Privacy Statement Dental Coach

Introduction
Here you can read how Dental Coach (Dental Coach is a trademark and trade name of the Partnership for Periodontology Practice Friesland in Goutum) handles the processing of personal data that it obtains through the use of its mobile application (“App”). This Privacy Statement can also be consulted on website (www.dentalcoach.app) and will be sent upon request.

Input of personal data
The patient (“Patient”) enters personal data, such as name, date of birth and e-mail address. The dental care provider (“Health Care Provider”) enters dental data about the patient’s teeth on the basis of treatment/check. The Health Care Provider does this via a so-called dashboard on which the (data from the) App appears. This Privacy Statement explains what data is processed, for what reason and how you are protected against improper use and access (by third parties) to that data.

Basis of the processing
Dental Coach only processes personal data if there is a legal basis for doing so. The following principles may apply:

  • the data subject has given permission for the processing of his or her personal data for one or more specific purposes;
  • the processing is necessary for the performance of an agreement to which the data subject is party or to take measures at the request of the data subject prior to the conclusion of an agreement;
  • the processing is necessary for the provision of (preventive) care for your teeth.

Purpose of use of personal data
The purpose of the App is to guide patients individually to work towards optimal oral health/mouth hygiene and to record personal dental relevant data for use by a Patient and specific dental data for use by the Health Care Provider. The dental data is used in the treatment of Patient’s teeth. Based upon this data, the Health Care Provider can easily propose a treatment and see what materials have been used in the treatment of the Patient (implant passport). A complete representation of your teeth is constructed in the App. Based on this data, you can easily work on and maintain your teeth by yourself. For example, based on the data in the App, cleaning schedules, educational videos and other dental care tools are offered. The data is therefore stored in the App for optimal use of the App. In addition to dental data, Dental Coach needs certain other data, such as name, (e-mail) address, data necessary for communication, making a payment or placing an order via the Dental Coach web shop. The input of personal data is on a voluntary basis, but is necessary for the optimal functioning of the App

Access to the data
Dental information is information about your health, so Dental Coach takes extra care with it. The Health Care Provider fills in dental information via the dashboard, so it ends up in the App. By scanning a practice related QR code with the App, you give permission to the Health Care Provider to use data about your teeth. If the Patient has not yet reached the age of 16, permission from the parents/guardians is required. The data from the App will appear in the dashboard of the Health Care Provider with the link to the App, which gives access to the data. Therefore, you choose which Health Care Provider you give permission to use the data. This permission is temporary. After disconnection, the Health Care Provider does no longer have access to the data for editing. To enable you to return to the previous Health Care Provider, the data will remain visible to the last two treating Health Care Providers. Dental Coach uses its access as Superuser of the App for maintenance purposes only.

Storage of data for offline use and processing by provider
Dental Coach stores the entered data of both the Patient and the Health Care Provider in the App for offline use. The data is also stored (as a backup) with an external hosting provider (the “Provider”). The Provider takes care of the data traffic of the App, including, but not limited to, storing the data in the cloud, providing online services and managing the Patient administration. In securing this, the Provider shall ensure that sufficient technical and organizational measures are taken with respect to the processing of personal data to be carried out, against loss or against any form of unlawful processing. The Provider shall undertake to ensure that these measures are reasonable, taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes. Dental Coach has entered into a so-called processing agreement with the Provider in order to comply with these and other statutory obligations.

Dental Coach across the border
Dental Coach offers its services in the Netherlands and abroad. Patient data is stored within the European Union. In the exceptional case that customer data is passed on to countries outside the European Union, Dental Coach ensures that the privacy of the Patient remains adequately protected. Dental Coach will carefully monitor on whether a third country has an adequate level of protection for the processing of personal data. If this is not the case, Dental Coach or its potential processor will ensure that the insufficient level of data protection is remedied by appropriate safeguards.

Retention period of data
Certain data, such as dental information, is necessary for use of the App. This data will therefore be retained for the period that the App is used by the Patient. After the App is uninstalled and the Patient’s account is deleted, Dental Coach will delete the Patient’s already stored data (on an external server).

Access data by Patient
The entered personal data is visible in the App for the Patient and can be consulted at any time by using the App. The stored data can be viewed in your Dental Coach App. If this data is not correct, you can change it via “settings” 🡪 “my account” in the App. You can also send a request to Dental Coach to receive your data by e-mail. The dental information required for the proper functioning of the App cannot be changed or erased by the Patient. Nevertheless, the Patient has the right to request modification or deletion of the data. All data relating to the Patient will be erased upon deletion of the App and the Patient’s account. The Patient may also request or object to restrictions on the processing of the data. In addition, the Patient may submit a request to send the personal data at the disposal of Dental Coach to the Patient or to an organization named by the Patient.

Automated decision-making and profiling
Dental Coach does not use automated decision-making and profiling. 

Cookies
Dental Coach does not currently use cookies. If Dental Coach makes use of cookies, it will notify you in advance and under which conditions. 

Provision of data to third parties
Dental Coach does not share personal data with third parties for commercial, charitable or idealistic purposes. The data is provided to a Health Care Provider with the Patient’s consent by linking the App to the dashboard of the Health Care Provider via a practice bound QR code. After disconnection, the Health Care Provider no longer has access to the personal data. The last two attending Health Care Providers are able to view the dental data via their dashboard.

Purchase goods and/or services from third parties
If goods and/or services are purchased from third parties via the App, a different privacy policy may apply. Dental Coach has no influence on this and cannot be held liable for this. Dental Coach uses an external supplier for its web shop. Information that is shared with this supplier regards address details for correct delivery. In order to ensure that the possible processing of Patient data takes place in accordance with applicable laws and regulations, Dental Coach has concluded a processing agreement with this party.

Provision of data to the government
Dental Coach will only disclose your personal data to investigative authorities or government agencies when required by applicable law or by order of a government agency, and only to the extent necessary to combat fraud or criminal activity.

Changes
Dental Coach reserves the right to make changes to its privacy policy. Dental Coach therefore advises you to consult this Privacy Statement regularly. If Dental Coach makes important changes that may affect the processing of personal data, it will inform its users in advance.

Processing register
In accordance with applicable laws and regulations, Dental Coach keeps a register of the processing activities that take place under the responsibility of Dental Coach.

Questions
If you have any questions or comments about our privacy policy after reading this, please address them to info@dentalcoach.app. Dental Coach strives to provide you with an answer within a period of four weeks. For other questions relating to the use of your data or objections to the processing thereof you can contact the data protection officer of Dental Coach, Mr. Melle Vroom, also via info@dentalcoach.app. Dental Coach handles your data with the greatest possible care. If you nevertheless wish to submit a complaint, Dental Coach refers you to the Dutch Data Protection Authority (Dutch DPA).