Privacy policy

Who are we?

The data controller is D&D Tandartspraktijk B.V., trading as 3D Tandarts, located at Stationsplein 12, 3112 HJ Schiedam, Chamber of Commerce number 96669020.

For privacy questions, contact us at info@3dtandarts.com.

Which data do we process?

• Personal data: name, address, date of birth, gender, telephone number and email address.
• Identification and insurance: citizen service number (BSN), identity document details for verification (we do not make a copy), health insurer and policy number.
• Medical data: medical questionnaire, treatment history, X-rays, CBCT scans, intraoral scans, photographs and treatment plans.
• Financial data: estimates, invoices and payment details.
• Telephone data: your telephone number, date and time of the call, voicemail messages and their automatic transcription.
• Camera images: recordings from camera surveillance at the practice.
• Website data: information submitted when requesting an online appointment or through the contact form, and cookies with your consent.

Why do we process your data?

We process medical data only where necessary for your care or required by law.

• To provide appropriate treatment and maintain your patient record, as required by the WGBO.
• To verify your identity, as required by Dutch healthcare legislation on the use of the BSN.
• To schedule appointments and send reminders.
• To handle telephone messages quickly and correctly.
• To submit claims to your insurer or send you an invoice.
• To communicate with other healthcare providers, such as your GP, referrer or specialist, when necessary for treatment.
• For the safety of patients, staff and the practice through camera surveillance, based on legitimate interest.
• To comply with tax and other legal obligations.

Telephone contact

• When you call and leave a message, it is stored and automatically converted into text. This helps us process your question accurately and call you back.
• The recording and transcription are accessible only to authorised practice staff.
• If the content is relevant to your treatment, such as a complaint or urgent question, we may add a summary to your patient record.
• Voicemail messages and transcripts are retained for no longer than 30 days and are then deleted automatically.
• If you prefer not to have your message stored, call during our opening hours or contact us by email.

Email, WhatsApp and secure messaging

• Ordinary email and WhatsApp are not suitable for sending medical or other sensitive information. We cannot guarantee the security of these channels.
• Do not send photos or videos, descriptions of complaints or symptoms, medical records, X-rays or other medical information by email or WhatsApp. Use these channels only for practical matters such as making or changing an appointment.
• If you need to share medical information, or we need to send it to you, we can provide a secure ZorgMail connection on request. Ask us at the practice or by telephone.
• If you send sensitive information through an unsecured channel, we may add it to your record where necessary and delete the original message.

Who do we share your data with?

We never sell your data. We share it only when necessary for your care, required by law or with your consent, for example with:

• Your health insurer, for claims and insurance verification through Vecozo.
• Our billing agency Infomedics, for sending and collecting invoices.
• Dental laboratories, for crowns, bridges, dentures and implant work.
• Other healthcare providers, for referrals or consultations, using secure channels such as ZorgMail where possible.
• IT suppliers, for secure system storage, telephony and transcription, appointment planning and email.

Processors

We enter into data processing agreements with parties that process data on our behalf. We prefer suppliers that store data within the European Union.

How long do we retain your data?

• Patient record: 20 years after the last treatment, as required by the WGBO, or longer when necessary for good care.
• Financial records: 7 years under tax retention requirements.
• Voicemail messages and transcripts: no longer than 30 days.
• Camera images: no longer than 30 days, unless needed to handle an incident.
• Contact forms and email without a treatment relationship: no longer than necessary.

Security

We take appropriate technical and organisational measures to protect your data, including encrypted connections, secure servers with backups, access controls and confidentiality obligations for all staff. If a data breach occurs, we act in accordance with the statutory notification requirements.

Your rights

You have the right to:

• Access your data and receive a copy.
• Have incorrect data corrected or add your own statement to your record.
• Have your data deleted where we are not legally required to retain it.
• Object to or request restriction of certain processing. You can submit an objection within six weeks via info@3dtandarts.com.
• Have your data transferred to another healthcare provider.
• Withdraw consent you have given.

Submitting a request

Submit a request through info@3dtandarts.com or at the practice. We may ask you to verify your identity and will respond within one month.

Cookies and website

Our website uses functional cookies needed for the site to operate. We place analytical and marketing cookies only with your consent, which you can give or withdraw through the cookie banner.

Complaints

If you have a complaint about how we handle your data, contact us first at info@3dtandarts.com or klachten@3dtandarts.com. If we cannot resolve the matter together, you may submit a complaint to the Dutch Data Protection Authority at autoriteitpersoonsgegevens.nl.

Changes

We may amend this privacy policy. The latest version is always available on our website.