Privacy Policy

02. To whom does this policy apply?

This policy applies to the personal data of our patients, of the parents or guardians of our (minor) patients, of visitors to our website www.dentalkind.be and of anyone who contacts us.

03. Which data do we process, why, and for how long?

3.1 Dental care and the patient file

Data: identity and contact details of the patient and of the parents or guardian, date of birth, national register number (INSZ), health insurance fund details, medical history (health questionnaire), treatment data, X-rays, intraoral photos and scans, treatment plans, and correspondence with other healthcare providers.

Purpose: providing dental care, keeping the patient file, and checking insurability and arranging reimbursement with your health insurance fund (via the secure eHealth/MyCareNet platform).

Legal basis: the performance of the treatment agreement (art. 6(1)(b) GDPR) and our legal obligations (art. 6(1)(c) GDPR), in particular under the Act of 22 August 2002 on patients’ rights and the Act of 22 April 2019 on the quality of healthcare practice. We process health data because this is necessary for the provision of healthcare by a professional bound by professional secrecy (art. 9(2)(h) GDPR).

Retention period: the patient file is kept for at least 30 years and at most 50 years after the last patient contact, as required by law.

3.2 Appointments and communication

Data: name and contact details of the patient and/or parent, and appointment details. Appointments for check-ups and consultations are made online via Clickdoc. We send appointment confirmations and reminders by e-mail and SMS.

Legal basis: the performance of the treatment agreement (art. 6(1)(b) GDPR).

Retention period: as long as necessary to manage appointments, and no longer than 24 months after the last appointment, unless the data forms part of the patient file.

3.3 Invoicing and payment

Data: name, address, invoice and payment details, bank account number, and the certificate of care provided or eAttest for reimbursement. For invoicing and reminders we use the practice software Dentadmin.

Legal basis: the performance of the treatment agreement (art. 6(1)(b) GDPR) and our accounting and tax obligations (art. 6(1)(c) GDPR).

Retention period: 10 years, in accordance with the statutory accounting retention obligation.

3.4 Contact by e-mail or telephone

Data: name, contact details and the content of your message.

Legal basis: our legitimate interest in answering your questions, or steps taken at your request before entering into a treatment agreement (art. 6(1)(f) and (b) GDPR).

Retention period: as long as necessary to handle your question. If your message relates to a treatment, it is added to the patient file.

3.5 Our website

Hosting: our website is hosted by an external hosting provider. For security and to ensure the website works properly, the server automatically records technical data such as your IP address, browser type and the time of your visit. Legal basis: our legitimate interest in a secure, working website (art. 6(1)(f) GDPR). These logs are kept for at most 30 days.

Map: the map on our contact page uses the open-source library Leaflet. To display the map, map images are loaded from an external map service, which receives your IP address for this purpose. No cookies are placed for this. Legal basis: our legitimate interest in showing you where the practice is located (art. 6(1)(f) GDPR).

We do not use analytics, advertising or social media tools on our website. For cookies, see section 10.

04. Minor patients

As a paediatric dental practice, we mainly process data of minors. These data are provided by and processed together with the parents or guardian. In accordance with the Patients’ Rights Act, the rights of a minor patient are exercised by the parents or guardian. A minor who is considered capable of reasonably assessing his or her own interests may exercise these rights independently.

05. Who receives your data?

Your data are only shared where necessary, and always in compliance with professional secrecy:

• other healthcare providers involved in your or your child’s treatment (e.g. an orthodontist, your general practitioner, or a previous or subsequent dentist), only insofar as this is necessary for the care;
• your health insurance fund, via the eHealth/MyCareNet platform, for insurability checks and reimbursement;
• a dental laboratory, limited to the data needed to make a dental appliance or restoration;
• our processors: Dentadmin (practice software), Clickdoc (online booking), our hosting provider and our e-mail provider. We have concluded data processing agreements with them;
• our accountant, for accounting and tax obligations;
• authorities, only where we are legally obliged to do so.

We never sell your data and do not use it for marketing purposes.

06. Transfers outside the European Economic Area

We aim to have your data processed within the European Economic Area (EEA). If a supplier processes data outside the EEA, this only happens with appropriate safeguards, such as an adequacy decision of the European Commission (e.g. the EU-US Data Privacy Framework) or the European Commission’s standard contractual clauses.

07. How do we protect your data?

We take appropriate technical and organisational measures to protect your data against loss, misuse and unauthorised access, including access rights limited to those who need the data for their work, confidentiality obligations for all staff, secure IT systems and encrypted connections, data processing agreements with our suppliers, and a procedure for handling data breaches.

08. Your rights

You have the following rights regarding your personal data:

• right of access, including access to and a copy of the patient file in accordance with the Patients’ Rights Act;
• right to rectification of incorrect or incomplete data;
• right to erasure, insofar as we are not legally obliged to keep the data (as is the case for the patient file);
• right to restriction of processing;
• right to object to processing based on our legitimate interest;
• right to data portability;
• right to withdraw your consent at any time, where processing is based on consent.

To exercise your rights, send an e-mail to info@dentalkind.be. We may ask you to prove your identity. We will respond within one month; this period may be extended by two months for complex requests, in which case we will inform you.

09. Complaints

If you have a complaint about the processing of your personal data, please contact us first at info@dentalkind.be. You also have the right to lodge a complaint with the Belgian Data Protection Authority.

10. Cookies

A cookie is a small text file that a website stores on your device. Our website only uses cookies that are strictly necessary or functional for the website to work. Under the applicable rules, no consent is required for these cookies, which is why our website does not show a cookie banner.

We do not use analytics, advertising, tracking or social media cookies. If we introduce such cookies in the future, we will only place them after you have given your prior consent via a cookie banner, and we will update this policy.

You can view and delete cookies at any time via your browser settings.

11. Changes to this policy

We may amend this policy, for example when our services or the law change. The most recent version is always available on our website. This version dates from October 2026.