Your patients belong to your clinic. The DentistOnTrack team has no access to patient records through our platform. We only see your clinic and account details so we can support and bill you. Patient data is stored in Canada, encrypted, and every access is logged.
Who holds what
Your clinic is the custodian of its patients' health information. We act as your service provider, processing that information only to run the software you are paying for.
Clinics in Ontario have duties under the Personal Health Information Protection Act. Our agreement with you sets out how we support those duties.
How the separation works
- Each clinic's data is walled off from every other clinic's at the database level, not just in the interface.
- Our admin panel receives counts only, for example that a clinic has 1,240 patients and logged 310 visits this month. It does not receive names, phone numbers, emails, treatments or notes.
- There is no “log in as this clinic” feature. Support happens over a screen share with you.
- Patient contact details and note bodies are encrypted with a key specific to your clinic before they are stored.
- Every time a staff member opens a patient file it is recorded in an access log that you can read.
We are the company running the servers, so we are not claiming it is technically impossible for us to reach stored data. We are telling you what the system is built to prevent, what is logged, and what our agreement commits us to.
Where it lives
Patient data is stored in Canada, in our database provider's Central Canada region. Backups stay in the same region.
Messages to patients
We only send an email or text to a patient when your clinic has recorded that person's consent for that channel. Every email carries an unsubscribe link and every text accepts STOP. An opt-out takes effect immediately and is recorded against the patient's record.
If you leave
Your records remain readable to you while your account exists, including if billing lapses. You can export your patients and visits to a spreadsheet at any time. Ask us to delete your clinic and we will, and confirm when it is done.
Contact
Questions about this page, or about a specific patient record, go to your clinic first, then to us.