Last updated: September 4, 2026
DOMx Online is a service of Specialized Office Systems Inc., a British Columbia corporation (“we”, “us”, “our”). This policy describes how we collect, use, and protect personal information when you use DOMx Online, the DOMx Mobile app, and our websites (domxonline.com, denturistsoftware.com and related subdomains).
The similarly named British Columbia and Oregon corporations are separate legal persons. Only Specialized Office Systems Inc. (BC) is the entity providing DOMx to Canadian clinics and the entity responsible for the practices described in this policy.
For clinics that use DOMx to process patient and clinic information, that processing is governed by the DOMx Canada Software Subscription and Information Management Agreement (the “Agreement”), including its Schedule A (Canadian Information Management and Privacy Terms). Under that Agreement, the clinic remains the custodian, trustee, organization or controller of patient information, and we act as its information manager, service provider or agent.
If this Privacy Policy conflicts with the Agreement concerning patient or clinic information processed on behalf of a healthcare customer, the Agreement prevails.
This policy is directed at:
Patients of a clinic that uses DOMx should direct privacy requests (access, correction, complaint) to their clinic, which is the custodian of their health information. We will refer patient requests we receive to the clinic and notify the clinic, as described in Schedule A of the Agreement.
If you opt in to text-message sign-in verification, we use your mobile phone number solely to send you sign-in verification codes. Message frequency varies with how often you sign in. Message and data rates may apply. You can opt out at any time by replying STOP to any message or by choosing a different verification method in DOMx Online; reply HELP for help.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except as required to deliver the messages through our SMS service provider or as required by law.
DOMx Mobile is the phone app for clinic staff. It shows your schedule and patient files, and it can add photos and dictated progress notes to a patient’s chart. It is not for patients, and it is not available to the public — a clinic administrator has to enrol your handset before it will work.
Everything the app shows or files — appointments, patient records, photos, and notes — travels between the app and your clinic’s own DOMx system. That information belongs to your clinic, and we process it on the clinic’s behalf.
AI Scribe records a visit, transcribes it, and turns the transcript into a draft note in your clinic’s format. AI Scribe is a subscribed DOMx service. We act as information manager for the audio, transcript and draft note, and we process them using subprocessors we select — including Microsoft Azure — under contractual privacy and security obligations.
Our production environment for identifiable Canadian patient information is designed to use Microsoft Azure services deployed in Canada, subject to the exceptions described in the Agreement (necessary network transmission, disaster recovery, security operations and legally compelled access). We will not describe a Global AI deployment as Canada-only processing. If a clinic enables an optional feature that would routinely process identifiable Canadian patient information outside Canada, that different processing will be described before use.
Audio submitted to AI Scribe is transient and is not retained after processing, unless the clinic deliberately enables a separately documented retention feature or temporary retention is necessary to investigate an incident as permitted by law. Transcripts and approved notes may be retained as part of the clinic’s data according to the clinic’s settings and legal obligations.
Your prompts, audio, transcripts and outputs are not used by us or our model providers to train public or foundation AI models, and we do not submit identifiable patient information through public consumer AI accounts.
The clinic is responsible for providing the notices and obtaining and documenting the consents required when a patient conversation is recorded or listened to by AI Scribe. AI Scribe output is assistive only; the treating professional must review, correct and approve each AI-generated note before relying on it for patient care, billing or recordkeeping.
The app reports crashes and errors to a diagnostic service so we can find and fix faults. These reports describe what the software was doing when it failed — the error, the screen, the app version, and the device model and operating system. They are not used to advertise to you or to identify you to anyone else, and they are filtered before they are sent, so that patient information stays out of them.
Our public websites use only the cookies and similar technologies needed to operate the site, remember your preferences, and measure aggregate site usage. We do not use these sites to build advertising profiles about you or to track you across other apps or websites. Where required by law (including Quebec’s Act respecting the protection of personal information in the private sector, as amended by Law 25), non-essential technologies are only used with your consent, which you can withdraw at any time through your browser settings or any cookie preference control we provide.
We do not sell your information, we do not use it for advertising, and we do not track you across other apps or websites. We do not use identifiable patient information to train public or foundation AI models.
We share personal information only with service providers and subprocessors that help us operate DOMx Online (such as Microsoft Azure hosting, email delivery, SMS delivery, and diagnostic services), under contractual obligations of confidentiality and privacy, or when required by law. Current information about material subprocessors is available on request as described in the Agreement.
We maintain reasonable and appropriate administrative, technical and physical safeguards based on the sensitivity of the information, including access controls, authentication, encryption in transit and at rest where supported, logging, workforce confidentiality, vulnerability and patch management, backup controls, and incident response. Two-factor authentication is required for DOMx Online sign-in.
We retain personal information only as long as needed to provide the service or as required by law. Patient records are retained according to the clinic’s settings and its legal recordkeeping obligations.
If you are a clinic user, you may access or update your account information in DOMx Online, change your sign-in verification method at any time, or contact us to request correction or deletion of your personal information, subject to our obligations to your clinic and applicable law.
If you are a patient of a clinic that uses DOMx, please direct access, correction and complaint requests to your clinic. We will refer any such request we receive to the clinic and notify the clinic.
You also have the right to complain to a privacy regulator. Depending on where you live, the relevant regulator may include the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, the Commission d’accès à l’information du Québec, the Manitoba Ombudsman, the Saskatchewan Information and Privacy Commissioner, or the equivalent commissioner in your province or territory.
Material changes will be identified by an updated “Last updated” date and, where appropriate, described in the product or by direct notice. A material reduction in privacy or security protection will not apply retroactively without legally sufficient notice and consent.
Specialized Office Systems Inc.
Privacy contact: support@specializedoffice.com