01 Who we are
Theia is practice-management software for dental clinics and dental labs, made by Dr. Ahmed Nabil. It was called DentaFlow until October 2026. This policy covers this website, the online service at app.theia-dent.com (and its earlier address, app.dentaflow.space), Theia installed on a clinic’s or lab’s own computer, and the Theia phone app.
02 The clinic decides, Theia carries it out
Patient records belong to the clinic or lab that enters them. The clinic is responsible for its patients’ information (it is the controller); Theia stores and processes that information on the clinic’s behalf (as a processor) and only to run the service the clinic uses.
03 What is kept
- Staff accounts: name, email, phone, role and rights. Passwords are stored only as a one-way hash.
- Patient records entered by the clinic: contact details, date of birth, medical history and allergies, dental and perio charts, treatment plans and visits, X-rays and photos, notes, prescriptions, invoices and payments.
- Lab cases: the clinic and dentist, the patient’s name, the work, the shade, scans, photos and the prescription.
- Attendance, when the clinic or lab uses it: check-in and check-out times, and, if switched on in its settings, a photo at check-in, a face template made on the device, and the position at the moment of a phone check-in.
- Messages the clinic sends its patients, such as reminders and confirmations.
04 Where it is kept
- Theia on the clinic’s computer: everything stays on that computer and in the backup folder the clinic chooses. Theia, the company, does not receive it.
- Theia online: on Theia’s server at DigitalOcean in Frankfurt, Germany. Every connection uses HTTPS, and the database is backed up on the server.
- The phone app connects to the clinic’s Theia, on its computer or online, and keeps only its settings and the sign-in on the phone.
05 Services that see some of it
- Anthropic (Claude): only when the clinic adds an AI key and uses the copilot, AI drafting, AI case intake or stock by photo. The question and the records needed to answer it are sent from Theia’s server, only to produce that answer.
- WhatsApp and SMS: messages go out through the clinic’s own WhatsApp, through WhatsApp’s business service if the clinic connects it, or through the SMS provider the clinic chooses.
- Dictation: dictating in the web screens uses the browser’s own speech recognition; in Chrome and Edge the browser’s maker processes that audio. The voice endodontic chart is transcribed on the clinic’s own Theia server, and its audio is not kept.
06 What Theia does not do
No advertising, no selling or renting of data, no tracking or analytics in the apps or on this website. This website sets no cookies; the online service uses a cookie to keep you signed in.
07 Patients
To see, correct or remove your record, ask your clinic: it can do this in Theia, or ask us to. Records of children are entered by their clinic, with a parent or guardian.
08 How long it is kept
Records are kept while the clinic or lab uses Theia. A clinic or lab can ask us at any time for a copy of its data or to close its account and delete its data.
09 Security
Each clinic sees only its own records. Staff see only the parts their role allows, and changes are logged. Online, every connection is encrypted with HTTPS.
10 Changes
When this policy changes, the new version is posted on this page with its date.
11 Contact
Questions about privacy, or requests about a clinic’s data: dahmednabil@icloud.com.