Privacy statement

1. Who is responsible?

Van Linschoten Dentists

Van Linschotenlaan 1 - 2 high

1212 ES Hilversum

Phone: 035 - 542 57 78

E-mail: info@vanlinschotentandartsen.nl

Chamber of Commerce number: 52981363

Van Linschoten Tandartsen is a data controller under the General Data Protection Regulation (AVG).

2. What personal data do we process?

2.1 Via the website

When you visit or use our website, we process:

• Data via the appointment module (name, e-mail address, phone number, reason for appointment)
• Data you enter via our forms for quality and satisfaction surveys
• Technical data via Matomo Analytics, anonymised (such as page views, browser, device, time of day - without IP address or user tracking)

2.2 In our practice (offline)

Although this statement focuses on the website, in our practice we also process personal data such as:

• Name, address, date of birth
• Medical data (patient record)
• Insurance details

These processing operations fall under legal obligations from the WGBO and supplementary care legislation.

3. For what purposes do we use your data?

We process personal data only for clear and legitimate purposes:

3.1 Via the website

• Schedule appointments via the appointment form and the Exquise frame
• Carrying out quality and satisfaction surveys
• Improve our website by using anonymised website statistics (Matomo)

3.2 Within practice

• Providing dental care
• Creating and managing your medical record
• Monitoring quality and continuity of care
• Declarations to health insurers

4. Legal basis of processing

We process personal data on the basis of:

• Permission (e.g. when you voluntarily fill in a form on the website)
• Execution of an agreement (when making an appointment)
• Legal obligation (such as medical record retention requirements)
• Legitimate interest, for example:
  • Security of our website
  • Improving our services

We process medical data in accordance with the WGBO and professional secrecy.

5. With whom do we share your data?

We share personal data only when necessary for your treatment or to fulfil administrative obligations.

We share data with:

• Health insurers (for declarations)
• Dental laboratories (in case of manufacture of devices)
• Referring or treating specialists (e.g. oral surgeons)
• Software vendors, including:
  • Vertimart (Exquise) - patient file and appointments
  • LaPosta - for sending newsletters (if you have subscribed)

Note:

The website hosting provider (Xel) does not receive any personal data except what is technically necessary for security and hosting.

We never sell personal data to third parties.

6. Retention periods

We do not keep personal data longer than necessary.

• Medical record: mandatory 20 years (WGBO)
• Website form data: maximum 1 year, unless the information becomes part of your medical record
• Newsletter data (LaPosta): until you unsubscribe
• Analyticsdata (Matomo): anonymous and not traceable to individuals

7. Cookies and website analytics

We exclusively use functional cookies and anonymised statistical cookies via Matomo.

• There will be no tracking cookies posted
• IP addresses are anonymised
• There will be no data sharing with third parties location

This does not require you to accept a cookie banner according to current AVG guidelines.

8. How do we secure your data?

We take appropriate technical and organisational measures, such as:

• Encrypted connections (SSL)
• Strict access rights within Exquise and Microsoft 365/Google Workspace
• Regular security updates
• Secure hosting at Xel
• Logging access to medical records

9. Your rights

You have the right to:

• view your data
• have your data corrected
• have your data deleted (where legally permitted)
• object to processing
• withdraw consent previously given
• transfer your data (data portability)

Requests can be sent to: info@vanlinschotentandartsen.nl

You will receive within one month reaction.

10. Data protection officer (FG)

For questions on privacy, please contact our (intended) FG:

P.H. Verhaar

E-mail: info@vanlinschotentandartsen.nl

Once the FG is finally appointed, this privacy notice will be updated.

11. Supervisor

Not satisfied with how we handle your privacy?

Then you can complain to the:

Personal Data Authority

www.autoriteitpersoonsgegevens.nl

12. Changes to this privacy statement

We may update this privacy statement whenever necessary. You will always find the latest version on our website.