Is AI dental note software secure?
The eight questions that tell you whether an AI note tool is safe for patient data, and Chairscribe’s honest answers to each one.
Applies to: Any practice
AI dental note software can be secure, but it is not secure by default. The difference is in the architecture: whether audio is stored, where data is hosted, whether your data trains AI models, and who processes it. Ask the eight questions below of any vendor, including us, before patient data goes anywhere near the tool.
Why the caution is justified
An appointment recording is health information: symptoms, history, medications, sometimes finances and family details. Under the Privacy Act your practice is responsible for protecting it, including when a software vendor processes it on your behalf. “The vendor said it was fine” is not a defence, so the questions below are yours to ask.
The eight questions to ask any vendor
1. Is the audio stored?
The recording is the most sensitive artefact in the whole pipeline. The best answer is that audio is processed and immediately deleted, so there is no library of patient conversations to breach.
2. Where is the data hosted?
Data hosted in Australia stays under Australian law and keeps your Privacy Act story simple. Offshore hosting is not automatically unlawful, but it adds obligations and risk you have to manage.
3. Is my data used to train AI models?
The answer must be no, in writing. Consumer AI tools often train on what you give them, which is one reason a general-purpose chatbot is the wrong place for clinical notes.
4. Who processes the data?
AI scribes typically use specialist providers for transcription and drafting. A trustworthy vendor names its providers and holds them to strict data agreements. Vague answers here are a red flag.
5. Is the data encrypted?
The baseline is encryption in transit (TLS) and at rest (AES-256). Anything less is below the standard your bank met a decade ago.
6. Who can access it?
Your notes should be visible to you, not to other practices, and vendor staff access should be limited and logged.
7. Can I get my data out, and can I delete it?
You must be able to export your notes, because retention obligations outlive any subscription; see how long to keep dental records in Australia. Deletion on request should be equally clear.
8. What certifications or frameworks apply?
Ask what the vendor can actually evidence: certifications, audits, or a plain-language security page. Honest vendors tell you what they have and what they do not, and never wave a compliance acronym they cannot back. If you practise in the US, this is where you would ask about HIPAA and a business associate agreement.
How Chairscribe answers these
| Question | Chairscribe’s answer |
|---|---|
| Audio stored? | No. Processed in real time, deleted immediately. |
| Hosting | Data hosted in Australia. |
| Trains AI models? | Never. Our providers are barred from training on your data. |
| Processors | Vetted AI providers under strict data agreements, listed in our privacy policy. |
| Encryption | AES-256 at rest, TLS in transit. |
| Access | Your notes are yours. They are not shared across practices. |
| Export and deletion | Notes are pasted into your practice software as you go, and you can request deletion of your data. |
| Certifications | We publish exactly how the system works on our security page rather than leaning on acronyms. Ask us anything at support@chairscribe.com. |
Chairscribe is an AI dental scribe built by dentists who had to satisfy themselves on every question above before using it on their own patients. Start scribing, or read how we keep data safe first.