1. Introduction
At Amazing Smiles, we prioritise your privacy and trust. This policy outlines how we collect, use, retain, and delete personal data, as well as your rights regarding data-deletion requests.
2. What Personal Data We Collect
We may gather and store various types of personal data, including:
- Patient identifiers and contact details (name, address, phone number, email).
- Medical and dental history, treatment records, and consent forms.
- Appointment information, and billing and payment details.
- Communications such as emails, messages, and feedback.
- Any additional information you provide during your treatment or inquiries.
3. How We Use Your Data
Your personal data is used for several purposes, including:
- Delivering dental services, creating treatment plans, and providing follow-up care.
- Processing billing, insurance claims, and payments.
- Sending appointment reminders, health advice, or promotional materials.
- Meeting regulatory and legal obligations.
- Enhancing our services and overall patient experience.
4. Data Retention & Storage
We retain your data only as long as necessary for treatment or to fulfil legal, regulatory, or tax obligations. Once the retention period expires, we will securely delete or anonymise the data. Our backups and archival systems will also be purged or overwritten per our deletion schedule to prevent residual copies from remaining accessible.
5. Data Deletion / Erasure Process
5.1 Requesting Deletion
You have the right to request the deletion of your personal data at any time. To initiate a request, please contact the nearest Amazing Smiles Clinic you have visited.
Be sure to include your name, contact information, and specific details regarding the data you wish to have deleted.
5.2 Verification & Assessment
To protect your privacy, we will verify your identity before processing a deletion request. Additionally, we will assess whether the data falls under any retention obligations (such as legal or regulatory requirements) or if deletion would disrupt ongoing treatment or legal proceedings.
5.3 Data Deletion Execution
Upon verification, we will securely delete or anonymise your data from active systems. We will also:
- Remove data from backups wherever possible while adhering to retention policies.
- Notify third parties (such as service providers or insurers) who have received your data, requesting them to delete it as well, where allowed.
- Confirm once the deletion process is complete, detailing what information was removed.
5.4 Exceptions & Limitations
Certain circumstances may prevent us from deleting all data, including:
- Legal or regulatory requirements for retention.
- Data that is essential for ongoing treatment or legal claims.
- Anonymised or aggregated data retained for statistical or reporting purposes, which does not personally identify you.
6. Your Rights & Choices
You have the right to request access, correction, or deletion of your personal data. You may also withdraw your consent for data uses that are not essential for treatment. If you believe we have violated this policy, you can lodge a complaint.
7. Security & Protection
We employ technical and organisational measures, such as encryption, access controls, and secure servers, to safeguard your data against unauthorised access, disclosure, or alteration.
8. Updates to this Policy
This policy may be updated periodically. The most recent version will be available on our website, along with an updated “effective date.”