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Privacy Policy

Last Updated: December 7, 2025

Prime Aesthetic Dental Clinic ("we," "our," or "us") is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our clinic, use our services, or interact with our website.

1. Information We Collect

1.1 Personal Information

When you visit our clinic or use our services, we may collect the following types of personal information:

• Contact Information: Name, address, email address, phone number, emergency contact details
• Demographic Information: Date of birth, age, gender, nationality
• Identification Information: Government-issued ID numbers as required for insurance or legal purposes
• Financial Information: Payment information, insurance details, billing address

1.2 Health Information

We collect and maintain health information necessary to provide you with quality dental care, including:

• Medical and dental history
• Current medications and allergies
• Previous dental treatments and procedures
• Diagnostic information (X-rays, photographs, scans)
• Treatment plans and clinical notes
• Lab results and test findings
• Prescriptions and referrals

1.3 Website and Digital Information

When you visit our website or interact with us digitally, we may automatically collect:

• Device information (IP address, browser type, operating system)
• Usage data (pages viewed, time spent, links clicked)
• Cookies and similar tracking technologies
• Communication records (emails, messages, appointment requests)

2. How We Use Your Information

2.1 Primary Uses

We use your information for the following purposes:

• Treatment and Care: To provide, coordinate, and manage your dental care and treatment
• Appointment Management: To schedule, confirm, and remind you of appointments
• Communication: To contact you regarding your treatment, test results, or other healthcare matters
• Billing and Payment: To process payments, submit insurance claims, and manage your account
• Legal Compliance: To comply with legal obligations, regulations, and professional standards
• Quality Improvement: To improve our services, train staff, and maintain quality standards

2.2 Secondary Uses

With your explicit consent, we may use your information for:

• Sending educational materials about oral health
• Informing you about new services or treatments
• Conducting patient satisfaction surveys
• Marketing communications (you may opt-out at any time)

3. Information Sharing and Disclosure

3.1 When We Share Information

We may share your information in the following circumstances:

• Healthcare Providers: With other healthcare professionals involved in your care (specialists, labs, pharmacies)
• Insurance Companies: To process claims and verify coverage
• Legal Requirements: When required by law, court order, or regulatory authority
• Emergency Situations: When necessary to protect your vital interests or public health
• Service Providers: With trusted third parties who assist in our operations (IT services, payment processors) under strict confidentiality agreements
• With Your Consent: When you explicitly authorize us to share your information

3.2 When We Do NOT Share Information

We will never:

• Sell your personal or health information to third parties
• Share your information for marketing purposes without your explicit consent
• Disclose your information to unauthorized parties
• Use your health information for purposes unrelated to your care without permission

4. Data Security

We implement comprehensive security measures to protect your information:

4.1 Physical Security

• Restricted access to patient records and clinical areas
• Secure storage of physical files in locked cabinets
• Controlled entry to our facility

4.2 Technical Security

• Encrypted data transmission and storage
• Secure, password-protected systems
• Regular security updates and patches
• Firewall protection and anti-malware software
• Regular data backups

4.3 Administrative Security

• Staff training on privacy and security protocols
• Confidentiality agreements with all employees and contractors
• Limited access to information on a need-to-know basis
• Regular privacy and security audits

5. Your Rights and Choices

You have the following rights regarding your personal and health information:

5.1 Access Rights

• Right to Access: You may request copies of your medical and dental records
• Right to Review: You can review your records at our clinic during business hours

5.2 Correction Rights

• Right to Amend: You may request corrections to inaccurate or incomplete information
• Right to Add: You can add statements to your record if you disagree with any information

5.3 Privacy Rights

• Right to Restrict: You may request restrictions on certain uses or disclosures of your information
• Right to Confidential Communications: You can request that we communicate with you through specific means or at specific locations
• Right to Object: You may object to certain processing of your personal information

5.4 Marketing Rights

• Right to Opt-Out: You can unsubscribe from marketing communications at any time
• Right to Withdraw Consent: You may withdraw previously given consent for specific uses of your information

5.5 Data Portability

• Right to Transfer: You may request your health records be transferred to another provider
• Right to Receive: You can receive your information in a commonly used electronic format

6. Retention of Information

We retain your information for the following periods:

• Medical Records: Minimum of 10 years from last treatment or as required by law
• Minor Patients: Until the patient reaches adulthood plus additional years as required by law
• Financial Records: As required for tax and accounting purposes (typically 7 years)
• Marketing Information: Until you opt-out or as long as necessary for business purposes

After the retention period, we securely destroy or anonymize information in accordance with legal requirements and professional standards.

7. Cookies and Tracking Technologies

7.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us improve your experience and understand how our website is used.

7.2 Types of Cookies We Use

• Essential Cookies: Necessary for the website to function properly
• Performance Cookies: Help us understand how visitors use our website
• Functionality Cookies: Remember your preferences and settings
• Analytics Cookies: Collect information about website usage (Google Analytics)

7.3 Managing Cookies

You can control and manage cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.

8. Third-Party Services

Our website may contain links to third-party services or use third-party tools. These include:

• Google Maps: For location services and directions
• Google Analytics: For website analytics and performance tracking
• WhatsApp: For communication and appointment booking
• Payment Processors: For secure payment processing

These third parties have their own privacy policies, and we are not responsible for their practices. We encourage you to review their privacy policies before providing any information.

9. Children's Privacy

We provide dental care to patients of all ages, including children. When treating minor patients:

• We obtain consent from parents or legal guardians for treatment
• We collect only information necessary for treatment
• Parents/guardians have the right to access and control their child's information
• We comply with all applicable laws regarding children's privacy
• We maintain confidentiality as appropriate for the minor's age and maturity

10. International Data Transfers

Your information is primarily stored and processed in India. If we transfer information internationally (for specialist consultations, continuing education, etc.), we ensure:

• Appropriate legal basis for the transfer
• Adequate protection through contracts or other safeguards
• Your consent when required
• Compliance with applicable data protection laws

11. Data Breach Notification

In the unlikely event of a data breach that affects your information:

• We will investigate the breach immediately
• We will take steps to mitigate harm and prevent future incidents
• We will notify affected individuals as required by law
• We will report to relevant authorities as legally required
• We will provide information about steps you can take to protect yourself

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

• Changes in our practices
• Legal or regulatory requirements
• New services or technologies
• Feedback from patients

When we make changes:

• We will update the "Last Updated" date at the top of this policy
• Significant changes will be prominently posted on our website
• We may notify you directly via email or during your visit
• Continued use of our services constitutes acceptance of the updated policy

13. Legal Basis for Processing (For Indian Patients)

Under Indian privacy laws and regulations, we process your personal and health information based on:

• Consent: Your explicit consent for treatment and care
• Contractual Necessity: To fulfill our obligations under your treatment contract
• Legal Obligation: To comply with healthcare regulations and professional standards
• Vital Interests: To protect your health and life in emergency situations
• Legitimate Interests: For clinic administration, quality improvement, and preventing fraud

14. Compliance with Healthcare Regulations

We comply with all applicable healthcare privacy and data protection regulations, including:

• Information Technology Act, 2000 (India)
• Personal Data Protection Bill (when enacted)
• Indian Medical Council (Professional Conduct, Etiquette and Ethics) Regulations
• Dental Council of India regulations
• Consumer Protection Act, 2019
• Other applicable state and national healthcare regulations

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