAI does not use it to train its models and holds abuse monitoring logs for up to thirty days.
• We keep no recording and no transcript of what you say.
• A phrase we cannot read on your device is sent to the same provider as text so that it can be interpreted. Please do not speak patient names, or anything else that identifies a patient, while voice charting is running.
• A session pauses itself after three minutes without speech and ends after twenty minutes.
• Each session leaves a record that it took place, holding the time, the patient chart it ran in, the language, and the approximate location derived from your connection. It contains no audio and no transcript. We keep it to apply session limits, to bill correctly, and to investigate faults.
• Declining the microphone affects nothing else. Charting, the keyboard and export work exactly as they did.

6. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your account and associated data
• Export your data in a portable format

7. Cookies

We use essential cookies required for authentication and session management. We do not use advertising or tracking cookies.

8. Contact

For privacy-related inquiries, please contact us at support@zermmi.com.