As we regularly treat international patients and Non-Resident Indians (NRIs) from the United Kingdom, European Union, United States, Canada, Australia, and East Africa, our privacy principles comply with India's Digital Personal Data Protection (DPDP) Act, the UK GDPR / Data Protection Act 2018, and the EU General Data Protection Regulation (GDPR).
1. Introduction & Data Controller
Welcome to Vaghani Multispeciality Dental Hospital & Orthodontic Center (“we”, “our”, or “us”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (vaghaniorthodontics.com), communicate with us through our contact forms or WhatsApp, or receive dental consultations and clinical treatments.
The Data Controller responsible for your personal data is Dr. Bhavnit Vaghani (M.D.S. Orthodontics), operating at Vaghani Multispeciality Dental Hospital & Orthodontic Center, Surat, Gujarat, India.
2. Information We Collect
We may collect information directly from you through digital interactions or in-clinic visits:
- Full Name and Salutation
- Phone Number and WhatsApp contact details
- Email address
- City, State, and Country of residence (for international travelers)
- Preferred appointment date and time
- Self-described dental concerns (crowding, spacing, pain, etc.)
- Intraoral photos, OPG X-rays, or previous dental records you share for preliminary assessment
- Medical history and allergies (prior to clinical treatment)
Technical Data: When navigating our website, we may automatically collect standard log data such as IP address, browser type, operating system, and pages visited via privacy-respecting analytics tools.
3. Purpose and Legal Basis for Processing
We process your personal information strictly for legitimate healthcare and communication purposes, including:
- Consultation & Appointments: Responding to contact inquiries, scheduling clinic visits, and coordinating virtual preliminary video consultations for overseas patients.
- Clinical Treatment Planning: Assessing orthodontic alignment viability (e.g., Clear Aligners, Braces) based on submitted details.
- Direct Communication: Sending appointment reminders, preparation instructions, and post-procedure follow-ups via SMS, Email, or WhatsApp.
- Website Performance: Maintaining website security, diagnosing technical errors, and improving user experience.
Under GDPR/UK DPA, the legal grounds for processing include: (a) Consent provided when submitting forms; (b) Performance of a contract/treatment request; and (c) Provision of healthcare services by regulated medical professionals.
4. Medical Confidentiality & Information Sharing
We hold your clinical and personal data in strict professional confidence. We do not sell, rent, or trade your personal data to third parties.
We only share data with trusted partners when required for clinical delivery:
- Certified orthodontic laboratories & digital clear aligner manufacturing partners (under strict data confidentiality agreements).
- Secure telecommunication providers (e.g., WhatsApp Business API for appointment confirmations).
- Accredited cloud hosting and dental practice management systems that utilize enterprise-grade encryption.
- Statutory legal or regulatory authorities only when mandated under applicable Indian medical regulations.
5. International Data Transfers (For UK & EU Patients)
If you contact us from outside India (e.g. United Kingdom, European Union, United States, Canada, Kenya, Australia), your submitted inquiry data will be transferred to and securely stored on our servers in India.
We implement standard medical data protection measures, SSL/TLS encryption protocols, and administrative controls to ensure your information is treated with the same level of care and security as required under international data protection regulations.
6. Data Retention
Inquiry submissions that do not proceed to treatment are periodically purged after 12 months. Clinical records, digital 3D scans, and treatment notes for active patients are retained in accordance with Dental Council of India healthcare regulations and standard medical record retention guidelines.
7. Your Rights (GDPR & Data Protection)
Depending on your jurisdiction, you possess specific statutory rights regarding your personal information:
To exercise any of these rights, please email us directly at [email protected].
8. Cookies Policy
Our website uses essential cookies necessary for website operation and anonymous performance analytics to understand visitor volume. You can configure your web browser to decline cookies; however, some site features may have reduced functionality.
Questions or Privacy Inquiries?
If you have any questions about this Privacy Policy or how your personal information is handled, please contact our clinic administration: