Privacy information

Effective 2 September 2026. This page describes the data flow in this deployment. A clinic that gives visitors a branded link must add its legal identity, contact details, lawful basis, retention rules and data-subject contact before using the service with real people.

The tool is for adults. The person shown must open the link and upload their own photograph. A clinic should not upload on their behalf. Choosing a file does not upload it. A transfer starts only after the relevant consent control and action button are used.

Data used

The full photograph stays in browser memory during the visual-guide journey. It is not uploaded unless the separate practice-sharing choice described below is selected.
A cropped image of the mouth is sent through this deployment to Roboflow in the United States when a visual guide is requested.
A separate mouth crop is sent to OpenAI in the United States only when the optional AI illustration is requested.
Basic request information, including an IP address, may be processed by the hosting provider and is held in endpoint memory for rate limiting.
If you send a consultation request, your name, contact details, optional note, consent time and form privacy version are stored in the clinic account.
A second, unchecked option can send a compressed copy of the photograph and the visual guide to the practice by email. The application records the exact permission text, time and version. It does not save those files in its database.
Clinic account, branding, usage and billing identifiers are stored separately for operating the subscription.
A randomly generated visit identifier, the campaign tags on the link you followed, the site that referred you, your device type and browser family, and a record of which steps of the journey you reached. No photograph, name or contact detail is recorded in this measurement, and the identifier is not matched to you across other websites.

Purpose

The crop is used to map visible tooth regions and create a photo-based visual guide. The optional OpenAI transfer creates a cosmetic colour illustration. Neither output is used by this application to diagnose, recommend treatment, determine suitability or predict a result.

Measuring the journey

A practice needs to know whether this tool produces consultations rather than only images, so each visit is counted under a random identifier stored in this browser and renewed after thirty minutes of inactivity. The count records which steps were reached and which campaign the visit arrived from. It does not record the photograph, the visual guide, the observations or any contact detail, and it is not used to build a profile or to target advertising. A clinic sees totals and the funnel; it cannot use this measurement to identify a visitor who did not send a contact request.

If you do send a contact request, that changes. The visit is then linked to your name, and the practice can open the path it took: which campaign brought you, that you chose a photo, ran a scan, read the guide, and how long each of those took. It is shown as six steps, not as a running log — the practice sees where you got to and how long you stayed, not a moment-by-moment record. Nothing about the photograph, the observations or the content of the guide appears in it. We do not record cursor movement, scrolling, typing, or the screen itself, and no session is ever replayed.

Special-category data and choice

A mouth photograph may reveal health information and should be treated as special-category personal data. In the direct visitor flow, each transfer requires an explicit choice. The OpenAI transfer is optional and the visual guide remains available without it. A clinic must document the lawful basis and Article 9 GDPR condition that applies to its own use.

Retention

This application does not write the photograph, crop or visual guide to its own database. Request bodies are held only while a request is processed. The full photograph and finished guide disappear when the browser tab is closed. If the visitor separately chooses to share them, a compressed photograph and guide are delivered to the practice email system. A submitted contact request stays in the clinic inbox under the retention period stated by that clinic. Email and third-party retention must be governed by the production agreements held with Vercel, Roboflow and OpenAI. Journey measurement is kept for up to 400 days so a practice can compare a month with the same month a year earlier, and it outlives a deleted contact request because it holds nothing that identifies the person who made it.

International transfers

Roboflow and OpenAI operate from the United States. A production clinic and deployment operator must put an appropriate EEA transfer mechanism in place, document the transfer, and identify each recipient in the clinic's own privacy notice.

Your rights

If a clinic gave you the link, contact that clinic to exercise GDPR rights or ask questions. The deployment cannot retrieve a finished visual guide after the tab is closed because it is not stored. The clinic can retrieve a contact request that you separately submitted. Do not upload a photograph if the clinic has not identified itself and explained how to contact it.