Avantra AI — Privacy Policy

1. Who this policy is for

The App is intended for use by licensed dental professionals, their staff, and authorized clinic personnel ("you" or "Users"). Through the App, Users may capture and process information about their patients ("Patient Data"). For Patient Data, the User and their clinic act as the controller of that data and are responsible for obtaining any consents required by law from their patients. intellADAPT processes Patient Data on the User's behalf to provide the App's features.

2. Information we collect

a. Account and profile information

When you register and use the App, we collect:

• Name, email address, and phone number;
• Professional details such as license number, specialty, clinic/practice, and bio;
• Authentication identifiers and login credentials managed through our authentication provider.

b. Patient and clinical data you enter or capture

To deliver its core features, the App collects and processes the following information that you choose to capture or upload during a consultation or record:

• Audio recordings of consultations;
• Consultation transcripts and clinical notes;
• Dental X-ray / radiograph images;
• Clinical and intra-oral photographs;
• Patient intake and medical form information;
• Related patient identifiers and clinical details (for example name, phone number, date of birth, symptoms, and medical history) that you enter or that appear in the above materials.

This information may include health information and other sensitive personal data. The App requests microphone and camera permissions on your device in order to record audio and capture images; these are used only for the features you initiate.

c. Information collected automatically

• Device and diagnostic information such as device model, operating system version, app version, language, and crash and error logs (including session replay and related diagnostic data) collected through our error-monitoring provider to keep the App reliable and secure;
• Basic usage information needed to operate the App.

3. How we collect information

• Directly from you — when you register, edit your profile, record audio, capture or upload photos and X-rays, type notes, or complete intake forms in the App;
• Automatically — when you use the App, through diagnostic and crash-reporting tools integrated in the App;
• From service providers — for example our authentication provider, when you sign in.

4. How we use information

We use the information described above to:

• Transcribe consultation audio into text (speech-to-text);
• Analyze transcripts, clinical notes, intake information, X-rays, and clinical photos using AI to generate summaries, clinical analysis, and consultation reports;
• Provide, maintain, and improve the App and its features;
• Create and manage your account and authenticate you;
• Provide customer support and respond to your requests;
• Monitor, debug, secure, and prevent misuse of the App;
• Comply with legal obligations.

We do not sell your personal information or Patient Data, and we do not use Patient Data for advertising.

5. Sharing with third-party AI services

The App's transcription and analysis features are powered by third-party artificial-intelligence service providers. When you use these features, the relevant data (such as audio recordings, transcripts, clinical notes, intake information, X-rays, and clinical photographs) is transmitted to intellADAPT's secure backend and shared with the following providers solely to process your request and return results to you:

• OpenAI — speech-to-text transcription and clinical text and image analysis.
• Amazon Web Services, Inc. (Amazon Bedrock) — AI models used for clinical and diagnostic image and text analysis, and cloud hosting/storage of data used by the App.

These providers act as our processors/sub-processors and are contractually required to protect the data, to use it only to provide the requested processing on our behalf, and to provide the same or equal level of data protection as described in this policy. Based on these providers' terms applicable to business/API use, data submitted through their APIs is not used to train their models. We share only the data necessary to perform the requested feature.

6. Other service providers

In addition to the AI providers above, we use trusted service providers to operate the App, including:

• Cloud hosting and storage providers that host our backend and store your data;
• An authentication provider that manages secure sign-in;
• An error-monitoring and diagnostics provider that helps us detect and fix crashes.

Each such provider is permitted to use the information only as necessary to provide services to us and is bound by confidentiality and data-protection obligations. We may also disclose information if required by law, to enforce our terms, or to protect the rights, property, or safety of intellADAPT, our Users, or others.

7. Your consent

Before any Patient Data is sent to a third-party AI service, the mobile App discloses what data will be sent and to whom, and asks you to provide explicit consent. You may withdraw your consent at any time from within the mobile App (Profile > Privacy & AI Data Use). If you withdraw consent, the AI-powered transcription and analysis features will no longer be available to you, and the App will stop sending data to the AI providers for processing.

8. Data retention

We retain account information for as long as your account is active and as needed to provide the App. Patient Data and consultation records are retained on behalf of your clinic for the period necessary to provide the service and to meet legal and professional record-keeping requirements, after which it is deleted or de-identified. You may request deletion of your account and associated data as described below.

9. How we protect information

• Data is transmitted over encrypted connections (TLS/SSL);
• Access to personal and clinical data is restricted to authorized personnel and systems;
• We use reputable cloud infrastructure with industry-standard security controls.

No method of transmission or storage is completely secure, but we use commercially reasonable measures to protect your information. In the event of a data breach affecting your information, we will notify affected Users as required by applicable law.

10. Your rights and choices

• Access, correct, or update your profile information within the App;
• Withdraw AI data-processing consent at any time within the mobile App;
• Delete your account from within the App (Profile > Delete Account), which deactivates your account;
• Manage microphone and camera permissions through your device settings;
• Request access to, correction of, or deletion of your personal information by contacting us using the details below. Depending on your location, you may have additional rights under laws such as the GDPR or CCPA.

11. Children's privacy

The App is intended for use by dental professionals and is not directed to children, and we do not knowingly collect personal information directly from children as Users. Where a User records information about a minor patient, the User is responsible for obtaining any consent required from the patient's parent or legal guardian.

12. International data transfers

Your information, including Patient Data, may be processed and stored in the United States and other countries where our service providers operate. We take steps to ensure such transfers are subject to appropriate safeguards.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you in the App. Your continued use of the App after an update constitutes acceptance of the revised policy.

14. Contact us

If you have any questions about this Privacy Policy or our handling of your information, please contact us:

www.intelladapt.com

info@intelladapt.com

100 Morrissey Blvd, VDC, Suite 166

Boston, Massachusetts 02125

United States