Privacy Policy
Your trust is the foundation of our care. This document explains how Vite Dental Clinic collects, uses, and protects your personal and health information.
Last updated: June 2025 | Internal Document — Not for Public Distribution
Vite Dental Clinic ("we", "our", or "the clinic") is committed to protecting the privacy, confidentiality, and security of your personal and health information. This Privacy Policy describes our practices regarding the collection, use, storage, and disclosure of information obtained from patients, website visitors, and anyone who contacts us.
By using our services or providing your information, you consent to the practices described in this policy. This policy applies to all information collected in-clinic, through our website at vitedental.in, or via any other communication channel.
1. Information We Collect
1.1 Personal Identification Information
We collect information that you voluntarily provide when booking an appointment, filling out contact forms, or communicating with our clinic. This includes your full name, date of birth, gender, phone number, email address, and residential address.
1.2 Health & Medical Information
As a dental clinic, we collect relevant health information necessary for providing dental care. This includes medical history, current medications, allergies, dental records, X-rays, treatment plans, clinical notes, and any other health-related information you share with our dental professionals.
1.3 Communication Data
When you contact us via phone, WhatsApp, email, or our website contact form, we may retain records of that communication to ensure continuity of care and to respond to your queries accurately.
1.4 Website Usage Data
Our website may collect non-personally identifiable information such as browser type, pages visited, time spent on pages, and referring URLs. This data is used solely to improve our website experience and is not linked to individual identities.
2. How We Use Your Information
2.1 Providing Dental Care
Your personal and medical information is primarily used to deliver safe, effective, and personalized dental treatment. This includes diagnosis, treatment planning, clinical procedures, and follow-up care.
2.2 Appointment Management
We use your contact details to schedule, confirm, remind, and follow up on your dental appointments. Reminders may be sent via SMS, WhatsApp, or phone call based on your preferences.
2.3 Internal Record Keeping
Dental records are maintained for clinical continuity, regulatory compliance, and medico-legal purposes. Records may be retained for a minimum of seven (7) years in accordance with applicable Indian healthcare regulations.
2.4 Communication & Support
We may use your contact information to respond to enquiries, send post-treatment care instructions, or share important updates about our clinic operations.
2.5 Quality & Safety
Aggregated, anonymised data may be used internally for quality improvement, staff training, and clinical audit purposes. No individually identifiable information is used for these purposes without explicit consent.
3. Data Sharing & Disclosure
3.1 Within the Clinic
Your information is shared among our clinical and administrative team strictly on a need-to-know basis to facilitate your care and manage appointments.
3.2 Referral Specialists
With your consent, relevant clinical information may be shared with external specialists or hospitals when a referral is required for your treatment.
3.3 Legal & Regulatory Requirements
We may disclose your information if required by law, court order, or regulatory authority, including government bodies under the Dentists Act, 1948, or the Digital Personal Data Protection Act, 2023 (India).
3.4 No Sale of Data
We do not sell, rent, or trade your personal information to any third party for marketing or commercial purposes, under any circumstances.
4. Data Security
4.1 Physical Security
Paper-based dental records are stored in locked filing cabinets within our secured premises. Access is restricted to authorised clinical and administrative staff only.
4.2 Digital Security
Electronic records are protected with password access controls and stored on secured systems. We take reasonable technical measures to prevent unauthorised access, loss, misuse, or alteration of your data.
4.3 Data Breach Response
In the event of a data security incident that may affect your personal information, we will notify affected individuals and relevant authorities as required under applicable law.
5. Your Rights
5.1 Access
You have the right to request a copy of the personal and health information we hold about you. Requests should be made in writing to the clinic manager.
5.2 Correction
If you believe any information we hold is inaccurate or incomplete, you may request that we correct or update it. We will act on verified correction requests promptly.
5.3 Withdrawal of Consent
You may withdraw consent for non-essential uses of your data (such as promotional messages) at any time by contacting us directly. Note that withdrawal of consent does not affect data processing already carried out, nor does it apply to information required for your clinical care.
5.4 Complaints
If you have a concern about how your data is handled, please contact us at the details below. You also have the right to escalate complaints to the relevant data protection authority in India.
7. Children's Privacy
We provide dental care to patients of all ages, including children. Information about minors is always collected and used with the knowledge and consent of a parent or legal guardian. Medical records for minors are handled with additional care and confidentiality.
8. Updates to This Policy
This Privacy Policy may be reviewed and updated periodically to reflect changes in our practices or applicable law. The date of the most recent revision is shown at the top of this page. Continued use of our services after an update constitutes acceptance of the revised policy.
9. Contact Us
If you have any questions or requests regarding this Privacy Policy or your personal data, please contact us: