Privacy Policy

1. Who we are (data controller)

Clinica Stomatologică Ultra Dent Sibiu, Str. Banatului nr. 8, Sibiu 550065, România. Email: office@ultra-dent.ro. Phone: 0771 709 987.

For any question about your data, write to office@ultra-dent.ro; we reply within 30 days.

2. What data we process and why

We only process what the specific purpose requires:

• Online booking and contact requests (website): name, phone, email (optional), requested service, dentist, date and your notes, which may contain health information. Legal basis: entering into and performing the medical services contract (Art. 6(1)(b) GDPR); for health data, provision of health care (Art. 9(2)(h)) and your explicit consent given via the form checkbox.
• Emergency requests (website): name, phone, symptoms. Basis: health care (Art. 9(2)(h)) and explicit consent.
• Dental tourism (website): name, phone, email, country, message. Basis: pre-contractual steps at your request (Art. 6(1)(b)).
• Patient record (after your first visit): identification data, medical history, clinical images and X-rays, treatment plan, signed consents, invoices and payments. Basis: provision of health care (Art. 9(2)(h)) and the legal obligations of a medical provider and taxpayer (Art. 6(1)(c)).
• Patient app (app.ultra-dent.ro): the account is created by the clinic, by invitation; there is no self-registration. Push notifications are optional and enabled only from the app (consent, revocable at any time).
• Care-related communications: appointment confirmations and reminders, rescheduling requests, recall invitations, a “how are you feeling” check after a procedure, an invitation to leave a review. Basis: contract performance and our legitimate interest in organising the clinic; you may opt out of anything that is not strictly necessary.
• Virtual assistant (website chat): the conversation text is sent to the language-model provider (OpenAI) to generate the reply. The conversation stays only in your browser for the session and is not linked to your record. Please do not enter medical data in the chat. Basis: your consent, expressed by using the chat.
• Traffic statistics: Plausible, a cookie-free service that does not identify people or build profiles. Basis: legitimate interest.
• Technical security logs: IP address, browser type, time of request, to prevent abuse. Basis: legitimate interest (Art. 6(1)(f)). Deleted automatically.

3. Children’s data

A child’s appointment is booked by the parent or guardian, who also gives consent for the child’s data. A minor’s account in the patient app is managed by the parent/guardian.

4. Who else sees the data (recipients and processors)

We do not sell or rent data. We share it only with:

• Clinic staff, strictly by role: reception sees appointments and contact details, dentists see the medical record, accounting sees invoices. Access to records is logged.
• Partner dental laboratories: only what a specific piece of work needs, never your history.
• Technical providers (processors), under data-processing agreements: Cloudflare (hosting and network), Render (application server: Frankfurt, EU), MongoDB Atlas (database: Frankfurt, EU), Cloudinary (medical file storage, protected by expiring signed links), Plausible (statistics, EU), OpenAI (virtual assistant: conversation text only), SMS and email providers for the communications above.
• Authorities: only where the law requires it.

5. Transfers outside the European Union

Application servers and the database are in the EU (Frankfurt). Medical files are stored with Cloudinary and the virtual assistant uses OpenAI, both US companies. Transfers rely on the European Commission’s Standard Contractual Clauses and/or the EU–US Data Privacy Framework. Files are only reachable through expiring signed links generated by our EU server.

6. How long we keep data

• Medical record (including X-rays, treatment plans, consents): for the period required by Romanian health and archiving law; a medical provider cannot delete a record on request before that term.
• Invoices and tax documents: the period required by tax and accounting law.
• Contact / emergency / dental-tourism requests not converted into an appointment: 12 months, then deleted.
• Technical logs: at most 90 days.
• Virtual-assistant conversation: only in your browser, until you close the tab.
• Push subscriptions: until you disable them in the app or the browser invalidates them.

7. Your rights

Under the GDPR you have the right:

• of access to your data and to receive a copy: from the patient app or on request;
• to rectification of inaccurate or incomplete data;
• to erasure: within the limits of the legal retention obligations for medical and tax records; what we cannot delete, we anonymise as far as the law allows;
• to restriction of processing and to object, for processing based on legitimate interest;
• to data portability: the data you provided, in a structured format;
• to withdraw consent at any time (push notifications, chat), without affecting prior processing;
• to lodge a complaint with the Romanian supervisory authority: ANSPDCP, B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, Bucharest, +40 318 059 211, anspdcp@dataprotection.ro.

8. How we protect data

• encrypted connections (HTTPS) everywhere;
• role-based access and mandatory two-factor authentication for all staff;
• medical files reachable only through expiring signed links, never public;
• access log on patient records;
• passwords stored only as hashes;
• database backups, in the EU.

9. Cookies

The website does not use cookies. Details in the Cookie Policy.

10. Changes

We update this policy when our services or providers change. The current version is dated above; significant changes are announced in the patient app.