Privacy Policy
Last updated: August 2026
The Dry Mouth Institute is a not-for-profit organisation for health professionals who treat dry mouth. We are not a store and we do not sell anything or run advertising. This policy explains the small amount of personal information we handle to run membership and the member libraries. Legal entity details pending owner confirmation: [legal entity name], [charity or association registration number], [governing jurisdiction].
Membership information
When you apply to join we collect your name, professional email, profession and registration details so we can verify you are a practising health professional. Sign-in is handled by our authentication provider. Membership records are used only to run the Institute: verifying applications, granting library access and contacting you about your membership. We do not sell member data and we do not share it with commercial sponsors.
Submitted clinical cases and testimonials
Members may submit de-identified patient testimonials and clinical cases to the member libraries. Submitting members are responsible for removing identifying details and for holding any patient consent their own professional obligations require; our reviewers also check every submission before it appears and will decline material that could identify a patient. Submissions are visible only to verified members and Institute administrators, not to the public. A member may ask for their submission to be corrected or removed at any time and we will action it promptly.
Website data and cookies
The website uses only essential sign-in session cookies from our authentication provider; we run no analytics or advertising tracking. Website hosting is provided by a third-party platform, which processes traffic on our behalf. Email we send about membership is delivered by an email provider that receives only your address and the message.
AI and automated processing
Where a submitted video is within the size limit accepted by the captioning service, it is sent to a third-party AI speech service to produce automatic captions. Captioning is a best-effort process and may not succeed for all videos (for example, very large files are not sent). Where it succeeds, we store the transcript alongside your submission to assist moderator review. The audio is processed under our agreement with the AI provider. Submission text and transcripts may be passed to an AI content-screening service to help our moderation team identify personal data or safety concerns before a human reviewer reads the submission. The screening output is a moderator-facing summary only and does not determine the outcome of your submission. No automated system makes any decision about your membership or submission that has a legal or similarly significant effect on you without a human being involved.
International data transfers
Our service providers - including our hosting platform, authentication provider, email delivery provider, and AI processing services - may process your personal information in countries other than the one you are in, including the United States. Where data leaves your country, we rely on appropriate safeguards such as standard contractual clauses or equivalent mechanisms recognised by applicable law. Contact us if you would like more information about the safeguards in place.
Your choices and rights
You can ask for a copy of the information we hold about you, ask us to correct it, or ask us to close your membership and delete your record. Contact the Institute through the details on the membership page and we will respond promptly. This policy is a plain-language draft pending professional legal review and confirmation of the not-for-profit's registration details.
If you are in the UK or European Economic Area
Legal bases. We process your personal data on the following legal bases: our legitimate interests (verifying membership applications, granting library access, and communicating with you about your membership); and, for any health-adjacent information you provide as part of your membership profile, your explicit consent. Your rights. Under UK GDPR and EU GDPR you have the right to: access the personal data we hold about you; have inaccurate data corrected; have your data erased where there is no overriding reason to keep it; restrict our processing in certain circumstances; receive your data in a portable format; object to processing based on legitimate interests; and lodge a complaint with your supervisory authority (for the UK, the Information Commissioner's Office at ico.org.uk; for the EU, the authority in your member state). To exercise any of these rights, contact us through the details on the membership page.
If you are a California resident
We do not sell your personal information and we do not share it with third parties for cross-context behavioural advertising, as those terms are defined under the California Consumer Privacy Act and California Privacy Rights Act. You have the right to know what personal information we collect about you and how we use it, the right to request deletion of your personal information, the right to correct inaccurate personal information, and the right not to face discrimination for exercising these rights. To submit a request, contact us through the details on the membership page and identify yourself as a California resident.
If you are in Australia
We handle personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth). You have the right to access the personal information we hold about you and to request correction of information that is inaccurate, incomplete or out of date. If you have a complaint about how we handle your personal information, please contact us first so we can try to resolve it. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (oaic.gov.au).