1. Who operates Voicelabs Dental
Voicelabs Dental is operated by Voicelabs, registered with the Dutch Chamber of Commerce under number 73320455. Our business address is Huijgenspark 36D, 2515 BA Den Haag.
This Privacy Policy explains how Voicelabs handles personal data when you visit our website, request a demo, contact us, or use Voicelabs Dental through a dental practice that is our customer.
2. Controller and processor roles
For website visits, demo requests, sales contact, support, contracts and billing, Voicelabs is usually the controller.
When a dental practice uses Voicelabs Dental for patients, that practice is usually the controller and Voicelabs acts as processor under the practice's documented instructions and data processing agreement.
3. Data we process and where it comes from
Depending on the situation, we process data that you provide directly, data provided by a customer dental practice, and technical data generated when our website or service is used.
- identity and contact details such as name, work email, phone number, practice name and role
- website and analytics data such as device, browser, pages visited, approximate location and referral source
- demo, sales and support information submitted through forms, email, phone, WhatsApp or meetings
- patient communication data processed for customer practices, such as call content, messages, appointment details, recall or reminder status and limited health or urgency context where provided for scheduling or triage
- account, configuration, billing, contract, security log and integration data needed to provide and protect the service
4. Purposes and legal bases
We use personal data only where we have a valid purpose and legal basis under the GDPR, including:
- responding to enquiries, scheduling demos and taking pre-contractual steps
- performing contracts, onboarding customers and providing support
- delivering AI reception, scheduling, reminders, recall, follow-up and workflow automation for customer practices
- securing the platform, preventing abuse, debugging incidents and maintaining service reliability
- improving product quality, reporting and operational performance where this is compatible with the original purpose or based on appropriate safeguards
- administering contracts, invoices and legal obligations
The legal bases are usually performance of a contract, steps before entering into a contract, legitimate interests, consent where required, or compliance with legal obligations.
5. Dental-practice and patient data
For patient-related workflows, the dental practice remains responsible for the lawful basis, patient notices, practice-specific retention rules, clinical decisions and any required consent or opt-out handling.
Voicelabs Dental supports communication and operations. It does not replace a dentist's clinical judgement and is not used to make solely automated decisions with legal or similarly significant effects for patients.
6. Sharing, subprocessors and transfers
We use trusted service providers where necessary for hosting, telephony, messaging, email, analytics, support, security, CRM, billing and AI functionality. They receive only the data needed for their function and must protect it contractually.
We do not sell personal data. If personal data is transferred outside the EEA, we use appropriate safeguards such as adequacy decisions, standard contractual clauses or equivalent vendor transfer mechanisms where required.
7. Retention
We keep personal data only for as long as needed for the purpose for which it was collected, unless a contract or legal duty requires a different period.
- website and demo leads: normally up to 24 months after the last meaningful contact
- contracts, invoices and administration: normally 7 years where Dutch tax retention rules apply
- support, meeting and sales records: normally up to 24 months after the matter is closed
- customer workspace and patient workflow data: during the customer relationship and then deleted or returned according to the data processing agreement, unless lawful retention is required
- security logs and backups: retained for limited operational periods and overwritten on normal backup cycles
8. Security
We use organisational and technical measures appropriate to the risk, including access controls, encryption where supported by the relevant systems, logging, vendor review, least-privilege access and secure development practices.
No online service can guarantee absolute security. If a personal data breach occurs, we assess it and notify affected controllers or authorities where required by law.
9. Your rights and complaints
Depending on the situation, you may have the right to access, correct, delete, restrict or object to processing of your personal data, to request portability, and to withdraw consent where processing is based on consent.
If we process your data on behalf of a dental practice, we may refer your request to that practice as controller. You also have the right to lodge a complaint with the Dutch Data Protection Authority or your local supervisory authority.
10. Contact and updates
For privacy questions or requests, contact us at hello@voicelabs.dental.
We may update this Privacy Policy from time to time. The latest version is always posted at https://www.voicelabs.dental/nl/privacy-policy.