Privacy Notice

Who we are

iDentiCal Sync is operated by Walker IT Support, a sole-trader business registered in the United Kingdom. Walker IT Support is the data controller in respect of this website and our marketing communications, and a data processor in respect of practice data processed by the iDentiCal Sync software on your behalf.

• Trading name: Walker IT Support
• Registered address: 17 Chesters Gardens, Gateshead, Tyne & Wear, United Kingdom
• General contact: support@identicalsync.com
• Privacy contact: gdpr@identicalsync.com
• Website: https://identicalsync.com
• ICO registration number: Z2608112

If you have any questions about this notice or how iDentiCal Sync processes data, please contact us using the details above.

What iDentiCal does

iDentiCal Sync is a Windows application installed on a computer inside your practice. It reads scheduled appointments from your local OpenDental database and creates corresponding events in a Google Calendar that you nominate, so each provider can see their own schedule alongside their other commitments.

The software runs entirely on your own hardware under a Walker IT Support licence. We do not host your data on our servers and we do not have routine access to it.

What personal data we process

When you install and use iDentiCal Sync, the following categories of personal data flow through it:

• Patient appointment data — appointment date and time, status, duration pattern, procedure codes, and a reference to the patient whose appointment it is. This is read directly from your OpenDental database.
• Patient identifiers — depending on the title-format setting you choose, the calendar event title may contain a patient number, set of initials, or full name. The default setting is "anonymous" and only shows "Appointment" or "Appointment #1234" in the event title.
• Provider account information — the email address of the Google account that has authorised iDentiCal Sync to write to that provider's calendar.

Procedure-code information and appointment data may indicate that an individual is receiving dental treatment. For UK GDPR purposes this is treated as special category data (data concerning health) under Article 9.

We do not process patient names, addresses, dates of birth, contact details, financial information, or clinical notes from OpenDental. iDentiCal Sync queries only the fields needed to create a calendar event.

Google OAuth scopes we request

iDentiCal Sync requests the minimum set of Google OAuth scopes required to do its job. Each scope is explained below.

Scope	What it lets us do	Why we need it
calendar.events.owned	Create, update and delete only the events iDentiCal Sync has itself created.	Each event we create is tagged in extendedProperties.private with identical_managed = "1" plus a clinic and target identifier, so we only ever touch events we created. We deliberately use this narrower scope rather than calendar.events or calendar.
calendar.calendarlist.readonly	Read the user's list of subscribed calendars during setup.	So the user can pick which of their calendars should receive appointments, rather than having to type a calendar ID by hand. The list is fetched only during initial setup and is not retained.
userinfo.email	See the email address of the currently authorised Google account.	On every sync cycle we verify the authorising account still matches the configured account for that provider. This guards against accidentally pushing one dentist's appointments to another dentist's calendar.
openid	Identify the authorising user via Google's standard OpenID Connect flow.	Required by Google's recommended sign-in pattern when also requesting userinfo.email. Carries no additional access beyond a stable user identifier.

Google API Services User Data Policy — Limited Use disclosure

In particular, we confirm that:

• We only use Google user data to provide and improve the user-facing features of iDentiCal Sync that are visible to and prominent in the application's user interface — namely, synchronising OpenDental appointments to the user's chosen Google Calendar.
• We do not transfer Google user data to third parties except as necessary to provide or improve user-facing features, comply with applicable law, or as part of a merger, acquisition, or sale of assets with user notice.
• We do not use Google user data to serve advertisements, including retargeting, personalised, or interest-based advertising.
• We do not allow humans to read Google user data unless we have your explicit consent for specific messages, doing so is necessary for security purposes (such as investigating abuse), to comply with applicable law, or for operations where the data has been aggregated and anonymised.

How we handle Google user data

This section sets out, in one place, exactly how iDentiCal Sync accesses, uses, shares, stores, protects, retains, and deletes data obtained through Google APIs, in line with the Google API Services User Data Policy and the Google APIs Terms of Service. It restates information also given elsewhere in this notice, organised against the categories Google asks every developer to disclose.

