Privacy Policy

1. Who we are

Zoelio Software Private Limited ("Zoelio", "we", "us") provides Zoelio Dental, practice-management software for dental clinics, and Zoelio Campus, management software for dental colleges. This policy covers zoelio.com, the Zoelio Dental and Zoelio Campus websites, and our web, iPad and Android apps (together, the "Services").

Clinics and colleges that subscribe to our Services ("customers") decide what patient and student information they record. For that information the customer is the data controller and Zoelio processes it on the customer's instructions. For account, billing and website information, Zoelio is the controller.

2. Information we collect

Account information: name, work email, phone number, role, clinic or college name and address, and login activity of the people who use the Services.

Customer content: information customers enter, such as patient records, appointments, treatment notes, dental charts, images, invoices, and student and course records.

Billing information: plan, invoices and payment status. Card details are handled by our payment providers (Razorpay and Paddle) and are not stored by Zoelio.

Technical information: device type, operating system, app version, IP address, and diagnostic logs needed to keep the Services secure and working.

Support communications: messages you send us by email or in-app support.

3. How we use information

To provide, secure and support the Services, including signing you in, syncing data between web and tablet apps, and sending service messages.

To bill customers and keep records required by tax and accounting law.

To run AI features that a customer has enabled, such as drafting clinical notes. AI output is a suggestion presented for clinician review; clinical decisions stay with the clinician.

To improve the Services using aggregated, de-identified usage information.

We do not sell personal information, and we do not use patient or student records for advertising.

4. How we share information

With service providers that host and operate the Services for us under contract, including Google Cloud (hosting), our payment providers, and email and messaging providers used to send notifications that a customer has turned on.

With AI model providers, only when a customer uses an AI feature, and only the content needed for that request.

When required by law, or to protect the rights and safety of our users and the public.

With a successor organisation if Zoelio is involved in a merger or acquisition, under the same protections.

5. Security

Each clinic's data is stored in its own isolated database. Data is encrypted in transit with TLS and encrypted at rest. Access inside each clinic is limited by role, sensitive actions require an additional check, and key changes to clinical and financial records are logged.

6. Retention and deletion

We keep customer content for as long as the customer's subscription is active. When a subscription ends, the customer can export their data, after which it is deleted from our systems, except where the law requires us to keep it.

You can ask us to delete your user account and associated personal information at any time by emailing contact@zoelio.dental from your registered email address. Patient and student records belong to the clinic or college; requests about them are passed to that customer.

7. Your rights

Depending on where you live, including under the GDPR, the UK GDPR and India's Digital Personal Data Protection Act, you may have the right to access, correct, delete or export your personal information, and to object to or restrict certain processing. To exercise these rights, contact us using the details below. We respond within the time the law requires.

8. Cookies

zoelio.com uses only what it needs to work: a cookie that remembers your language and a browser setting that remembers light or dark mode. We do not use advertising or tracking cookies on zoelio.com.

9. International transfers

We serve customers worldwide and our providers may process information in other countries. Where the law requires it, we use appropriate safeguards such as standard contractual clauses.

10. Children

The Services are built for dental professionals, staff and students, not for children. Patient records about minors are entered by clinics, which are responsible for obtaining any required guardian consent.

11. Changes to this policy

We will post any changes on this page and update the date above. If a change is significant, we will notify customers by email or in the Services.

12. Contact

Zoelio Software Private Limited. Email: contact@zoelio.dental.