Introduction
Clinic OS is dental clinic operations software operated by ZAIXOS. It helps clinics run scheduling, patient records, billing workflows, team access, and related workspace tools. This Privacy Policy explains how we collect, use, store, share, and protect information when you visit https://clinic.zaixos.com, create a ZAIXOS Account, use a clinic workspace, or contact us (collectively, the "Service").
Clinic OS is software for clinic operations. It is not a medical service, medical advice, diagnosis, treatment, medical device, or healthcare provider operated by ZAIXOS.
This policy applies to visitors, account holders, clinic staff invited to a workspace, and anyone who interacts with the Service. Separate privacy policies apply to the ZAIXOS corporate website and to other ZAIXOS products. If you do not agree with this policy, please do not use the Service.
For privacy questions or requests, contact us at hello@zaixos.com. Include the email address associated with your ZAIXOS Account if you have one.
Information We Collect
We collect only what is reasonably necessary to operate the Service, provide support, bill subscriptions, enforce plan limits, and maintain security.
A. Account information
When you create or sign in to an account, we process information such as name, email address, account identifiers, authentication data, interface language, plan assignment, and account status. Authentication and primary account credentials are handled through ZAIXOS Account. Clinic OS receives the details needed to establish your session and operate your clinic workspace.
B. Clinic and workspace information
- Clinic name, country or market profile, and workspace settings
- Staff names, roles, and invitations you add to the workspace
- Support, contact, demo, and affiliate messages you send to us
C. Customer records you enter
If you use Clinic OS to run a clinic, you and your staff may enter operational records such as patient contact details, appointments, treatment notes, invoices, and related files. ZAIXOS does not collect those records independently. You decide what to enter. See the roles section below.
D. Usage and technical information
- Feature usage, workspace activity, and plan-limit records
- IP address, browser type, operating system, and device information
- Request metadata, server logs, session identifiers, and timestamps
E. Payment information
Paid Clinic OS subscriptions are billed through ZAIXOS Account. Checkout and payment processing are handled by Paddle.com as Merchant of Record. ZAIXOS does not store full payment card numbers in the Clinic OS application. We may retain billing records such as subscription status, plan, payment status, amount, currency, and transaction references needed for billing support and accounting.
Roles and Clinic Records
For SaaS account, website, and billing data, ZAIXOS is the controller. For patient and clinic operational records that you enter in your workspace, you (the clinic customer) are the controller. ZAIXOS processes those records only to provide, secure, and support the Service.
You are responsible for having a lawful basis to enter personal information about patients, staff, and other individuals; for notices and consents required in your jurisdiction; and for how you use the software in clinical practice. ZAIXOS does not make clinical decisions and does not act as your healthcare provider.
How We Use Information
We use the information described above to:
- Provide, operate, and maintain the Service and clinic workspaces
- Manage accounts, invitations, plan limits, and preferences
- Process subscriptions and billing support through ZAIXOS Account and Paddle
- Respond to support, demo, contact, and affiliate requests
- Maintain security, prevent abuse, and detect unauthorized activity
- Improve reliability, troubleshoot errors, and protect the Service
- Comply with legal obligations and enforce our Terms of Service
We do not sell your personal information. We do not use clinic patient records to train public AI models or to market unrelated products.
Legal Bases
Where required by applicable law (including GDPR where it applies), we process personal information on one or more of the following bases:
- Contract: to provide the Service you request and to manage your subscription
- Legitimate interests: to operate, secure, and improve the Service in ways that do not override your rights
- Consent: where we rely on consent for optional cookies or similar technologies
- Legal obligation: where we must retain or disclose information to comply with law
Third-Party Services and Processors
We rely on trusted third-party services to operate Clinic OS. These providers handle information only as needed to perform services on our behalf or as otherwise described below.
