This policy explains what personal data TandAPI processes, why, who receives it and what rights you have. TandAPI is a platform on which dental clinics, medical specialists and patients upload and review dental panoramic X-rays (OPG), receive an AI-assisted analysis, and book appointments. Much of the data on the platform is health data, which the law treats with extra care, so please read the sections on health data and on who receives it.
Who is responsible for your data
For your account, the website and the analyses you request yourself, the controller is TandAPI ([legal entity name, address and Chamber of Commerce number to be completed]), reachable at info@tandapi.nl.
When a clinic uses TandAPI for its own patients, the clinic decides why and how that patient's data is used and is the controller of it; TandAPI then acts as its processor. Questions about a clinic's own records go to that clinic first.
What we process, why, and on what basis
- Account data - your name, e-mail address, phone number, language and the credentials you sign in with. We use it to give you the service you asked for (performance of a contract).
- Health data - the radiographs you or your clinic upload, the AI analysis of them, the opinion of a specialist, and the age, sex and relevant medical history entered with a radiograph. This is special-category data. We process it only with your explicit consent (Article 9(2)(a) GDPR), or, when a clinic uploads it, on the clinic's instructions and basis. You can withdraw consent at any time; withdrawing does not undo processing that already happened, and a radiograph already reviewed cannot be un-reviewed.
- Patient file - each clinic you register with keeps a file about you, made by you or by the clinic's front desk: your name, date of birth, sex, address, phone number, e-mail address, occupation and an identity number (a national code, a BSN, or a passport or other number). The clinic is the controller of that file. The identity number is stored encrypted and shown masked, and every time a staff member reads it the platform logs who did. Medical questionnaire - before a booking a clinic may ask whether you have a disease (followed by a short questionnaire whose answers give the dentist information, not a diagnosis), which medication you take and whether you have an allergy. This is health data; it is stored encrypted, read only by the clinic's therapists and admins, and every reading is logged. The clinic can invite you by e-mail or SMS to take over a file it made for you; the message holds only the clinic's name and a link that works once.
- Appointment data - the clinic, service and time you book, reminders sent to you, and any deposit and cancellation terms you accepted (contract).
- Payment data - deposits and fees are paid through the payment provider of the clinic you pay. We receive the payment status and a reference, not your card or bank details.
- Specialist verification data - for medical specialists: registration numbers (for example a BIG number or a medical council number), degree and identity documents, used only to verify that a person may give a professional opinion (legitimate interests and legal obligations of safe care).
- Clinic registration data - if you register a clinic: the clinic's name and web address, its country, the contact person, the phone numbers of its management, the version of the terms you accepted and when, and the documents you choose to send (for example an extract of the business register, a licence to run the practice, an identity document of the manager). We use it to decide whether the clinic may be used on the platform and to reach its management (steps taken at your request, and our legitimate interest in knowing who uses the platform). The documents are stored encrypted, are read only by TandAPI's reviewers, and every reading is logged.
- Messages - what you send through the contact form or to a specialist, so we can answer (steps taken at your request).
- Technical data - IP address, device and browser, time zone and error logs, to keep the service working and secure (legitimate interests). Logs never contain radiographs or the content of an analysis.
We do not sell personal data, and we do not use it to make automated decisions that have legal or similarly significant effects on you. The AI analysis is a screening aid that a specialist can review; it is not a diagnosis.
Who receives your data
- The clinic you choose - sees the data you share with it. A radiograph is shared with a clinic only by you or by that clinic's own staff. Inside a clinic the front desk sees your identity and contact details, and the therapists and admins also see your medical answers.
- Medical specialists - when a radiograph is sent for review, the specialist sees the image, the AI result and the age, sex and relevant history, under a case number. They do not see your name or contact details. Access ends when the review is completed.
- AI providers - the radiograph is sent, without your name or any identifier and with its metadata removed, to the AI provider configured for the service (currently OpenAI or Anthropic) to produce the analysis. Each is bound by a data processing agreement, and we use the settings that keep the provider from retaining or training on the data where the provider offers them.
- Payment providers - Mollie or Stripe, depending on the clinic or on TandAPI's own subscriptions.
- Infrastructure providers - hosting and storage, e-mail and text-message delivery, a content delivery network, error monitoring and a captcha service. Each processes data only on our instructions.
Some of these providers are based outside the European Economic Area. Where that is so, the transfer relies on the safeguards the GDPR allows, such as the European Commission's standard contractual clauses or an adequacy decision.
How long we keep it
We keep your account while it exists. A patient file belongs to the clinic's records, which the clinic has to keep for as long as the law requires (in the Netherlands usually 20 years after the last treatment): deleting your account unlinks the file from it and does not delete the file, and you can ask the clinic to delete it once that period is over. Radiographs, analyses and specialist opinions are kept until you delete them or close your account, [retention period to be confirmed], after which they are erased from our systems and backups within a reasonable period. A clinic's records may be subject to the clinic's own legal retention duty. Verification documents of specialists are deleted [period to be confirmed] after the decision; we keep only the verified number and the date. The files sent with a clinic's registration are deleted automatically 180 days after the decision on it (or after the registration was made, if nobody decided it); the registration itself stays as long as the clinic exists. A registration whose e-mail address is never confirmed is deleted together with the unconfirmed account and the inactive clinic it created.
Your rights
You have the right to access your data, have it corrected or erased, restrict or object to its processing, receive it in a portable format, and withdraw consent at any time. Much of this you can do yourself in your account settings; for the rest, write to info@tandapi.nl and we will answer within one month. You also have the right to lodge a complaint with your data protection authority; in the Netherlands that is the Autoriteit Persoonsgegevens.
Security
Radiographs are stored in a private, access-controlled location, never in publicly cached storage, and every access to one is logged. Data is encrypted in transit, and sensitive data at rest. Access for staff and specialists is limited to what the task needs.
Cookies and local storage
We store on your device only what the service needs to work: your sign-in, and your language and theme choices. Anything else, such as advertising, waits until you agree, and you can change your choice at any time under privacy settings.
Children
TandAPI is not directed at children under 16. A parent or guardian must give consent for them.
Changes
If this policy changes in a way that matters to you, we will tell you before it takes effect. The date at the top shows the latest version.
Contact
Questions about this policy or about your data: info@tandapi.nl.