Privacy Policy

This Privacy Policy explains how we process personal data in connection with our website and communications with Warsaw Dental Center.

1. Data controller
   The data controller is Warsaw Dental Center Leończak Sp.k.
   Address: 11 Topiel St., 00 342 Warsaw, Poland
   Email: kontakt@warsawdentalcenter.pl
   Phone: +48 22 542 18 04
   Tax ID NIP: 1182180875

2. Contact about data protection
   If you have questions about personal data, contact us at kontakt@warsawdentalcenter.pl.

3. What data we process
   The scope depends on how you use the website and how you contact us. We may process:

• identification and contact data, for example name, email, phone number
• content you provide in messages or forms, including appointment requests
• data related to scheduling and managing appointments and patient service
• health data, only when necessary for providing healthcare services
• billing and accounting data, where applicable
• recruitment data if you apply via Work with us
• technical data, for example IP address, security logs, and information about how the website is used, depending on cookie settings

4. Purposes and legal bases
   We process personal data for the following purposes.

A. Handling enquiries and communication
Purpose: responding to messages and requests, handling correspondence, phone contact.
Legal basis: our legitimate interests in communicating and managing enquiries, or steps prior to entering into a contract when you request services.

B. Scheduling appointments and providing customer service
Purpose: appointment scheduling, contact about the appointment, patient service.
Legal basis: performance of a contract or steps prior to entering into a contract.

C. Healthcare services and medical documentation
Purpose: medical diagnosis and treatment, maintaining medical records, fulfilling patient rights.
Legal basis: legal obligations and healthcare laws, and where health data is involved, processing necessary for medical diagnosis and the provision of health care under GDPR Article 9.

D. Billing and legal obligations
Purpose: invoicing and settlements, accounting, legal compliance.
Legal basis: legal obligation.

E. Our own marketing and service information
Purpose: providing information about our services.
Legal basis: consent where required, or legitimate interests depending on the channel and content. You can withdraw consent at any time.

F. Recruitment
Purpose: running the recruitment process and contacting applicants.
Legal basis: steps prior to entering into a contract and legal obligations. If you consent to future recruitment, the legal basis is consent.

G. Security and proper operation of the website
Purpose: preventing abuse, ensuring IT security, detecting errors, maintaining logs.
Legal basis: legitimate interests in security and service reliability.

H. Analytics and advertising tools
Purpose: measuring website traffic and campaign effectiveness, attribution, including visit source data such as referrer and URL parameters like utm, and gclid if the visit comes from a Google Ads click.
Legal basis: your consent via cookie settings. We should not enable non essential cookies before consent.

5. Recipients of data
   We may share data with processors acting on our behalf, including:

• hosting and website maintenance providers
• email and communication providers
• analytics and advertising providers, including Google, if you enable Analytics or Marketing cookies
• live chat provider, for example Smartsupp, if you enable the relevant cookie category
• IT and security providers
• authorities and entities authorised by law, where required

6. Transfers outside the EEA
   Some providers may process data outside the EEA. Where applicable, we use required safeguards such as Standard Contractual Clauses and other mechanisms permitted by GDPR.

7. Data retention
   We keep data only for as long as needed for the stated purposes and as required by law, including:

• medical records generally for 20 years counted from the end of the calendar year of the last entry, with statutory exceptions, for example 30 years in specific cases and other specific periods such as 22 years for documentation of children under 2 years of age and 10 years for certain X ray images stored outside the medical record file
• billing and accounting data for the period required by tax and accounting laws
• enquiry correspondence for the time needed to handle the case and to defend potential claims
• marketing data until consent is withdrawn or an objection is raised, depending on the legal basis
• recruitment data for the duration of recruitment and, if consent is given for future recruitment, until consent is withdrawn

8. Your rights
   You have rights under GDPR, including:

• access to your data and a copy
• rectification
• erasure where applicable
• restriction of processing
• data portability where applicable
• objection to processing based on legitimate interests
• withdrawal of consent at any time, where processing is based on consent

9. Complaint to the supervisory authority
   You have the right to lodge a complaint with the Polish supervisory authority, the President of the Personal Data Protection Office, UODO.

10. Is providing data required
    Providing data is voluntary, but it may be necessary to achieve a specific purpose. For example, without contact details we may not be able to respond, and without necessary information we may not be able to schedule an appointment.

11. Automated decision making and profiling
    As a rule, we do not make decisions based solely on automated processing that produce legal effects or similarly significant effects. If advertising tools are enabled, limited forms of ad related profiling may occur only after you provide consent in cookie settings.

12. Cookies and consent settings
    Details about cookies and similar technologies are described in our Cookie Policy: [insert link to Cookie Policy].
    You can manage your cookie choices in Cookie Settings available from the cookie banner and, if available, via a persistent Cookie Settings link in the website footer.

13. Changes to this policy
    We may update this Privacy Policy when tools or processing activities change. Please review it periodically.