DENTALTECH GROUP · LEGAL INFORMATION
How We Use AI at Dentaltech Group
At Dentaltech Group we use a small number of carefully chosen AI tools. They help our team spend less time on admin and more time with you. AI helps our people, it never replaces them. Every decision about your care is made by your dentist or clinician.
This page explains which AI tools we use, what they do, how we protect your information and the choices you have.
Last updated: November 2026
Our promises to you
- Your dentist or clinician makes every decision about your care. AI never diagnoses you or decides your treatment.
- We tell you when you are dealing with AI.
- You can ask to speak to a person at any time.
- You can ask us not to use AI note taking in your appointment. Your care will not change.
- Your information only goes into secure software we have approved for patient records.
- A member of our team checks anything AI helps to produce before it is used or sent to you.
When you phone us
When you call any of our clinics, our AI phone assistant may answer. At the start of the call it will tell you that it is an automated assistant and that the call may be recorded.
It can help with bookings, appointments and general questions. It never gives clinical advice. If you would like to speak to a person, just say so and your call will be passed to a member of our team.
Web chat, texts and emails
Some replies to our web chat, texts and emails are written by an AI assistant, and our team oversees them. We make it clear when you are talking to our AI assistant. It helps with bookings, reminders and general questions, and it never gives clinical advice.
If you would rather hear from a person, just ask and a member of our team will get back to you.
In your appointment: AI note taking with Heidi
Some of our clinicians use Heidi, an AI note taking tool made for healthcare. Heidi listens during your appointment and drafts your clinical notes under set clinical headings. This lets your clinician give you their full attention, instead of typing while you talk.
- Your clinician will tell you before Heidi is used and check that you are happy to go ahead.
- You can say no, or ask for Heidi to be switched off at any point. Your clinician will write your notes in the usual way and your care will not change.
- Your clinician reads, corrects and approves every note before it is saved to your record.
- Heidi does not make decisions about your care.
Behind the scenes
Our team also uses business AI tools, Claude and Microsoft Copilot, for everyday work such as drafting, planning and admin. These are company accounts only. We never put your name, contact details, appointment dates, treatment details, photos, x rays or scans into these tools.
At Dentaltech Lab, your scans, lab dockets and design files stay in our secure lab system. They are never put into AI chat tools.
We only share before and after photos, for example on social media, when you have signed our consent form for that use.
How we protect your information
- Your information is only held in our approved patient software: Dentally for your records, Seazona for lab work, Go High Level for appointments and messages, and Heidi for clinical notes.
- We choose providers that meet GDPR standards and have data protection agreements in place with us.
- Some providers may store information outside the European Economic Area, for example in the UK or the US. When this happens, your information is protected to the same standard as in Ireland, using safeguards approved by the European Commission.
- We do not use AI to make decisions about you on its own. A person always reviews the information and makes the decision.
- Every team member completes AI and data protection training before using our AI tools, with a refresher each year.
Your choices and your rights
You are always in control of how we use AI in your care. You can:
- ask to speak to a person on the phone, by text, email or web chat
- ask that Heidi is not used in your appointment
- ask for a copy of the information we hold about you, or ask us to correct it
- object to how we use your information
- complain to the Data Protection Commission at www.dataprotection.ie
Our Privacy Policy explains your rights in more detail.
The law we follow
We follow GDPR, the Data Protection Acts 1988 to 2018, and the EU Artificial Intelligence Act as it comes into force in Ireland. We review this page every year, and whenever we bring in a new AI tool.
Any questions?
If you have a question about how we use AI, or a request about your information, email us at clinics@dentaltech.ie or speak to any member of our team.