In providing your dental care and treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it. This practice complies with the Data Privacy Act of 2012, or R.A. 10173. By signing your initials or signature at the bottom right of each page, it means that you have read, understood and agreed to the Data Protection Privacy Notice for Patients of CLEANIC DENTAL SERVICES.

In line with our policy to reduce carbon footprint, you will fill up a series of forms that is printed and laminated and filled using a white board pen that is erasable with ethyl alcohol and tissue. We scan all documents that are filled and signed by you, and uploaded to your chart. We then erase and clean the laminated forms, ready for its next use.

Our dentists and staff will also fill up forms that are printed and laminated and filled using a white board pen that is erasable with ethyl alcohol and tissue. We scan these forms and upload to your chart before you check out the clinic. We then erase and clean the laminated forms, ready for its next use.

By signing your initials or signature at the bottom right of each page, it means that you have read, understood and agreed to the Data Protection Privacy Notice for Patients of CLEANIC DENTAL SERVICES

If you do not agree

If you do not want us to use your personal information as described, you should discuss the matter with your dentist. If you object to the way that we collect and use your information, we may not be able to continue to provide your dental care.

If you do not agree with our data practices described in this Privacy Policy, you should not use our services. Please proceed to the front desk after reading this sentence.

If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, visit the National Privacy Commission’s website at https://www.privacy.gov.ph/askpriva/ and state your inquiry.

About us

We are CLEANIC DENTAL SERVICES operating at PL22 B2 AYALA CENTER CEBU. CLEANIC DENTAL SERVICES is responsible for keeping secure the information about you that we hold. Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible for the management and administration of the practice. Our data protection officer, Steffi Boholst, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly. You can contact our data protection officer, Steffi Boholst, by phone on 0977 614 1968.

Information that we hold

We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances.
Below, we describe the information we hold and why, and the lawful basis for collecting and using it. Summary:

1. Contact Details
2. Dental and Medical Records
3. Financial Information
4. How we use your information
5. Sharing Information
6. Keeping your information safe
7. Access to your information and rights
8. Social media reviews and business promotions through social media platforms and websites

A. Contact details

We hold personal information about you including

1. Your Name
2. Date of Birth
3. Address
4. Telephone/Cellular Number
5. Email Address

This information allows us to fulfill our contract with you to provide appointments. We will also use the information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services. We will also be asking for

1. Your occupation
2. Which will affect the type of dental treatment you need

We will ask for your

1. employee/employer/school,
2. their phone number and address
3. but you are not required to give out these three details.

We will also ask information of your

1. primary care physician and contact details

Finally, we will ask for

1. an emergency contact name, and
2. his or her contact number.

B. Dental and Medical Records

We hold information about your dental and general health, including

1. Clinical records made by dentists and other dental professionals involved with your care and treatment, including past and current medical and dental conditions
2. X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
3. Medical and dental histories
4. Treatment plans and consent including information about the treatment that we have provided, or proposed and its cost
5. Notes of conversations with you about your care
6. Records of consent to treatment
7. Dates of your appointments
8. Details of any complaints you have made and how these complaints were dealt with
9. Correspondence with you and other health professionals or institutions.

We collect and use this information to allow us to fulfill our contract with you to discuss your treatment options and provide dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.

C. Financial Information

We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.

D. How we use your information

To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you. We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes. We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.

E. Sharing information

Your information is normally used only by those working at the practice but there may be instances where we need to share and disclose it – for example, with:

1. Your doctor or primary care physician
2. The hospital or community dental services or other health professionals caring for you
3. Specialist dental or medical services to which we may refer you
4. Dental laboratories
5. Debt collection agencies, such as, credit card bank companies when you pay for the services using your credit card
6. Private dental schemes of which you are a member.

We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We will let you know in advance if we send your medical information to another medical provider and we will give you the details of that provider at that time. In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including law enforcement or government agencies.

F. Keeping your information safe

We store your personal information securely on our practice computer system and in an offline filing system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this. We take precautions to ensure security of the practice premises, the practice filing systems and computers. We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely. We keep your records for 11 years after the date of your last visit to the Practice or until you reach the age of 25 years, whichever is the longer. At your request, we will delete non-essential information (for example, some contact details) before the end of this period.

G. Access to your information and rights

Subject to the limitations provided in the DPA and its IRR, you are entitled to the following rights: Please see separate form for the full details

1. Right to Be Informed
2. Right to Object
3. Right to Access
4. Right to Rectification
5. Right to Erasure or Blocking
6. Right to Damage
7. Right to Data Portability
8. Right to Complain

H. Social Media Reviews and Business Promotions Through Social Media Platforms and Websites

Reviews and ratings on social media websites help give businesses like ours a boost. People give reviews that feel authentic to others, which may influence others to become our patients. We use social media platforms like Facebook, Instagram, Twitter, Google, our website, and the like to help promote our business. While we appreciate the gesture, we will not enforce you to review or rate, good or bad, our clinic for the reason of protecting your information. Please use these platforms at your own risk. To promote our business,

1. We may repost your reviews with or without your first name
2. We also use our own stock photos to promote our business
4. In some cases, we may use photos of our actual clients like you to promote our business, and may display your first name, if necessary. You will have the control of what gets posted or shared, especially if it involves your image.
5. This will need a mutual agreement with you, through any form of communication, such as text, private message via social media platforms, or email, OR signed approval from you.

Please refrain from

1. taking pictures of any of our staff without their permission then subsequently posting it on any social media platforms, with or without malicious intents, or
2. posting malicious comments or reviews as this may be considered as cyberlibel, a punishable offense under R.A. 10175, or the Cybercrime Prevention Act of 2012.

If you have any suggestions, comments, complaints, please contact us directly at EMAIL or personally at the clinic.