| Provider / category | Role | Information that may be processed |
|---|---|---|
| ZAIXOS Account / identity platform | Authentication and account sign-in | Name, email, account identifiers, and authentication/session data |
| Paddle.com (Merchant of Record, via ZAIXOS Account) | Subscription checkout, tax, invoicing, and returns | Billing details, payment status, and transaction references; card data is handled by Paddle, not stored in full by Clinic OS |
| Hosting and infrastructure providers | Application hosting, storage, and operations | Account data, workspace data, and information needed to run the Service |
| Email and support tooling | Transactional email and support tickets | Contact details and message content you send |
Optional payment integrations a clinic may connect for collecting patient payments (for example a clinic-side card provider) are separate from Clinic OS SaaS subscription billing. Those integrations are between the clinic and that provider. ZAIXOS is not a payment processor for clinic-to-patient payments or for Clinic OS subscriptions.
We require service providers to handle information under appropriate contractual and security obligations, subject to their own terms and policies where applicable.
Data Retention
We retain information only for as long as reasonably necessary for the purposes described in this policy, subject to applicable legal, accounting, security, and operational requirements.
| Category | Retention approach |
|---|---|
| Account and workspace data | Retained while your account is active and as needed thereafter for support, billing, security, or legal purposes |
| Clinic operational records you enter | Retained in your workspace until you delete them or your workspace is removed, unless longer retention is required by law or backups |
| Billing and payment records | Retained as needed for subscription management, accounting, tax, and dispute resolution |
| Support communications | Retained as needed to respond to and document support requests |
| Security and server logs | Retained for a limited period appropriate for security monitoring and troubleshooting |
Data Security
We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. Measures relevant to the current Service include encrypted transport (HTTPS/TLS), clinic-scoped tenancy, role-based access, authentication controls, and audit trails on critical actions.
No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work to maintain safeguards appropriate to the nature of the Service. For a shorter summary, see our Security page.
Data Sharing
We do not sell your personal information. We may share information in the following circumstances:
- With service providers and partners that help us operate the Service
- With Paddle.com to handle subscriptions, tax, invoicing, and returns
- When required by law, regulation, legal process, or governmental request
- To protect the rights, safety, and security of ZAIXOS, our users, or others
- In connection with a merger, acquisition, financing, or sale of assets, subject to appropriate protections
International Data Transfers
Because ZAIXOS may operate internationally, your information may be handled in countries other than the one where you live. Those countries may have data protection laws that differ from the laws in your jurisdiction.
Where required by applicable law, we implement appropriate safeguards for international transfers. If you have questions about how international handling applies to your use of the Service, contact us at hello@zaixos.com.
Your Privacy Rights
Depending on where you live and applicable law, you may have rights regarding your personal information, which may include the right to access, correct, delete, restrict, object to, or receive a copy of certain information, and to withdraw consent where processing is based on consent. You may also have the right to lodge a complaint with a supervisory authority.
Patients and other individuals whose information a clinic entered in a workspace should contact that clinic first. ZAIXOS can assist the clinic customer with verified workspace requests where we act as processor.
To exercise privacy rights about your ZAIXOS Account or this product website, contact us at hello@zaixos.com with enough information for us to verify your request.
Account Deletion
To request deletion of your account and associated personal information, contact us at hello@zaixos.com or through our Contact page. We will process verified deletion requests in accordance with applicable law and our retention requirements. Some information may be retained where necessary for billing, tax, security, fraud prevention, or legal compliance.
Children's Privacy
The Service is intended for clinics and other organizations that can enter into a binding agreement. It is not directed to children, and we do not knowingly collect personal information from children as end users of the product website or SaaS accounts.
A clinic may enter information about minors as patients in the ordinary course of dental practice. That processing is the clinic customer's responsibility as controller.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. If we make material changes, we may provide additional notice where appropriate, such as through the Service or by email.
Your continued use of the Service after an updated policy becomes effective means you acknowledge the updated policy, except where applicable law requires a different form of consent.
Contact
Privacy questions or requests?
Email: hello@zaixos.com
Product website: https://clinic.zaixos.com
Company: https://zaixos.com
Billing privacy questions related to checkout may also be directed to Paddle.com, the Merchant of Record for Clinic OS subscription orders.