This disclaimer and privacy notice applies to the ReceptionPal artificial intelligence chatbot (“the Chatbot”) developed, deployed, and managed by Dental Design Marketing across our client websites.
By interacting with ReceptionPal on any of our client platforms, users acknowledge and agree to the terms, limitations, and data processing practices outlined below.
1. Purpose of the Chatbot
ReceptionPal is an automated tool designed to improve patient communication for dental practices by performing the following functions:
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Collecting Patient Enquiries & Leads: The Chatbot may collect contact information (such as name, email address, and phone number) to successfully connect patients with the relevant dental practice for follow-ups or appointment scheduling.
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Answering General Questions: The Chatbot provides instant, general information on dental topics and practice details based on a large, pre-trained dataset.
2. Clinical Limitations
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Not a Substitute for Professional Advice: ReceptionPal cannot diagnose dental problems, prescribe treatments, or provide clinical opinions. Its responses are strictly for informational purposes.
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No Reliance: Users should never make critical dental health decisions based on the Chatbot’s responses. They must always consult a qualified dentist for personalised advice, diagnosis, and treatment.
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Medical Emergencies: If a patient is experiencing a dental emergency or severe pain, they must not use the Chatbot. They should call their practice directly or contact local emergency dental services.
3. Data Privacy & GDPR Compliance Notice
To comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the roles and data routing pipelines for ReceptionPal are clearly defined below:
Data Protection Roles
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Data Controller: The individual dental practice on whose website the Chatbot is installed acts as the Data Controller. They own the patient data and determine the purposes of its collection.
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Data Processor: Dental Design acts as the Data Processor, managing the technical deployment, maintenance, and data pipelines of the Chatbot on behalf of the practice.
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Third-Party Sub-Processors: Zapier and Monday.com act as third-party sub-processors operating under strict Data Processing Agreements (DPAs) to securely handle data routing and management.
Data Flow and Storage
When an enquiry is entered into ReceptionPal, the data is processed and stored securely across the following environments to ensure it safely reaches the practice:
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The Client Practice: The collected information is securely delivered to and retained by the specific dental practice within their secure administrative systems.
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Zapier: Used as an automation service to securely route chat logs and contact details from the website interface to the practice’s data management systems. For more details, see Zapier’s Data Privacy Practices.
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Monday.com: Utilised as a secure data management platform where enquiries are logged, structured, and transferred to ensure the practice can accurately track and respond to patient requests.
Minimising Sensitive Data: While all data transmissions are fully encrypted and secure, we strongly advise users not to input highly sensitive medical history or clinical records directly into the free-text chat fields. ReceptionPal is intended solely for administrative assistance and booking enquiries.
Patient Rights
Under UK GDPR, patients retain full rights regarding their data, including the right of access, rectification, and erasure (“the right to be forgotten”). Because the data is stored by the practice, Zapier, and Monday.com under Dental Design’s technical management, any data subject access requests (DSARs) should be directed to the respective dental practice (the Data Controller), who will work alongside Dental Design to fulfil the request across all processor environments.
