CUSTOMER PRIVACY POLICY

Melatec Dental Clinic understands that protecting customers’ personal information and privacy is essential throughout the dental consultation, examination, and treatment process. We respect our customers’ privacy and are committed to handling their information responsibly, transparently, for specified purposes, and in compliance with applicable laws and regulations.

This Privacy Policy explains how Melatec Dental Clinic collects, uses, stores, and protects personal information when you visit our website at https://melatecdentalclinic.com, request a consultation, book an appointment, or use our dental services.

1. Purpose and Scope of Information Collection

1.1. Personal Information We Collect

Melatec Dental Clinic collects the information necessary to facilitate dental consultations, appointment bookings, examinations, and treatment.

Depending on the services you require, the information we collect may include: Full name.

Phone number and email address.
Date of birth, gender, and contact address, where necessary.
Dental services of interest.
Details of consultation requests or appointment bookings.
Health information, medical history, and oral health conditions relevant to your treatment.
Dental images, X-ray images, Cone Beam CT scans, and dental records provided by you or generated during your examination and treatment.
Payment information and other service-related data, where necessary.

In addition, the website may collect certain technical data, such as IP address, browser type, device information, and cookies, where the relevant tools are used. This information helps support website operations, enhance security, and improve the user experience.

1.2. Methods of Information Collection

Melatec Dental Clinic may collect customer information through the following channels:

Consultation request or appointment booking forms on our website.
Telephone calls, email, and the clinic’s official communication channels.
Direct consultations, examinations, and treatment sessions.
Dental records, images, or documents voluntarily provided by customers.

The collection and processing of personal data are carried out in accordance with applicable laws and regulations. Where consent is required by law, Melatec Dental Clinic will inform you of the relevant processing purposes so that you can make an informed decision.

For health data and dental treatment records, we apply appropriate safeguards that reflect the sensitive nature of this information.

2. Purposes of Using Customer Information

Melatec Dental Clinic uses personal information for purposes consistent with those communicated to you, including:

Consultations and Appointment Bookings: Contacting you to confirm information, answer your questions, and arrange appointments as requested.
Dental Examinations and Treatment: Assisting dentists in assessing your oral health, developing treatment plans, and monitoring your recovery and treatment progress.
Customer Care: Sending appointment reminders, providing post-treatment care instructions, and responding to support requests.
Record Management: Storing and updating necessary information to support clinical activities and meet applicable record-retention requirements.
Service Improvement: Collecting feedback, evaluating customer experiences, and improving the quality and effectiveness of our services.
Promotional Communications: Sending information about our services, special offers, or promotional programs where you have consented to receive marketing communications in accordance with applicable laws.
Legal Compliance: Disclosing data to competent government authorities where required by law.

Melatec Dental Clinic does not use personal information for purposes beyond those communicated to you unless there is an appropriate legal basis for doing so.

In particular, before-and-after treatment images, dental records, and other information that can identify a customer may be used for advertising or promotional communications only with the customer’s valid consent or where another lawful basis applies under applicable regulations.

3. Data Retention Period

Melatec Dental Clinic retains personal data for as long as necessary to fulfill the purposes for which it was collected, provide services, and meet relevant legal obligations.

The retention period may vary depending on the type of information:

Consultation requests and appointment booking information are retained for as long as necessary to process requests and provide customer care.
Medical records, diagnostic images, and treatment documentation are retained in accordance with the retention periods prescribed by applicable healthcare laws and regulations.
Payment information, invoices, and supporting documents are retained in accordance with applicable accounting, tax, and other legal requirements.
Data used for marketing purposes is processed only within the scope of the customer’s consent and any other applicable legal basis.

Once the applicable retention period has expired or the data is no longer required for a lawful purpose, Melatec Dental Clinic will delete, destroy, or otherwise dispose of the data in accordance with applicable regulations.

If a customer requests the deletion of their personal information, we will review and process the request in accordance with applicable laws. Certain records that are legally required to be retained may not be eligible for immediate deletion upon request.

4. Individuals and Organizations That May Access Customer Information

Melatec Dental Clinic restricts access to personal data to the extent necessary to support consultations, treatment, and service management activities.

The individuals and organizations that may be authorized to access customer information include:

Dentists and healthcare professionals directly involved in examinations and treatment.
Customer service personnel, reception staff, and records management personnel, within the scope of their assigned duties.
Technology service providers, data storage providers, or operational support providers, where there is an appropriate legal basis and applicable data protection requirements are met.
Competent government authorities in circumstances prescribed by law.

Melatec Dental Clinic does not sell or exchange customers’ personal information with third parties for unlawful commercial purposes.

Any sharing of data with partners or service providers, where applicable, must comply with the purposes communicated to customers, relevant confidentiality and security requirements, and applicable legal conditions.

Where personal data is transferred outside the country, Melatec Dental Clinic will fulfill the corresponding obligations in accordance with applicable laws and regulations.

