RDH OnePrivacy policy
RDH One is charting software for dental hygienists and dentists. It is operated by 1001613716 Ontario Inc., operating as webfaCeMEdia, in Ontario, Canada ("we"). This policy covers the RDH One apps for Mac, Windows, iPhone, iPad and Android, the web app at app.rdhone.com, and this website.
Who is responsible for patient information
The dental clinic that uses RDH One is the health information custodian for its patients under Ontario's Personal Health Information Protection Act (PHIPA). We act for the clinic as its agent and electronic service provider. We use patient information only to run RDH One for that clinic, and never for any other purpose.
Patients who want to see, correct or ask questions about their records should contact their clinic. We help clinics answer those requests.
What we collect
- Staff accounts: name, email address, role in the clinic, and, when a clinic requests access, the profession and registration details used to check it.
- Patient records entered by the clinic: first name, last initial, chart number, year of birth if entered, hygiene index scores by sextant, visit dates, notes and late entries.
- Access log: which staff member viewed, printed or exported which patient's record, and when. This is the clinic's audit trail.
- Technical data: IP addresses in server logs and for limiting repeated sign-up attempts.
The RDH One apps contain no advertising and no analytics or tracking code. This website counts page visits and downloads with our own analytics service. That data is not linked to clinic or patient records.
Where it is kept
- RDH One cloud: records are stored on servers in Toronto, Canada, and backed up to servers in Toronto.
- On-site edition: patient records stay on a computer in the clinic and never reach our servers. That server contacts us only to check its licence, keep its local network address and security certificate current, and send staff emails.
Who else handles it
Account emails (invitations, password resets, access decisions) are sent through SendGrid, an email delivery service operated by Twilio in the United States. These emails contain staff names and email addresses, never patient records. We do not sell, rent or share personal information with anyone for marketing, and we do not use it to train AI models.
How it is protected
- Encryption in transit for every connection, including on-site servers on the clinic network.
- Each clinic sees only its own records. Staff roles limit what front desk staff can change.
- Assessments lock at the end of the visit day; later changes are dated late entries with a reason.
- An unattended screen signs out after 10 minutes. The patient view needs a staff hold to exit.
- New clinics are approved by our team after a registration check.
If a breach affects a clinic's information, we tell the clinic without delay so it can meet its notification duties under PHIPA.
How long it is kept
Records are kept while the clinic's account is open, because clinics must keep clinical records for the periods their regulators set. When a clinic closes its account, it can export every record first. After the clinic confirms, we delete the clinic, its staff sign-ins and its patient records within 30 days. Backup copies expire on our backup schedule.
See Delete an account for the steps.
Contact
Questions or requests: support@rdhone.com. We may update this policy; the effective date above changes when we do.