Privacy conditions

Privacy terms

This privacy statement applies to all of our patients. Additionally, this privacy statement also applies when you visit our website, whether you are a former patient, wish to become a patient, or considered becoming one but ultimately did not.

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1. General Considerations

Cleanic Mondzorg places great importance on the protection of personal data. In this privacy policy, we aim to transparently inform you about how personal data is handled within the practice and how protection is ensured.

Cleanic Mondzorg complies with the applicable laws and regulations regarding the processing of personal data, including the General Data Protection Regulation (GDPR), which means that we:

• Process personal data in accordance with the purpose for which they were provided. These purposes and the necessary personal data for them are mentioned in this privacy statement under point 2.

• Only process those personal data that are necessary for the purposes for which they are processed.

• Have taken appropriate (technical and/or organizational) measures to ensure the security of personal data, as described in point 6 of this privacy statement.

• Do not pass on personal data to other parties, unless it is necessary for the execution of the purposes for which they were provided to the practice (for example: factoring company) or required by a legal obligation.

• Are aware of the rights of patients regarding personal data in the context of the treatment agreement and the practice's business operations, respect these rights, and inform patients about them.

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Cleanic Mondzorg is responsible for the processing of patients' personal data. Ms. Lelieveld, responsible for privacy policy, is the contact person for patients in case of questions or requests related to personal data.

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Contact person: Ms. Lelieveld

Practice address: Thierenskade 2

Postal code: 2282 XT

Place: Rijswijk ZH

Email address: info@cleanicmondzorg.nl

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2. Purposes and (special) personal data

Cleanic Mondzorg processes (special) personal data for the following purposes:

• Entering into treatment agreements with you as a patient and carrying out treatments within that treatment relationship, including invoicing to health insurers, possibly through factoring companies.

• Creating your account on the website.

• Maintaining your medical record.

• Scheduling an appointment.

• Sending newsletters to patients registered with the practice.

• Sending emails and/or letters to patients registered with the practice.

• Improving our services.

• Carrying out other services requested by you.

• In case the practice participates in surveys within the Peilstations project, data is provided to the professional association NVM-mondhygiënisten.

• According to the Dutch Healthcare Quality, Complaints, and Disputes Act (Wkkgz), every practice must have a Safe Incident Reporting system, where incidents are reported by employees, so that the quality of care can be improved and safeguarded. This takes place on an anonymous basis unless there are risks to you as a patient. In that case, the patient will be informed.

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To perform the treatment agreement, Cleanic Mondzorg needs the following (special) personal data:

Personal data

• Name and address

• Phone number

• Email address

• Gender

• Marital status

• Insurance information

• (Referring) Dentist and/or other healthcare providers

• Appointment times

• Payment details

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Special personal data

• Medical data (medication use)

• Medical data (health)

• Citizen Service Number (BSN)

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Special personal data refers to more sensitive personal data. However, without this personal data, the treatment agreement cannot be executed.

 

It is important to note that if consent is not given to process special personal data, such as BSN and medical (patient) data, the treatment agreement cannot be concluded, and patients cannot be registered in the practice. The BSN is required for patient identification and communication with, among others, insurers. Informing the healthcare provider about the medical history is a legal obligation. Without medical data, a proper diagnosis and subsequent correct and safe treatment cannot be guaranteed.

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Personal data of minor and incapacitated patients

Patients under the age of 16 can register independently from the age of 16. Up to the age of 16, Cleanic Mondzorg processes personal data only after written consent from the parent/caregiver or legal representative. For incapacitated patients, we process personal data only after written consent from the legal representative.

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It is important to note that if consent is not given for the processing of special personal data, such as BSN and medical (patient) data, for these patients, the treatment agreement cannot be concluded, and patients cannot be registered in the practice. The BSN is required to identify the patient and correspond with, among others, insurers. Without medical data, a proper diagnosis and subsequent correct and safe treatment cannot be guaranteed.

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3. Provision of personal data to other parties

Data will only be provided to other parties if this is necessary for the execution of the aforementioned purposes. Cleanic Mondzorg has entered into data processing agreements with other parties for:

• Patient administration software provider

• Website builder

• Office software provider

• Factoring company

• Vecozo

• Digital newsletter software provider

• Printer for newsletters

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Data processing agreements have been made to ensure the protection of the personal data of patients.

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Cleanic Mondzorg does not provide personal data to other parties unless required by law (e.g., requesting personal data for a police investigation). In addition, personal data is not provided to other parties outside the EU.

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Cleanic Mondzorg only processes personal data with the patient's consent for purposes other than those indicated above.