5. Commitment to Customer Information Security

Melatec Dental Clinic is committed to implementing appropriate personal data protection measures to minimize the risk of unauthorized access, use, disclosure, alteration, or loss of information.

Our data protection principles include:

Collecting and using personal data only for lawful and clearly defined purposes.
Restricting access to information based on job responsibilities and actual business needs.
Protecting health information, treatment records, and sensitive personal data in accordance with applicable legal requirements.
Implementing appropriate technical and organizational measures to reduce the risk of data security incidents.
Not disclosing customer information to unauthorized individuals or organizations.
Addressing personal data incidents and fulfilling applicable notification obligations as required by law.

Although Melatec Dental Clinic makes every reasonable effort to protect customer information, no data storage or transmission system can guarantee absolute security against all technical risks and cybersecurity threats.

If we identify an incident that may pose a risk to personal data, we will take the necessary remedial measures and cooperate with the competent authorities in accordance with applicable laws and regulations.

6. Customer Rights Regarding Personal Information

Melatec Dental Clinic respects customers’ rights regarding their personal data in accordance with applicable laws and regulations.

Customers may exercise the following rights, as applicable:

Right to Be Informed: To receive information about the purposes, scope, and methods of personal data processing.
Right to Consent or Withhold Consent: To make decisions regarding data processing activities for which consent is required by law.
Right of Access: To request access to or obtain their personal information in accordance with applicable regulations.
Right to Rectification: To request the correction or updating of inaccurate personal information.
Right to Request Data Erasure: To request the deletion of personal information where the applicable legal requirements are met.
Right to Withdraw Consent: To withdraw consent for data processing activities based on consent, to the extent permitted by law.
Right to Lodge a Complaint: To submit feedback or lodge a complaint if personal information is used for unauthorized purposes or there are indications of a violation of privacy rights.

To exercise these rights, you may contact Melatec Dental Clinic through our official support channels.

We may request identity verification before providing, correcting, or deleting personal data to protect your information against unauthorized requests.

Melatec Dental Clinic will receive and process requests within the time limits prescribed by applicable laws. Certain requests may be subject to restrictions where they relate to legally required medical record retention or other circumstances prescribed by law.

The website https://melatecdentalclinic.com may use cookies and similar technologies to support website functionality, remember user preferences, enhance security, and analyze website performance.

Depending on the tools implemented, cookies may be used for purposes such as:

Maintaining website operations and essential functions.
Remembering visitors’ choices and preferences.
Analyzing website traffic and improving the user experience.
Measuring the effectiveness of marketing communications or advertising where there is an appropriate legal basis.

For cookies or tracking technologies for which consent is required by law, Melatec Dental Clinic will provide appropriate notices and mechanisms for users to make their choices. You can manage or delete cookies through your browser settings. However, disabling certain cookies may affect the functionality of some website features.

8. Complaint Handling and Resolution Procedures

Melatec Dental Clinic accepts feedback, requests, and complaints concerning the collection, use, storage, or protection of customers’ personal information.

Upon receiving a complaint regarding the misuse, unauthorized disclosure, or improper processing of personal data, we will take the following steps:

Receive the complaint and verify the information provided.
Review the relevant data processing activities.
Take appropriate corrective measures if any violations are identified.
Respond to the customer and cooperate with the competent authorities where necessary.

Melatec Dental Clinic seeks to resolve complaints through cooperation, transparency, and respect for customers’ lawful rights and interests.

If the parties are unable to reach an agreement, customers may refer the matter to the competent authorities for resolution in accordance with the laws of Vietnam.

9. Entity Responsible for Collecting and Managing Information

The entity responsible for collecting and managing personal data under this Privacy Policy is the entity legally operating the Melatec Dental Clinic website.

Entity Information:

Brand Name: Melatec Dental Clinic
Website: https://melatecdentalclinic.com
Address: 26 Doan Thi Diem Street, O Cho Dua Ward, Hanoi, Vietnam
Hotline: 098 940 22 11

You may use the contact information above to request assistance, update your personal data, or raise concerns regarding this Privacy Policy.

10. Amendments and Updates to the Privacy Policy

Melatec Dental Clinic may amend or update this Customer Privacy Policy as necessary to reflect changes in our operations, website requirements, and applicable laws and regulations.

Any revised version of this Privacy Policy will be published on our official website at https://melatecdentalclinic.com.

Where changes to the purposes or scope of data processing require renewed consent under applicable laws, Melatec Dental Clinic will provide the appropriate notice and obtain the necessary consent before implementing those changes.

We encourage you to review this Privacy Policy periodically to stay informed about matters relating to your privacy rights.

Melatec Dental Clinic is committed to respecting customers’ privacy and protecting their personal information. We strive to create a transparent and secure environment for dental consultations, examinations, and treatment, giving you confidence when providing your information and using our services.