Privacy Policy

Effective Date: 01/01/2025

1. Introduction

Dental Passport (“we,” “our,” or “us”) operates the website dentalpassport.xyz (the “Service”) and provides dental tourism coordination services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

We may collect personally identifiable information that you voluntarily provide to us, including but not limited to:

• Contact Information: Name, email address, phone number, mailing address
• Medical Information: Dental history, medical conditions, treatment preferences, current medications
• Travel Information: Passport details, travel dates, accommodation preferences
• Financial Information: Payment method details (processed securely through third-party payment processors)
• Communication Records: Messages, emails, phone calls, and consultation notes
• Identity Verification: Government-issued ID, visa information

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information, including:

• Usage Data: Pages visited, time spent on pages, browser type, operating system
• Device Information: IP address, device type, unique device identifiers
• Cookies and Tracking Technologies: See our Cookie Policy section below

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Provision: Coordinate dental treatments, arrange travel, book accommodations
• Communication: Respond to inquiries, provide updates, send appointment reminders
• Medical Coordination: Share relevant medical information with partner dental clinics
• Travel Arrangements: Process visa applications, arrange transportation, book hotels
• Customer Support: Provide assistance before, during, and after your dental tourism experience
• Service Improvement: Analyze usage patterns to enhance our services
• Legal Compliance: Meet regulatory requirements and respond to legal requests
• Marketing: Send promotional materials (with your consent) about our services

4. Information Sharing and Disclosure

4.1 Service Partners

We may share your information with:

• Dental Clinics: Verified partner clinics in Vietnam for treatment planning and provision
• Travel Service Providers: Hotels, transportation companies, visa processing services
• Medical Professionals: For consultation and treatment coordination purposes
• Payment Processors: For secure payment processing (we do not store full payment card details)

4.2 Legal Requirements

We may disclose your information if required by law or in response to valid legal processes, including:

• Court orders or subpoenas
• Government investigations
• Protection of our rights and safety
• Prevention of fraud or illegal activities

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against:

• Unauthorized access, alteration, disclosure, or destruction
• Data breaches and cyber attacks
• Loss or misuse of information

Security measures include:

• SSL encryption for data transmission
• Secure servers and databases
• Access controls and authentication
• Regular security audits
• Employee training on data protection

6. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain medical records as required by healthcare regulations

Generally, we retain:

• Medical Information: 7 years after last treatment or as required by law
• Contact Information: Until you request deletion or withdraw consent
• Financial Records: As required by tax and accounting regulations
• Communication Records: 3 years for quality assurance and dispute resolution

7. Your Rights and Choices

Depending on your location, you may have the following rights:

7.1 Access and Portability

• Request access to your personal information
• Obtain a copy of your data in a structured, machine-readable format

7.2 Correction and Updates

• Request correction of inaccurate or incomplete information
• Update your personal information through your account or by contacting us

7.3 Deletion

• Request deletion of your personal information (subject to legal retention requirements)
• Note: Medical records may need to be retained for legal and safety purposes

7.4 Consent Withdrawal

• Withdraw consent for marketing communications
• Opt-out of non-essential data processing

7.5 Complaints

• Lodge a complaint with relevant data protection authorities in your jurisdiction

8. International Data Transfers

Your information may be transferred to and processed in Vietnam and other countries where our service partners operate. We ensure appropriate safeguards are in place for international transfers, including:

• Adequacy decisions by relevant authorities
• Standard contractual clauses
• Binding corporate rules
• Consent where required

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Essential Cookies: Enable basic website functionality
• Analytics Cookies: Understand how visitors use our website
• Marketing Cookies: Deliver relevant advertisements
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but this may affect website functionality.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

11. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will:

• Post the updated policy on our website
• Update the “Last Updated” date
• Notify you of material changes via email or website notice
• Obtain consent for significant changes where required by law

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Dental Passport
Email: privacy@dentalpassport.xyz
Website: dentalpassport.xyz
14. Jurisdiction-Specific Information

14.1 Australian Privacy Principles (APP)

For Australian residents, we comply with the Privacy Act 1988 and the Australian Privacy Principles. You have rights under Australian privacy law, including the right to access and correct your personal information.

14.2 California Consumer Privacy Act (CCPA)

For California residents, you have specific rights under CCPA, including:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information
• Right to non-discrimination

14.3 General Data Protection Regulation (GDPR)

For EU/EEA residents, we comply with GDPR requirements, including:

• Lawful basis for processing
• Data subject rights (access, rectification, erasure, portability, restriction, objection)
• Right to lodge complaints with supervisory authorities

15. Medical Information Specific Provisions

Given the medical nature of our services:

• Medical Confidentiality: We maintain strict confidentiality of your medical information
• HIPAA Compliance: Where applicable, we follow HIPAA-equivalent standards for medical data protection
• Professional Standards: We adhere to healthcare industry standards for data security and privacy
• Treatment Coordination: Medical information is shared only with authorized healthcare providers for treatment purposes

This Privacy Policy constitutes a legal agreement between you and Dental Passport. By using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.