Privacy Policy

Vital Frame is operated by [registered company name], [registered address] (“we”, “us”). We provide clinical photo enhancement and AI-generated visuals for dentists, clinics and healthcare teams.

For your account and contact details we act as the data controller. For any patient information contained in images you upload, your clinic is the controller and we act on your instructions as a processor (see section 4).

• Account details — your name, email address, phone number (if provided) and password (stored only in hashed form by our authentication provider).
• Clinic details — your organisation’s name and the people who belong to it.
• Project content — briefs, instructions, notes, and the images and files you upload, plus the drafts and final files we deliver.
• Payment records — amounts, status and dates. Card details are entered on our payment provider’s secure page and never reach our servers.
• Technical data — the minimum needed to keep you signed in and the service secure, such as session cookies and server logs.

• To create and manage your account and your clinic’s workspace.
• To process your projects, produce your visuals, deliver drafts and handle revisions.
• To process payments and keep financial records.
• To send service emails — for example when a payment is received or a draft is ready.
• To protect the service against abuse, such as rate-limiting repeated sign-in attempts.

We do not sell personal data, use it for advertising, or use your uploaded images to train AI models. We use them only to deliver the work you have requested.

Images you upload may show patients. Before uploading, you confirm that you are authorised to share them and that you hold any consent your patients and local regulations require.

• Wherever possible, remove names, faces and other identifying details that are not needed.
• We process these images only to carry out your project, and only our assigned team can see them.
• We never publish your images or use them in our portfolio without your written permission.

We rely on a small number of service providers who process data on our behalf:

• Supabase — database, sign-in and private file storage.
• Netlify — website hosting.
• Stripe — card payments, where card payment is offered.
• Resend — delivery of service emails.

These providers may store data outside your country. We only share what each one needs, and we may disclose information where the law requires it.

• Uploaded files are kept in private storage and are never publicly accessible.
• Files are opened through secure links that expire after a short time.
• Access is limited to members of your clinic and the team assigned to your project.
• All traffic to the site is encrypted in transit (HTTPS).

We keep account and project information while your account is active so you can access past projects and files. Unsubmitted drafts you delete are removed together with their uploads. When you close your account we delete or anonymise your data, except records we must keep for legal or accounting purposes.

Depending on where you are, you may have the right to access, correct, delete or export your personal data, and to object to or restrict how we use it. You can update most details yourself in your account. For anything else, contact us at [contact email to be confirmed]. If a request concerns patient data in your images, we will work with your clinic as the controller.

We use only the cookies needed to keep you signed in. See our Cookie Policy for details.

We may update this policy as the service changes, and will show the new date at the top of this page. Questions about privacy? Contact us at [contact email to be confirmed].