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Privacy Policy

A. Purpose of this Privacy Policy

This Privacy Policy explains how DARC BV (Dental Aesthetics & Rehabilitation Clinic) collects, uses and protects your personal data. We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the Belgian Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

This policy applies to:

  • patients of DARC

  • people who contact us or request information or services

  • visitors to our website www.darc.be

  • people who apply for a job or send a spontaneous application

 

B. Identity of the Data Controller

The data controller is:

DARC BV (Dental Aesthetics & Rehabilitation Clinic)
Ellermanstraat 61, 2060 Antwerp, Belgium
Company number (KBO/BCE): [BE1022.855.201
Email: contact@darc.be

For any question about your personal data, contact us at contact@darc.be.

 

C. Personal Data We Process and Why

1. Categories of personal data

  • Identification and contact data: name, date of birth, address, phone number, email address, national register number where legally required.

  • Medical and dental data: medical and dental history, clinical notes, photographs, X-rays, 3D scans (including CBCT), digital impressions, treatment plans.

  • Administrative and financial data: appointment history, quotes, invoices, payments, health insurance fund (mutualiteit/mutualité) and supplementary insurance details.

  • Recruitment data: CV, motivation, qualifications, professional registration number (RIZIV/INAMI), language skills and availability.

  • Digital and technical data: IP address, browser and device information, cookies and similar technologies, and form submissions on our website.

 

2. Purposes of processing

We process personal data to:

  1. provide dental care, diagnosis and treatment

  2. manage appointments and communicate with patients

  3. comply with legal, tax and accounting obligations

  4. keep clinical records and ensure quality of care

  5. share anonymised cases for professional education or communication, or identifiable cases only with your explicit consent

  6. assess job applications and manage recruitment

  7. operate, secure and improve our website and digital systems

We do not use your data for purposes that are incompatible with these.

 

D. Legal Basis for Processing

  • Healthcare provision and the treatment agreement (Art. 6(1)(b) and Art. 9(2)(h) GDPR): care, diagnosis, treatment and the related administration.

  • Steps before entering into a contract (Art. 6(1)(b) GDPR): assessing job applications.

  • Legal obligations (Art. 6(1)(c) GDPR): medical record keeping, tax and accounting rules.

  • Legitimate interests (Art. 6(1)(f) GDPR): security of our systems, quality control and keeping applications for future vacancies (see section I).

  • Explicit consent (Art. 6(1)(a) and Art. 9(2)(a) GDPR): marketing communication, publication of identifiable photos or cases, and non-essential cookies. You can withdraw consent at any time.

 

E. Your Rights

You have the right to:

  • access your personal data and receive a copy

  • rectify inaccurate or incomplete data

  • erase your data, where the law allows it (medical records must be kept for the legal period)

  • restrict processing

  • object to processing based on our legitimate interests

  • data portability for data you provided to us

  • withdraw your consent at any time, without affecting earlier processing

 

Send your request to contact@darc.be. We may ask you to confirm your identity. We reply within one month.

 

If you believe your rights have not been respected, you can file a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be, +32 (0)2 274 48 00, or bring a claim before the civil courts.

 

F. Data Retention: 

  • Job applications (not hired): up to 2 years after receipt, unless you ask us to delete them sooner (see section I).

  • Website form submissions (non-patient enquiries): up to 2 years.

 

G. Data Sharing: service providers (processors) acting on our behalf

  • Wix.com Ltd.: website hosting, contact and job application forms.

  • Crossuite: online booking and patient management.

  • Smilecloud: Smilecloud Passport, for sharing photos, treatment plans, quotes and messages with patients.

 

Our website shows an Instagram feed provided by Meta Platforms Ireland Ltd. When you view it, Meta may collect technical data under its own privacy policy.

 

H. International Transfers

Some of our service providers process data outside the European Economic Area. When this happens, we make sure your data is protected by an adequacy decision of the European Commission (for example for Israel, or the EU–US Data Privacy Framework for certified US companies) or by the European Commission's Standard Contractual Clauses. You can ask us for more information about these safeguards at contact@darc.be.

 

I. Job Applicants

When you apply for a position at DARC, through our website, by email or through a job platform such as VDAB, DARC BV processes your personal data as controller.

  • Data: your name, contact details, CV, motivation, qualifications, professional registration number (RIZIV/INAMI), language skills, availability and any other information you choose to share. Please do not include sensitive data, such as health information, in your application.

  • Purpose: to assess your application, contact you and organise the selection process. If you are not selected, we may contact you about future vacancies that match your profile.

  • Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR), and our legitimate interest in building a pool of qualified candidates (Art. 6(1)(f) GDPR).

  • Retention: if you are not hired, we keep your application for up to 2 years after we receive it. You can ask us to delete it sooner at any time. Before that period ends, we may ask whether you would like us to keep it longer. If you are hired, your application becomes part of your personnel or contractor file.

  • Recipients: only the people at DARC involved in recruitment, and our service providers listed in section G. We do not share your application with third parties without your consent.

  • Job platforms: if you apply through VDAB or another platform, that platform processes your data under its own privacy policy.

  • Your rights: the rights in section E apply. Contact us at contact@darc.be.

 

J. Cookies

Our website uses cookies that are necessary for it to work. With your consent, we may also use cookies for statistics and embedded content, such as our Instagram feed [CONFIRM: analytics tools used]. You can accept, refuse or change your choice at any time through the cookie banner on our website.

 

K. Updates to this Privacy Policy

We may update this Privacy Policy when our services, tools or legal obligations change. The current version is always available on our website, with the date of the last update at the top. We will inform you of important changes through appropriate channels.

 

Contact

DARC BV, Ellermanstraat 61, 2060 Antwerp, Belgium

contact@darc.be

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