As Özel Dentsmile Ağız ve Diş Sağlığı Polikliniği (Dentsmile Oral and Dental Health Polyclinic, “Dentsmile” or the “Polyclinic”), we attach great importance to the security of the personal data of our patients, their companions, our website visitors and everyone who contacts us. This notice has been prepared by Dentsmile as the data controller to inform you in accordance with the Turkish Personal Data Protection Law No. 6698 (“KVKK”) and the Communiqué on the Procedures and Principles for Fulfilling the Obligation to Inform.
1. Data controller
The data controller under the KVKK is Özel Dentsmile Ağız ve Diş Sağlığı Polikliniği.
- Address: Mimar Sinan Mah. Rumi Mehmet Sok. No:1 Üsküdar / İSTANBUL
- Phone: +90 (216) 334 33 30
- Email: info@dentsmile.com.tr
- Website: dentsmile.com.tr
2. Categories of personal data processed
Depending on the service we provide, the following personal data may be processed:
- Identity data: name, surname, Turkish ID or passport number, date of birth, gender, nationality.
- Contact data: phone number, email address, postal address.
- Health data (special category personal data): medical history, examination findings, diagnosis and treatment information, X-rays, panoramic films, CT scans and intraoral photographs, prescriptions, laboratory results, allergy and medication information.
- Financial data: invoice details, payment and bank details, insurance policy details.
- Visual and audio records: CCTV recordings in the common areas of the Polyclinic, before-and-after treatment photographs taken with your consent, call recordings.
- Transaction security data: IP address, browser and device information and cookie records related to the use of our website.
- Request and complaint data: requests you send through contact forms, email and messaging apps.
3. Purposes of processing
Your personal data is processed for the following purposes:
- Booking appointments and planning and carrying out examination, diagnosis and treatment services,
- Keeping medical records and fulfilling obligations under health legislation,
- Invoicing, payment processes and private insurance procedures,
- Post-treatment follow-ups and reminders,
- Organising health tourism services for our international patients,
- Evaluating and resolving your requests, suggestions and complaints,
- Ensuring the physical and information security of the Polyclinic,
- Responding to information requests from authorised public bodies and using records as evidence in legal disputes.
4. Legal grounds for processing
Your personal data is processed on the legal grounds set out in Article 5 of the KVKK: it is expressly provided for by law, it is directly related to the conclusion or performance of a contract, it is necessary for the data controller to fulfil a legal obligation, it is necessary for the establishment, exercise or protection of a right, or it is necessary for the legitimate interests of the data controller, provided that your fundamental rights and freedoms are not harmed.
Your health data, which is special category personal data, is processed under Article 6 of the KVKK by persons bound by a duty of confidentiality for the purposes of protecting public health, preventive medicine, medical diagnosis, treatment and care, and the planning, management and financing of health services. Your explicit consent is obtained for any processing outside this scope.
5. Transfer of personal data
For the purposes listed above and in accordance with Articles 8 and 9 of the KVKK, your personal data may be transferred to:
- The Turkish Ministry of Health and its units (e-Nabız, Sağlık-Net and similar systems) and provincial health directorates,
- The Social Security Institution, other legally authorised public bodies and judicial authorities,
- Private insurance companies you have a contract with, at your request,
- Dental laboratories and imaging centres where your treatment requires it,
- Business partners providing us with legal, financial and technical consultancy,
- IT suppliers providing software, hosting, appointment and communication infrastructure.
Personal data is only transferred abroad where the conditions set out in Article 9 of the KVKK are met.
6. Method of collection
Your personal data is collected verbally, in writing or electronically, by fully or partly automated means, through the forms you fill in during your visits, examination and treatment processes, communication channels such as phone, email and WhatsApp, the contact and appointment forms on our website, cookies and security cameras.
7. Retention period
Your personal data is kept for as long as required by the purposes of processing and the statutory retention periods set out in the applicable legislation. Health records are kept for the periods required by health legislation. When these periods expire, your data is deleted, destroyed or anonymised.
8. Your rights under Article 11 of the KVKK
By applying to the Polyclinic, you have the right to:
- Learn whether your personal data is being processed,
- Request information if it has been processed,
- Learn the purpose of processing and whether it is used in line with that purpose,
- Know the third parties in Türkiye or abroad to whom it is transferred,
- Request correction if it is incomplete or inaccurate,
- Request its deletion or destruction under the conditions set out in Article 7 of the KVKK,
- Request that the third parties to whom it was transferred be notified of any correction, deletion or destruction,
- Object to a result against you arising from the analysis of your data exclusively by automated systems,
- Claim compensation if you suffer damage due to unlawful processing.
9. How to apply
In accordance with the Communiqué on the Procedures and Principles of Application to the Data Controller, you can submit your requests in writing together with documents proving your identity, in person or through a notary, to Mimar Sinan Mah. Rumi Mehmet Sok. No:1 Üsküdar / İSTANBUL; via registered electronic mail (KEP), a secure electronic signature or mobile signature; or by email to info@dentsmile.com.tr from the email address you have previously provided to the Polyclinic and that is registered in our system.
Your application will be concluded free of charge as soon as possible and within thirty (30) days at the latest, depending on the nature of the request. If the process requires an additional cost, a fee may be charged according to the tariff set by the Personal Data Protection Board.
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