Privacy statement and cookies

1. Who is responsible for your data?

Van Hoften Tandprothetiek is responsible for the processing of personal data within its own practice and via this website. Depending on the location to which your treatment, appointment or invoice relates, the following registration details apply:

General contact: 043 737 02 29 · info@vanhoftentandprothetiek.nl
Healthcare provider AGB: 93000565

2. Which personal data do we process?

Identity card and BSN

As a healthcare provider, we must be able to check the identity of patients and we can process legally required identification data and the BSN. We do not ask you to send a copy of your ID via the public website form.

3. Why do we use your data?

We only process personal data where there is a purpose and a valid basis for doing so. This could be:

• Reply to your request: to call you back, schedule an intake, provide information or handle a complaint or question.
• To execute the treatment agreement: for examination, advice, manufacture and placement of a prosthesis, checks, repairs, aftercare and file management.
• Compliance with legal obligations: include rules for the medical file, identification in healthcare, billing records, tax administration and quality of care.
• Legitimate interests: for safe practice, fraud prevention, network and website security, quality improvement and the ability to substantiate our services. We weigh this interest against your privacy.
• Your consent: for voluntary marketing and communication by email and for cookies or external media that require consent. Marketing consent is separate from a contact request or treatment, is never pre-checked and can always be withdrawn.

Health data are special personal data. We only process this when this is necessary and permitted for good care, the medical file, billing or another legal healthcare task.

No automated treatment decisions

The ProtheseWijzer and other information on the website provide general information. They do not diagnose or make any automated decision about your treatment, reimbursement or access to care. A practitioner will discuss your situation with you personally.

4. Who can we share data with?

We do not sell your personal data. Data is only shared when necessary for care, administration, technology, security or a legal obligation. Possible recipients are:

• employees and practitioners who need the data for their task;
• dental laboratories, dental technicians and other healthcare providers involved;
• health insurers, referrers and billing or administration services when this is necessary and permitted;
• hosting, email, backup, website security and practice software providers, including Odontium;
• Microsoft 365 for the secure email handling of contact requests and registrations;
• Mailchimp/Intuit when you voluntarily consent to email marketing and communications;
• government agencies, regulators or other parties when the law requires us to do so.

Implant Company and Infomedics

Implant Company can examine or treat as an independent healthcare provider at our location in Gulpen. Implant Company and possibly their payment service Infomedics are responsible for their treatment, file and billing records. Van Hoften Tandprothetiek does not have access to the complete billing system of Implant Company/Infomedics. Questions about this should be asked directly to them.

Processors and confidentiality

We make written privacy and security agreements where necessary with service providers who process personal data on our behalf. Healthcare providers and employees are also bound by professional secrecy or a duty of confidentiality.

5. Website, cookies and external services

Necessary cookies and your preference

Necessary cookies and similar technologies are always enabled because otherwise the website, forms and security cannot work properly. The cookie vh_cookie_preferences_v2 remembers for up to six months whether you have selected only necessary cookies or statistics. This cookie does not contain any patient data and is not used for advertising. We always ask your permission first for Google Analytics.

Visit notifications on the referrer page

After consenting to statistics, we store a random browser code in your browser for a maximum of 180 days. The practice will receive a visit notification per browser a maximum of once per 24 hours and a notification when you change a calculator field, even without requesting a results email. The same code links these events to each other, not to your name or email address. Calculator values ​​and IP addresses are not stored in these notifications. To prevent duplicate emails, we store the hashed code, the last time per event and the sending status with Netlify. The notifications arrive in our Microsoft 365 mailbox. You can disable statistics via Cookie Preferences; the browser code will then be deleted when you use this page. This measurement only includes visitors who allow statistics.

Statistics via Google Analytics 4

Google Analytics will only be loaded after you select 'Necessary + statistics' in the cookie notification. If you choose 'Only necessary cookies', the Analytics tag will not be loaded and no analytical cookies will be placed. After permission, Google Analytics can place cookies, including: _ga, to distinguish visits and compile anonymous usage statistics. Ad features and ad personalization will remain disabled. You can change your choice at any time via 'Cookie preferences' at the bottom of the website.

