Privacy Policy

1. Introduction

Dr. Pavendeep Singh Dental Clinic ("we", "our", or "the Clinic"), located in Kota Kinabalu, Sabah, Malaysia, is committed to protecting and respecting your personal data. This Privacy Policy explains how we collect, use, store, and disclose your information in accordance with the Personal Data Protection Act 2010 (PDPA) of Malaysia.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy.

2. Personal Data We Collect

We may collect the following categories of personal data:

• Identity information: Full name and date of birth
• Contact information: Email address, phone number, and mailing address
• Appointment information: Preferred date, time, and service type submitted through our online booking form
• Medical and dental records: Treatment history, dental charts, X-rays, clinical notes, and health questionnaire responses
• Technical data: IP address, browser type, and pages visited when you use our website

3. How We Collect Your Data

We collect personal data through the following means:

• Our online appointment booking form (name, email, phone number, preferred service)
• In-person registration and consultation at the clinic
• Phone calls and WhatsApp messages
• Cookies and similar technologies when you browse our website

4. Purpose of Data Collection

Your personal data is collected and processed for the following purposes:

• To schedule, confirm, and manage dental appointments
• To provide dental treatment and maintain accurate medical records
• To communicate with you regarding your appointments, treatment plans, and follow-up care
• To process payments and issue receipts or invoices
• To comply with legal and regulatory obligations, including those under Malaysian healthcare laws
• To improve our website and services

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law.

• Medical and dental records: Retained for a minimum of 7 years from the date of the last treatment, in accordance with Malaysian medical record-keeping requirements.
• Appointment and contact data: Retained for up to 3 years after your last visit, unless you request earlier deletion.
• Website technical data: Retained for up to 12 months.

6. Third-Party Sharing

We do not sell your personal data. We may share your data with the following third parties only when necessary:

• Dental laboratories: For the fabrication of dental appliances, crowns, or prosthetics
• Insurance providers: When processing insurance claims on your behalf, with your consent
• Specialist referrals: When referring you to another dental or medical specialist
• Regulatory authorities: When required by law or court order
• Service providers: Trusted third-party providers who assist us with website hosting, appointment scheduling software, and payment processing, subject to confidentiality agreements

7. Your Rights Under the PDPA

Under the Personal Data Protection Act 2010, you have the following rights:

• Right of Access: You may request access to the personal data we hold about you.
• Right of Correction: You may request that we correct any inaccurate or incomplete personal data.
• Right to Withdraw Consent: You may withdraw your consent for data processing at any time, though this may affect our ability to provide certain services.
• Right to Prevent Processing: You may request that we cease processing your personal data in certain circumstances.

To exercise any of these rights, please contact us using the details provided in Section 10 below. We will respond to your request within 21 days.

8. Cookies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help us understand how you interact with our site.

• Essential cookies: Required for the website to function properly (e.g., language preferences).
• Analytics cookies: Help us understand website traffic and usage patterns so we can improve our services.

You can manage or disable cookies through your browser settings. Please note that disabling essential cookies may affect website functionality.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. These measures include encrypted data transmission, secure server infrastructure, and restricted staff access to personal data on a need-to-know basis.

10. Contact Us

If you have any questions about this Privacy Policy, wish to make a data access or correction request, or want to lodge a complaint, please contact us:

• Data Controller: Dr. Pavendeep Singh
• Email: [email protected]
• Location: Kota Kinabalu, Sabah, Malaysia

You may also lodge a complaint with the Department of Personal Data Protection Malaysia (JPDP) if you believe your data has been mishandled.