Data accessed

Through the OAuth scopes listed above, and only those scopes, iDentiCal Sync accesses the following Google user data:

• Your Google account email address (via userinfo.email and openid) — the email address, and a stable user identifier, of the account that authorises the connection.
• Your calendar list (via calendar.calendarlist.readonly) — the names and identifiers of the calendars in your account, read so you can choose which one receives appointments.
• Calendar events created by iDentiCal Sync (via calendar.events.owned) — iDentiCal Sync can read, update, and delete only the events it created itself. It cannot access events created by you or by any other application.

iDentiCal Sync does not access your Gmail, Google Drive, Google Contacts, location, or any Google profile information beyond the email address described above.

Data usage

iDentiCal Sync uses the Google user data above for a single purpose: to operate the appointment-synchronisation feature that is the entire function of the application and is prominent in its user interface. Specifically, the email address is used on each cycle to confirm the authorising account still matches the account configured for that provider; the calendar list is used once during setup so you can pick a destination calendar; and the events scope is used to create, update, and remove the appointment events iDentiCal Sync manages. We do not use Google user data for advertising, profiling, credit assessment, lending, or to train AI or machine-learning models, and we do not use it for any purpose unrelated to providing the sync feature you have enabled.

Data sharing

iDentiCal Sync does not sell, rent, trade, or otherwise share Google user data with any third party. The application runs entirely on the practice's own computer and transmits data only to Google's own Calendar API in order to create the events you have asked it to create. Google user data is never sent to servers operated by Walker IT Support, nor to any advertising network, data broker, or analytics provider. The only circumstances in which Google user data could be disclosed are where required by applicable law or legal process, or in connection with a merger, acquisition, or sale of assets, in which case we would provide notice to affected users beforehand.

Data storage and protection

• The only Google user data stored at rest is (a) the OAuth refresh token for each connected account and (b) the mapping between OpenDental appointments and the Google Calendar event IDs that iDentiCal Sync created.
• Both are stored locally on the practice's own computer — never on Walker IT Support servers — and are encrypted at rest using the Windows Data Protection API (DPAPI) bound to the local machine account.
• Your Google account email address and calendar list are held only in volatile memory for the duration of a setup or sync operation and are not written to disk.
• All communication with Google APIs uses TLS 1.2 or higher, and log files are automatically redacted of tokens and identifiers before they are written.

Data retention and deletion

• The encrypted refresh token and appointment-to-event mapping are retained only for as long as iDentiCal Sync remains installed and the account remains connected; they are deleted when you disconnect the account or uninstall the software.
• You can delete the Google user data iDentiCal Sync holds, and revoke its access, at any time by: (a) revoking access at myaccount.google.com/permissions; (b) removing the stored token using the iDentiCal admin tools; and (c) running the "clear managed events" command to remove from your calendar every event iDentiCal Sync created.
• Uninstalling iDentiCal Sync removes all locally stored Google user data — tokens, mappings, and logs.
• To request deletion of your data or ask any related question, email gdpr@identicalsync.com; we respond within one calendar month. Step-by-step instructions are on our data deletion page.

Where data goes

Data flows in one direction:

OpenDental (your local database)
        ↓
iDentiCal Sync (Windows Service on your local machine)
        ↓
Google Calendar (the provider's chosen calendar)

Once an event reaches Google Calendar, it is governed by Google's privacy practices and your Google Workspace agreement. iDentiCal Sync does not transmit data to any other destination, does not phone home, and does not collect analytics or telemetry from installed instances.

Lawful basis for processing

We rely on the following lawful bases under UK GDPR:

• Article 6(1)(b) — performance of a contract: processing is necessary to deliver the appointment-sync service you have signed up for.
• Article 9(2)(h) — provision of health or social care: where appointment data may indicate health information, we process it for the purposes of supporting the delivery of dental healthcare by a health professional bound by a duty of confidentiality.

You have separately obtained appropriate consent or contractual basis from your patients in respect of how their appointment data is used in your practice; iDentiCal Sync is a tool that supports an existing flow rather than creating a new processing relationship with patients.

