How we handle your data.

Voicelabs Dental is an AI-native operating layer for dental practices. We provide website experiences, AI reception, calendar automation, reminders, recall flows, follow-up journeys, and related platform services.

This Privacy Policy explains how Voicelabs B.V. handles personal data when you visit our website, request a demo, contact us, or use Voicelabs Dental through one of our customer organisations.

When we process data on behalf of a dental practice using Voicelabs Dental, that practice is usually the data controller and Voicelabs acts as a processor under its instructions.

When you interact directly with our website, sales team, or marketing systems, Voicelabs B.V. acts as the controller for that personal data.

Depending on the interaction, we may collect:

• identity and contact details such as name, work email, phone number, and company
• website and analytics data such as device, browser, pages visited, and referral source
• demo request and support information you submit through forms, email, or phone
• call, message, booking, reminder, recall, and follow-up data processed for our customers
• account, billing, workspace, and configuration data required to provide our services

We use personal data to operate, secure, and improve Voicelabs Dental, including to:

• respond to enquiries, schedule demos, and provide onboarding or support
• deliver AI reception, reminders, recall, messaging, and workflow automation
• manage accounts, contracts, invoicing, and service communications
• monitor reliability, prevent abuse, and protect the platform
• improve product quality, reporting, and operational performance
• comply with legal obligations and enforce our agreements

Where GDPR applies, we typically rely on one or more of these legal bases:

• performance of a contract or steps taken before entering into a contract
• legitimate interests in operating, securing, and improving our services
• consent, where this is specifically required
• compliance with legal or regulatory obligations

We may share data with trusted subprocessors and infrastructure providers where necessary to run Voicelabs Dental, such as hosting, telephony, messaging, analytics, customer support, and AI model providers.

These parties only receive data needed for their function and are contractually required to protect it. We do not sell personal data.

We keep personal data only for as long as necessary for the purposes described above, including contractual, operational, security, and legal requirements.

Retention periods may differ between website leads, support records, billing data, and customer workspace data. Where possible, we delete or anonymise data after the retention need ends.

We use organisational and technical measures designed to protect personal data, including access controls, encryption where appropriate, logging, vendor controls, and secure development practices.

If data is transferred outside the EEA or UK, we use appropriate safeguards such as contractual protections and vendor transfer mechanisms where required.

Subject to applicable law, you may have rights to access, correct, delete, restrict, or object to the processing of your personal data, and to request data portability.

If we process data on behalf of a dental practice, we may direct your request to that organisation as the primary controller.

For privacy questions or requests, contact us at hello@voicelabs.dental.

We may update this Privacy Policy from time to time. The latest version will always be posted on this page.