Privacy and personal data policy

Scope of this policy

This policy explains how Hong Quynh Dental Clinic receives, uses, retains, and protects personal information provided through this website, particularly when you submit an appointment request.

This policy applies to information processed through the website. Records created during an in-person examination or treatment may be managed under separate clinical procedures and legal requirements.

Information we receive

When you submit an appointment request, you provide:

• Your name.
• Your phone number.
• Your email address if you choose to provide it.
• The service you are interested in or a request for the dentist's advice.
• Your preferred appointment date and time.
• Any notes you choose to provide.

The system also creates and processes technical information associated with the request, such as a request identifier, selected language, submission path, submission time, and reception notification status. This information is used to process the request, prevent duplicate submissions, and investigate errors.

The infrastructure that operates the website may process technical information needed for delivery and security, such as an IP address, browser and device type, access time, requested pages, and error or security logs.

Health information in appointment notes

The notes field may contain information about symptoms or a dental concern if you choose to provide it. Only describe what is reasonably necessary for the clinic to understand your request and arrange an appropriate appointment.

Do not submit identity documents, complete medical records, X-rays, payment information, or unnecessary sensitive information through the appointment form.

The form does not provide online diagnosis, prescriptions, or emergency advice. Seek appropriate urgent medical help for serious symptoms such as difficulty breathing, difficulty swallowing, uncontrolled bleeding, or another condition requiring immediate care rather than waiting for a response to the form.

Why we process information

Hong Quynh Dental Clinic uses submitted information to:

• Receive and manage appointment requests.
• Contact you to discuss and confirm a date and time.
• Identify an appropriate service or appointment arrangement.
• Send the request to the staff responsible for reception.
• Prevent duplicate, fraudulent, or abusive submissions.
• Investigate errors and protect website operations.
• Respond to questions, complaints, or requests concerning submitted information.
• Meet applicable legal obligations.

Information submitted through the form is not sold or used for marketing unrelated to your request.

Agreement when submitting a request

You decide whether to provide information through the form. By submitting an appointment request, you confirm that the information is appropriate and agree that Hong Quynh Dental Clinic may process it for the purposes described in this policy.

You do not have to provide an email address or notes because these fields are optional. Your name, phone number, service selection, and preferred date and time are needed for the clinic to receive and handle the request.

Submitting the form does not confirm an appointment. The clinic will contact you to agree on the timing and availability.

Access to and sharing of information

Information may be accessed or processed by:

• Clinic staff responsible for receiving and arranging appointments.
• Infrastructure, hosting, storage, and database services needed to operate the website.
• An internal messaging service used to send the request to reception staff.
• An appropriate authority when disclosure is required by law.

The clinic limits access according to the processing purpose and work responsibilities. External links, including maps, messaging applications, and contact platforms, operate under the policies of the respective services.

Retention

Information is retained for a reasonable period needed to receive the request, contact you, arrange the appointment, handle related matters, and meet applicable legal obligations.

When information is no longer needed for these purposes, the clinic may delete it, destroy it, or remove identifying details unless continued retention is required by law.

Protecting information

The clinic uses appropriate administrative and technical measures intended to limit unauthorized access, use, alteration, disclosure, or loss. Access is limited to people and services that need the information to handle the request.

No method of transmitting or storing data over the internet can guarantee absolute security. Do not submit unnecessary or particularly sensitive information through the form.

Your rights and requests

Depending on applicable law, you may ask to:

• Learn what information about you is being processed.
• Access or receive information you provided.
• Correct inaccurate or incomplete information.
• Withdraw consent for processing that relies on consent.
• Delete or restrict processing where there is an appropriate basis.
• Object or complain about how information is handled.

Withdrawing consent does not affect processing that took place before the withdrawal. Some requests may be limited when the clinic must retain or process information to meet a legal obligation, protect legitimate rights, or resolve a dispute.

To make a request, call 0965 794 622 or visit Hong Quynh Dental Clinic at 14 Ng. 36 P. Miếu Đầm, Từ Liêm, Hà Nội. The clinic may need to verify your identity and relevant request details before responding.

Information about children

If an appointment request concerns a child, a parent or legal guardian should provide and manage the information on the child's behalf.

Provide only the information needed for the clinic to receive and arrange the appointment. Do not submit identity documents or unnecessary sensitive information about a child through the form.

External links and services

The website may contain a map and links to external messaging or contact services. When you open or use one of these services, its provider may process information under its own terms and privacy policy.

Hong Quynh Dental Clinic does not control how an external service processes information after you leave the clinic's website.

Policy updates

This policy may be updated when website operations, appointment procedures, or applicable requirements change. The most recent update date is displayed at the top of the page.

Review the policy before submitting information if you want to understand the version currently in effect.