How Maya Flow Handles Compliance for UK Dentists
As dental practices across the UK increasingly adopt digital tools for clinical documentation and workflow management, ensuring compliance with health data regulations is more crucial than ever. At Maya Flow, we've designed our transcription and note-taking platform with UK compliance in mind from day one. In this post, we break down the core certifications and frameworks we follow, why they matter, and how Maya Flow meets or exceeds their requirements.
Table of Contents
- Why Compliance Matters in Dental Tech
- UK GDPR and Data Privacy
- ICO Registration
- DSPT: NHS Data Security and Protection Toolkit
- DCB 0129: Clinical Safety Built In
- Cyber Essentials
- ISO/IEC 27001 and Information Security
- NHS-Specific Requirements
- How Maya Flow Audits and Encrypts
- Summary
Why Compliance Matters in Dental Tech
UK dental practices deal with sensitive patient data every day—diagnoses, treatment records, and medical history. Maya Flow provides medical transcription and note automation for dentists, meaning we directly handle and process this data. Without clear compliance measures:
- Dental practices could breach NHS data contracts
- Patient data could be at risk
- Trust in digital tools would erode
That's why Maya Flow makes security and compliance a core pillar of our product.
UK GDPR and Data Privacy
Maya Flow is fully aligned with the UK General Data Protection Regulation (UK GDPR), which governs how personal and medical data is handled.
How Maya Flow complies:
- We process patient data only under a lawful basis: provision of healthcare
- Our app follows principles of data minimisation, transparency, and access control
- Patients and providers can exercise subject access rights (SARs)
- We maintain Records of Processing Activities (RoPAs)
- We conduct regular Data Protection Impact Assessments (DPIAs)
We've also appointed a dedicated Data Protection Officer to oversee these efforts.
ICO Registration
Maya Flow is a registered data processor with the Information Commissioner's Office (ICO). Our registration number is included in all contracts and client documentation.
This ensures that we're publicly accountable for the way we handle data and shows that we're taking our data protection duties seriously.
DSPT: NHS Data Security and Protection Toolkit
The NHS requires all vendors who touch patient data to complete the DSPT—a self-assessment that covers security, data handling, and privacy.
Maya Flow's DSPT status:
- We have a live, "Standards Met" submission
- We review and update our DSPT annually
- Our internal security policies (passwords, backups, audits) align with DSPT best practices
We also provide NHS clients with our DSPT ID and compliance report on request.
DCB 0129: Clinical Safety Built In
DCB 0129 is a mandatory NHS Digital standard for clinical safety in software used by care providers.
How Maya Flow meets it:
- We have a named Clinical Safety Officer (CSO) who reviews all features
- We maintain a Clinical Risk Management File
- We produce and update a Hazard Log with every major release
This ensures our tool can be safely used in clinical environments like dental practices.
Cyber Essentials
While not mandatory, Maya Flow is certified under Cyber Essentials, a UK government scheme that confirms adherence to basic cybersecurity hygiene.
Certified protections include:
- Firewalled and hardened servers
- Secure development environments
- Role-based access control (RBAC)
- Regular software patching and vulnerability scans
This certification is often required for working with public sector or NHS contracts.
ISO/IEC 27001 and Information Security
Maya Flow is actively pursuing ISO/IEC 27001 certification to formalise its Information Security Management System (ISMS).
Our current efforts:
- Security policies for access control, change management, incident response
- Internal security audits
- Encryption at rest and in transit
- Key rotation and secure backups
While this certification isn't mandatory, we see it as a benchmark for global best practices in handling sensitive data.
NHS-Specific Requirements
Maya Flow is built with NHS integration in mind. We're prepared for:
- SNOMED CT coding for clinical terms
- NHSmail-compatible communication
- FHIR-readiness for future EHR interoperability
We also support client-specific requirements like role segregation, data residency, and custom consent handling.
How Maya Flow Audits and Encrypts
Transparency is at the heart of our compliance approach. Maya Flow logs:
- Who accessed what data, when, and from where
- What was changed and by whom (via PaperTrail)
- Login/logout activity and failed attempts
All audit logs are securely stored and can be exported for practice-level audit or NHS inspection.
Encryption
- AES-256 encryption for data at rest (via Fly.io's encrypted volumes)
- TLS 1.3 for all network traffic
- Key rotation policies with secure key management
We also support optional client-side encryption for high-risk notes or metadata.
Summary
Maya Flow isn't just another digital tool—it's a fully NHS-aligned platform purpose-built for UK dental practices. From GDPR to DSPT, from DCB 0129 to Cyber Essentials, we've put compliance at the heart of every architectural and operational decision.
We're happy to share our documentation, DPIAs, DSPT status, and risk files with potential clients and NHS stakeholders.
Looking for a secure, compliant transcription solution for your dental practice? Get in touch with the Maya Flow team today.