Contact forms, Mailchimp, marketing and communication by email

Form data is sent directly to Van Hoften Tandprothetiek's Microsoft 365 mailbox via the secure website connection. The website does not store the contents of the form in its own patient database. A contact request and marketing consent are two separate choices. Only if you check the separate, voluntary marketing choice and enter an email address, we will also send your email address, name, subject choices and consent registration to Mailchimp/Intuit. A new address first receives a confirmation request from Mailchimp and is only definitively registered after confirmation. An address that previously unsubscribed will not be automatically re-registered. We do not use these channels as patient records and do not ask you to enter any medical information. You can withdraw your marketing consent at any time via an unsubscribe option in the email or via info@vanhoftentandprothetiek.nl, without consequences for your treatment.

OpenStreetMap and route planning

We use map material from OpenStreetMap for the location map. When loading map tiles, technical data, including your IP address, may be received by the map service. Route buttons only open Google Maps after you click on the button yourself; From that moment on, Google's privacy policy also applies.

YouTube

The video about our digital working method does not load automatically. Only after you click play will your browser connect to YouTube and Google/YouTube can process technical data.

Google Reviews

On the Experiences page we show public Google reviews of our locations. These reviews are already public on Google. When you open a link to Google, Google's privacy policy applies. You cannot post a review on our website.

External links and social media

Links to manufacturers, professional organizations, Facebook or other external websites do not connect to that party until you click on them. That external party is responsible for the processing on its own website.

Processing outside the European Economic Area

Sommige externe leveranciers, waaronder partijen van Google en Intuit/Mailchimp, kunnen gegevens buiten de Europese Economische Ruimte verwerken. Wij beperken de gegevensdeling en gebruiken waar vereist passende contractuele of wettelijke waarborgen. De externe aanbieder kan daarnaast een eigen privacyverklaring hanteren.

You can adjust your cookie choice via the cookie notification or cookie settings of the website. Blocking unnecessary cookies will not affect your access to regular patient information.

6. How long do we keep data?

• Medical file: in principle at least 20 years from the last change in the file. Longer retention may be necessary for good care, the interests of someone else or another legal obligation.
• Financial and tax administration: in principle 7 years, or longer if a specific legal retention obligation applies.
• Contact form and individual information questions: no longer than necessary to process your request and record any follow-up appointments. If the information becomes part of your treatment, it may end up in the patient file.
• Information by email: until you unsubscribe or revoke your consent. A limited record of the unsubscribe may be kept to prevent you from being unsolicited again.
• Website security and technical log data: as short as possible and only as long as necessary for security, fault investigation and abuse prevention.
• Backups: data may temporarily remain in secure backups for a longer period of time and will be overwritten or deleted according to the regular backup cycle.

When a retention period has expired, we delete or anonymize the data, unless further storage is legally required or demonstrably necessary.

7. How do we protect personal data?

We take appropriate organizational and technical measures. Consider limited access rights, personal accounts, secure connections, updates, backups, logging, confidentiality, secure storage and agreements with suppliers. Employees only have access to data that they need for their work.

No digital system can completely eliminate every risk. Do you suspect that data has been sent incorrectly or that there may be a security incident? Please contact us as soon as possible by telephone 043 737 02 29.

8. What privacy rights do you have?

Depending on the situation, you may request:

• access to the personal data that we process about you;
• correction or addition of incorrect data;
• deletion of data;
• restriction of processing;
• transfer of data where the right to data portability applies;
• objection to processing based on a legitimate interest;
• withdrawal of previously given consent.

These rights are not absolute. For example, we cannot always carry out a request for deletion when data must be retained on the basis of the WGBO, tax rules or another legal obligation, or when retention is necessary for good care or a legal dispute.

How do you submit a request?

Send an email to info@vanhoftentandprothetiek.nl or contact us by phone. Please state as clearly as possible which right and which data your request relates to. We may request additional information to securely establish your identity. Do not send a copy of your ID by regular email on your own initiative.

In principle, we will respond within one month. In the case of a complex request, the legal period can be extended; we will inform you about this.

File complaint

It is preferable to discuss a privacy question or complaint with us first, so that we can find a solution. You also have the right to file a complaint with the Dutch Data Protection Authority ↗.

Changes to this privacy statement

The website, our working methods and privacy rules may change. We may therefore amend this statement. The date of the latest version is always at the top. In the event of an important change, we will inform patients or subscribers via an appropriate route.

This public statement explains our data processing. Internal security measures, processing agreements and the processing register are not fully made public for security and confidentiality reasons.