What we do not do

To be explicit about the things iDentiCal Sync and Walker IT Support will never do with your data:

• We do not sell, rent, or trade personal data of any kind.
• We do not use Google user data, OpenDental appointment data, or any other practice data for advertising (display, retargeting, personalised, or otherwise).
• We do not allow Walker IT Support staff or contractors to read Google user data, except (a) with your explicit consent for a specific support session, (b) where strictly necessary to investigate suspected abuse or a security incident, or (c) where required by law.
• We do not train AI models on your data.
• We do not aggregate practice data into a central database. iDentiCal Sync runs entirely on your hardware.
• We do not write to your OpenDental database. iDentiCal Sync connects with a read-only MySQL user.

Sub-processors

iDentiCal Sync uses one sub-processor:

Sub-processor	Purpose	Location
Google LLC / Google Ireland Ltd	Hosts the destination Google Calendar to which iDentiCal Sync writes events	Primarily EU/UK with limited US transfers under UK IDTA

We do not engage further sub-processors. We will give you reasonable notice before adding any.

International transfers

Google may transfer Calendar data to the United States. These transfers are covered by Standard Contractual Clauses and the UK International Data Transfer Addendum, both of which are included in Google's standard Workspace data processing terms.

How long we keep data

iDentiCal Sync stores the following data on the computer where it is installed:

• An encrypted local database mapping OpenDental appointments to Google Calendar event IDs, retained for as long as iDentiCal Sync is installed.
• An encrypted local copy of the OAuth refresh token for each connected Google account, retained until you disconnect that account or uninstall the software.
• Local log files, retained for seven rotations (≈5 MB each).

When you uninstall iDentiCal Sync, the local database, tokens, and logs are removed. The events iDentiCal Sync previously created on Google Calendar remain on Google Calendar; you can delete them at any time using the "clear managed events" command before uninstalling. See the data deletion page for the full process.

On the support side, we retain email correspondence and licence records for up to 6 years after the end of our commercial relationship, to meet UK tax and contract-law record-keeping requirements.

Children's data

iDentiCal Sync is a business-to-business product sold to UK dental practices. It is not directed at, nor intended for use by, individuals under the age of 18. We do not knowingly collect personal data directly from children. Appointment data processed by iDentiCal Sync may relate to paediatric patients of the practice; that data is the responsibility of the dental practice as data controller, and we process it only as a data processor under our contract with the practice.

Cookies and analytics

This website does not use cookies for analytics, advertising, or tracking. We do not run Google Analytics, Facebook Pixel, or any third-party tracking script. The only cookies the site may set are strictly necessary cookies if you sign in to the customer area (none at present).

The iDentiCal Sync application itself uses no cookies and sends no telemetry.

Your rights

Under UK GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have data erased in certain circumstances;
• restrict or object to processing in certain circumstances;
• have data transferred to another controller (data portability);
• not be subject to a decision based solely on automated processing (iDentiCal Sync does not perform automated decision-making).

To exercise any of these rights, email gdpr@identicalsync.com. We will respond within one calendar month.

Security

iDentiCal Sync applies the following technical and organisational measures:

• All sensitive configuration and OAuth tokens stored on the local computer are encrypted using Windows Data Protection API (DPAPI) bound to the local machine account.
• All connections to Google Calendar use TLS 1.2 or higher.
• The OAuth scopes requested are the minimum needed: iDentiCal Sync can only read the user's calendar list and create, update, or delete events that it created itself (calendar.events.owned). It cannot read, modify, or delete events created by the user or by other applications.
• iDentiCal Sync verifies on every cycle that the Google account that authorised the sync matches the account configured for that provider.
• Logging redaction automatically removes patient names, identifiers, and tokens from log files before they are written.
• OpenDental is accessed via a read-only MySQL user; iDentiCal Sync cannot write to your practice management database.

Disconnecting and deleting

You can disconnect iDentiCal Sync from a Google account at any time by revoking access at myaccount.google.com/permissions. You can also remove iDentiCal Sync's local copy of the OAuth token using the iDentiCal admin tools, and clear all events iDentiCal Sync previously created using the "clear managed events" command.

For the complete deletion process — including how to remove residual support-side data — see the data deletion page.

Changes to this notice

We may update this notice from time to time. The "last updated" date at the top of this page reflects the most recent version. Material changes will be notified by email to the contact address on your account.

Complaints

If you are unhappy with how we have handled your data, please contact us first at gdpr@identicalsync.com so we can try to resolve the issue. You also have the right to complain to the UK Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF