Terms and conditions

We process personal data when:

• You visit the 360 Dental clinic– we process personal data, including data concerning your health, to diagnose and treat a disease or injury, to relieve symptoms, to prevent your health from deteriorating or a disease from worsening, and to restore your health;
• You book an appointment in the online booking system;
• You book an appointment by phone or e-mail;
• A patient has named you as their contact person – we process personal data to pass on information related to the patient;
• You request copies of your medical records – we use the personal data of the patient, or of the person who submitted the request with the patient’s consent, to issue the requested documents;
• You send us a request for explanation, a memorandum, a request for information or a complaint – we use personal data to clarify the circumstances described and to reply to your letter;
• You send us a suggestion or a thank-you letter– with your consent, we publish your personal data (name) on our website or social networks;
• You apply for a job with us– we rely on the information you have provided and on data collected from public sources. We assume that we may contact the people named as your referees. Every candidate has the right to know what data we have collected about them and the right to see the data, give explanations or object. The data of other candidates is not disclosed;

In addition, we may use the personal data you provide for the following purposes:

1) To understand the demographic composition of our website’s users and to improve our products and services (this may include personal data such as age and gender);

2) To tailor the advertising of our website and its content in order to better market and promote our products and services;

3) To send appointment reminder messages and e-mails;

4) In order to provide better and longer-lasting healthcare, the company may send patients periodic reminder messages if more than 1 year has passed since their last visit.

You can unsubscribe from any of our mailings at any time. We do not sell, exchange or rent personal data to third parties such as advertisers or telemarketers. We do not share your personal data with other organisations.

Clickstream data on the website

Usually, when you visit our websites you do not need to tell us who you are or disclose any personal data. If you do not disclose it yourself, we will never know who you are, and you can use our websites anonymously.

When you visit our websites, the servers automatically record basic information about your browsing, such as the type of browser and operating system, the date, time and duration of the visit and the pages viewed. This information is anonymous and does not identify you, and we do not combine it with information that does. We collect and analyse this information to better understand how visitors use our website.

The following personal data are collected from the data subject/patient –

1. First name, surname
2. Personal identification code
3. Date of birth
4. Place of residence
5. Telephone number
6. E-mail
7. Health Insurance Fund coverage information – whether or not you are insured by the Health Insurance Fund, and whether you are entitled to the denture benefit and to what extent.
8. In addition, we collect data from patients about their state of health, medications taken, etc., which is important for providing a high-quality service that takes the patient’s health into account.
9. In addition, the dental software DENTAS (Dentas OÜ) used at the clinic also checks the name and existence of the patient’s family doctor.
10. Photos of the patient’s teeth, if the data subject has given permission.

The patient’s electronic dental record and, if necessary, a paper dental record are completed based on the data collected. The dental record is completed and kept in accordance with the regulation of the Minister of Social Affairs on the conditions and procedure for documenting healthcare services and storing these documents. Authorised processors process personal data as required to perform their duties. We process the minimum amount of data necessary to complete the dental record correctly and to provide the best possible healthcare service.

The data are processed by authorised processors of the responsible legal entity 360 Dental OÜ. The data are processed only at 360 Dental OÜ’s places of business and on the company’s computers.

Correspondence

All letters sent to us are stored in the company’s electronic mailboxes. Correspondence with private individuals is subject to general access restrictions, as the letters contain personal data. This means that anyone who wishes to see a private individual’s correspondence or a document must submit a request for information. When we receive a request for information, we check whether the requested documents may be released in full or in part. When releasing documents in part, we cover the personal data that the applicant has no right to process, to avoid releasing excessive data.

The possible grounds for access restrictions are set out in § 35 of the Public Information Act.

Despite the access restriction, we release documents related to you to institutions or persons who have a legal right to request them (e.g. the police, the Health Insurance Fund, the Health Board, or an insurer in the event of an insured event).

We send documents containing sensitive personal data to recipients by registered post or encrypted e-mail. Where possible, we send documents to institutions via the secure document exchange centre.

We generally keep correspondence with private individuals for six months, after which the documents are destroyed.

Access to your own data

The data subject has the right to see the data we have collected about them. To do so, a handwritten or digitally signed request must be submitted.

We refuse a request for access if it may:

• harm the rights and freedoms of another person,
• hinder the prevention of a crime or the apprehension of an offender,
• hinder the establishment of the truth in criminal proceedings,

You also have the right to demand the correction of incorrect personal data about you. If we no longer have a legal basis for using your personal data, you can demand that we stop using or delete it. We will comply with a request to correct, stop using or delete data if it is justified and lawful.

Use and disclosure

We only use the personal data received from you for purposes consistent with, or directly related to, the purpose for which they were collected.

Quality and security of information

All personal data you provide to us is stored in accordance with best-practice security standards. We use appropriate technical, administrative and physical measures to protect your personal data against unauthorised disclosure, loss, misuse, alteration or destruction. We only allow access to personal data to authorised persons whose need is consistent with the purpose of collecting the information. Authorised persons are required to treat your personal data as confidential.

Corrections

We regularly review our data. As part of this, we may ask you to confirm that your personal data is correct. If your personal data changes, please always let us know so that we can update it as soon as possible.

Personal data breaches

In the event of a personal data breach, 360 Dental staff follow Articles 33 and 34 of the General Data Protection Regulation.

Third-party service providers

Our website contains links to third-party websites. We are not responsible for the privacy policies or content of these websites. We recommend that you read and understand their privacy policies and terms of use before providing them with any data.

Protection of rights and contact details

For questions related to the processing of personal data, you can contact 360 Dental’s data protection specialist Mart Luide by phone +372 5093547 or by e-mail at [email protected].

If you believe that we have violated your rights when processing personal data, you can file a complaint with the data protection specialist of Kose Hambaravi OÜ or with the Data Protection Inspectorate (Väike-Ameerika 19, Tallinn 10129, e-mail [email protected]).

We do everything we can to protect your personal data and to comply with the legislation on data protection and privacy.

Cancelling a booking

If a booking is cancelled less than 24 hours before the appointment starts, the visit fee is not refunded.

When you come to a visit or book an appointment, we assume that you have read and agreed to these terms. We also ask for your consent when you fill in the health questionnaire. If consent is not given, the staff member has the right to refuse to provide the healthcare service.