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4. Retention Period

Cleanic Mondzorg retains patient records for the time a patient is registered with the practice and for 15 years after deregistration, as stipulated in Article 7:454 of the Dutch Civil Code (Wgbo). A patient has the right to request the destruction of the record. Cleanic Mondzorg will destroy the record within three months of the request unless destruction is not in the patient's interest, or preservation is of significant importance to someone other than the patient (e.g., public health or in the case of legal proceedings).

 

Other personal data for practice management purposes, such as name and address for newsletter mailings and the customer database, are kept for the duration of your registration as a patient in the practice.

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5. Security of Personal Data

Cleanic Mondzorg has taken appropriate technical and organizational measures to protect your personal data against unlawful processing or loss:

• Cleanic Mondzorg uses patient software with which a data processing agreement has been concluded and agreements have been made regarding secure connection or installation of applications/programs.

• The software is only accessible to authorized and trained personnel.

• The software/systems are secured with login encryption and authorizations. The privacy of personal data is ensured.

• The systems used are continuously available and up to date.

• Patient records are kept as up-to-date as possible.

• Secure work is carried out when logging in from mobile devices or working from home.

• Within the patient system, all patient data is linked to the BSN.

• There is effective protection against viruses, spam, and other external threats.

• Non-current patient data is kept for 15 years in accordance with the law, unless destruction has been requested by the patient.

• Cleanic Mondzorg employees adhere to a clean desk and clean screen policy. Systems are shut down when leaving the workplace.

• Information exchange and communication between colleagues always occur securely. Email correspondence between colleagues and between the practice and patients is secure.

• Cleanic Dental Care follows the NVM Protocol for reporting data breaches.

• Protecting the privacy of personal data within the practice is a regular topic during work meetings.

• Cleanic Dental Care employees are knowledgeable about patients' rights, work with the NVM document on frequently asked questions about privacy and "patients' rights."

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6.    Your Rights Regarding Processed Personal Data
You have the right to access your personal data and your patient record. Additionally, you have the right to rectify and destroy your personal data and, in principle, the right to destroy your patient record. We do ask that you identify yourself for these actions.

Regarding your right to destroy your patient record, it is important to note that the continuation of the treatment agreement may become impossible since a lack of medical information can hinder a high-quality diagnosis and treatment where your safety as a patient cannot be guaranteed.

Finally, you have the right to have your data transferred by us to yourself or another party. For this, we also request that you identify yourself.

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7.    Visiting Our Website
When you visit our website, we may process some data through cookies.
This privacy policy does not apply to third-party websites linked to this website through links. We cannot guarantee that these third parties handle your personal data reliably or securely. We recommend reading the privacy policy of these websites before using them.
 

We use cookies on this website. A cookie is a small, simple file that is sent with the pages of this website and stored by your browser on your computer's hard drive. We use cookies to adjust our service as much as possible to the browsing behavior of our visitors, facilitate the use of our website, and simplify logging into our website while remembering your settings and preferences. You can disable these cookies in your browser, but this may negatively impact the functionality of our website.

We place a cookie on our website from the American company Google as part of the "Analytics" service. We use this service to track and receive reports on how visitors use the website. Google may provide this information to third parties if required by law or if third parties process the information on behalf of Google. We have no influence over this.

The information collected by Google is anonymized as much as possible. Your IP address is explicitly not shared. The information is transferred to and stored by Google on servers in the United States.

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8.    Visiting the Practice
Camera Surveillance
At Cleanic Dental Care, we use camera surveillance to ensure the safety of our patients, employees, and property.

The cameras capture identifiable images of individuals entering the practice and during their presence in the practice. Advanced software is not used for processing the images. These surveillance cameras are strategically and clearly placed in line with our commitment to a safe and protected environment. The collected images are used exclusively for security purposes and are handled carefully in accordance with applicable privacy laws. We ensure that the obtained data remains confidential and is only shared with authorized personnel for security purposes. If you have any questions or concerns about our camera surveillance and data protection, please contact us.
 

Purposes of Processing
The purposes of these processing activities are:
•    Monitoring property and objects against unwanted entry, damage, or theft.
•    Registering persons who have access to and have had access to the practice.
•    Ensuring the safety of our guests and employees.

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9.    Questions, Comments, or Complaints?
We do our utmost to protect your personal data. If you have any questions or comments or are not satisfied with how we handle your personal data, please contact Mrs. Lelieveld. Mrs. Lelieveld will attempt to find a solution with you. If this is not successful, you can contact the Dutch Data Protection Authority, the supervisory authority for the protection of personal data.

Last updated on August 27, 2023.