Effective Date: January 19, 2026

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Digital Orthodontics (DOT) processes personal and clinical data to provide professional digital orthodontics services, including clear aligner treatment planning, orthodontic treatment planning services, and orthodontic diagnosis support to dental professionals worldwide.

This Privacy Policy explains what data we collect, how we use it, and your rights under applicable data protection laws, including the GDPR.

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1. Personal Data We Process

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DOT may process personal data that you provide or that is required to deliver our services, including:

• First and last name

• Address details

• Phone number (optional)

• Email address

 

2. Special and Sensitive Data

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• Our services are not intended for children under 16 without parental or guardian consent.

• If you believe DOT has collected personal data about a minor without permission, please contact info@dotdigitalorthodontics.com to have it deleted.

 

3. Processing of Patient and Clinical Data

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• In providing clear aligner treatment planning services, DOT may receive clinical files or patient data (STL scans, photos, treatment notes, patient identifiers) from dental professionals.

• DOT acts as a data processor, while the prescribing clinician acts as data controller.

• Clinical data is used solely to deliver requested services, support orthodontic diagnosis, and ensure the safe use of clear aligners.

• Access to clinical data is restricted to authorized personnel involved in the case.

If patient data is provided without legal basis or consent, contact info@dotdigitalorthodontics.com to have it reviewed and deleted if required.

 

4. Legal Basis for Processing Personal Data

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DOT processes personal data under GDPR based on:

• Contractual necessity: to provide services you request, including account management, communication, and treatment planning.

• Legitimate interest: to manage accounts, improve services, and maintain communication.

• Health-related data: processed under the prescribing clinician’s responsibility in accordance with Articles 6 and 9 of the GDPR, for purposes including clear aligner treatment planning, orthodontic diagnosis, and safe application of DOT services.

 

5. Purposes of Processing

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• Communicate with you to provide requested services

• Inform you about changes to services and products

• Enable account creation

• Deliver Digital Orthodontics services, treatment planning, and guidance for clear aligners

 

6. Automated Decision-Making

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• DOT does not make decisions solely by automated processing.

• All decisions, including those impacting orthodontic diagnosis or treatment planning, are made manually with human involvement.

 

7. Use of Third-Party Processors

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• DOT may use trusted third-party service providers (cloud storage, secure file transfer, hosting, communication platforms).

• These providers process data only on DOT’s behalf and are bound by GDPR-compliant agreements.

• DOT does not share data with third parties for marketing purposes.

 

8. Cookies and Similar Technologies

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• DOT uses only technical, functional, and analytical cookies that do not infringe on privacy.

• Cookies support website functionality, remember preferences, and optimize user experience.

• You may opt out or delete cookies via your browser settings.

 

9. Storage Location and International Transfers

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• Personal data may be stored on secure servers within the EEA.

• If processed outside the EEA, appropriate safeguards (e.g., Standard Contractual Clauses) are applied.

 

10. Data Retention

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• Personal data is stored only as long as necessary to fulfill services, including treatment planning and orthodontic diagnosis support.

• Clinical files are stored only as long as necessary for follow-up, case completion, or service improvements.

• Clients may request deletion of clinical files at any time via info@dotdigitalorthodontics.com.

 

11. Your Rights

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You have the right to:

• View, correct, or delete your personal data

• Withdraw consent or object to processing

• Request data portability (transfer your data to another organization)

Requests can be sent to info@dotdigitalorthodontics.com. DOT will respond within four weeks.
You may also file a complaint with the Dutch Data Protection Authority: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons

 

12. Data Security

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DOT implements appropriate measures to prevent misuse, loss, unauthorized access, or disclosure, including:

• Secure storage environments

• Restricted access to authorized personnel

• Encrypted data transfers

• Monitoring for unauthorized access

• Procedures to detect and respond to security incidents

If you suspect improper use or data breach, contact info@dotdigitalorthodontics.com.

 

13. Data Breach Notification

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• In the unlikely event of a breach, DOT will notify the client and, where required, the Dutch Data Protection Authority in accordance with GDPR.

• This includes data related to clear aligner treatment planning, orthodontic diagnosis, or other digital orthodontics services.