Terms of Use & Privacy Policy | Athens Dental Care

Personal Data Protection Policy

1. Introduction

Athens Dental Care, based at 92 Vasilissis Sofias Avenue and Kerasountos, Athens, tel. 210.72.93.211, email info@athensdentalcare.gr. The “Clinic” or “we” respects and protects the personal data of patients, visitors, website users, interested parties, associates and other natural persons with whom it deals.

This Policy explains, simply and clearly, what data we collect, for what purposes we use it, how we have collected it, on what legal basis we process it, for how long we retain it, to whom we may transmit it and what rights the natural persons to whom the data relate have.

Processing is carried out in accordance with the General Data Protection Regulation 2016/679 (“GDPR”), Law 4624/2019, the special legislation on the provision of health services, the Code of Dental Ethics, as well as any other applicable provision.

This Policy covers both the processing of data through the Clinic’s website and the processing of data carried out in the context of providing medical, dental and/or related health services, communication with the Clinic, appointment management, keeping of medical records, invoicing, compliance with legal obligations, as well as the promotion of the Clinic, where the required consent exists.

2. Data Controller

The Data Controller is: Athens Dental Care IKE

Registered office: 92 Vasilissis Sofias Avenue and Kerasountos, Athens
Telephone: 210. 72.93.211
Contact email: info@athensdentalcare.gr
Email for personal data matters: info@athensdentalcare.gr, iro@imoraitilaw.gr

3. Who this Policy concerns

This Policy concerns in particular:

patients of the Clinic, current or former,
persons who contact the Clinic for information or appointments,
visitors to the website,
persons who subscribe to the newsletter or choose to receive informational/promotional material,
persons who provide their consent for the use of personal experience, review, photograph, image, video or other material for promotional purposes,
parents, guardians or companions of patients,
suppliers, associates and other natural persons who deal with the Clinic.

4. Categories of data we process

Depending on your relationship with the Clinic and the purposes we pursue, we may process the following categories of data:

4.1 Identification and contact details

Indicatively: full name, father’s name, date of birth or age, gender, home address, telephone, email, identity card or other document details, where required.

4.2 Appointment and communication data

Indicatively: date and time of appointment, reason for contact, request, message content, details provided by telephone, email, contact form, social media or other communication channel.

4.3 Health and medical/dental record data

Indicatively: reason for visit, medical and dental history, symptoms, diagnoses, treatment plan, procedures and treatments carried out, medication, allergies, examination results, imaging material, medical documentation photographs, physician’s notes, consents to medical procedures and any other information necessary for the provision of health services.

4.4 Financial and tax data

Indicatively: invoicing details, VAT number (AFM), tax office (DOY), billing address, fee amounts, payment method, invoices, receipts, insurance coverage details, where required.

4.5 Website and technical data

Indicatively: IP address, device type, operating system, browser, date and time of visit, pages you visit, time spent, cookies, web beacons, logs and other tracking technologies, in accordance with the Clinic’s Cookies Policy.

4.6 Promotion, review and patient personal experience data

Provided you have given specific and explicit consent, we may process details such as: full name or first name or initials, image, photograph, video, voice, written or oral testimony, review, description of personal experience, information regarding the treatment, before and/or after photographs, social media handle or other material you have allowed us to use for promotional purposes.

4.7 Data of minors

The Clinic may process data of minors, where it provides services to minor patients. In this case, processing is carried out in accordance with applicable legislation, with the information and involvement of parents or persons exercising parental responsibility, where required.

For the use of the image, photograph, video or personal experience of a minor for promotional purposes, specific, prior and explicit consent of the parents or persons exercising parental responsibility is required and, where appropriate, the opinion of the minor is also taken into account, depending on their age and maturity.

5. Sources of data collection

Data is collected mainly directly from you, when:

you contact the Clinic,
you schedule or attend an appointment,
you provide information in the context of the dental examination or treatment,
you complete forms, declarations or consent forms,
you use the website or the electronic services of the Clinic,
you subscribe to a newsletter or other information service,
you provide a review or other personal experience material.

We may also collect data from third parties, such as parents or companions of patients, referring physicians, diagnostic centres, insurance bodies, public authorities or associates, where this is necessary and required by law or by the performance of the contract between us.

6. Purposes and legal bases of processing

The Clinic processes personal data for the following purposes:

6.1 Communication and appointment management

We process your data in order to respond to queries, provide information, schedule, modify or cancel appointments and manage communication with patients and interested parties.

Legal basis: performance of a contract or taking of measures prior to entering into a contract, legitimate interest of the Clinic for the proper management of communication and, where required, consent of the data subject.

6.2 Provision of medical, dental and related health services

We process data, including health data, for examination, diagnosis, prevention, treatment, monitoring, provision of personalised health services and, in general, management of the patient-Clinic relationship.

Legal basis: performance of a contract for the provision of dental services, compliance with legal obligations, as well as processing of special categories of data for the purposes of medical diagnosis, provision of health care or treatment by professionals subject to a professional secrecy obligation.

6.3 Keeping of medical/dental records

The Clinic keeps a medical and/or dental record, in accordance with the obligations arising from applicable legislation and the rules of medical and dental ethics.

Legal basis: compliance with a legal obligation, performance of a contract for the provision of health services, protection of vital interests where required, as well as the establishment, exercise or defence of legal claims.

6.4 Financial and accounting management

We process data for the issuance of receipts, invoices, vouchers, the collection of fees, the fulfilment of accounting and tax obligations, as well as for audits or declarations to competent authorities.

Legal basis: compliance with legal obligations, performance of a contract and overriding legitimate interest for the financial management of the Clinic.

6.5 Management of requests, complaints and legal claims

We process data in order to manage requests, complaints, grievances, disputes, audits, out-of-court or judicial proceedings and to protect the rights and legitimate interests of the Clinic.

Legal basis: overriding legitimate interest of the Clinic, compliance with a legal obligation and the establishment, exercise or defence of legal claims.

6.6 Satisfaction surveys and service improvement

The Clinic may contact patients for the purposes of evaluating their experience, improving its services and internal quality monitoring, without using this information for public promotion without separate consent.

Legal basis: overriding legitimate interest of the Clinic for the improvement of its services or consent, where required.

6.7 Sending updates, newsletters and promotional material

Provided you have given your consent or where permitted by applicable legislation, the Clinic may send updates, news, invitations, educational or promotional material regarding its services, activities or events.

You may at any time withdraw your consent or request the cessation of such communications.

Legal basis: consent or overriding legitimate interest, where permitted by the legislation on electronic communications and direct marketing.

6.8 Use of patient personal experiences for promotional purposes

The Clinic may, exclusively following prior, specific and explicit consent of the patient, use personal experiences, reviews, testimonials, images, photographs, videos, voice or other material (data) relating to the patient, for the purpose of promoting the Clinic and informing the public.

This use may take place, depending on the consent given, on:

the Clinic’s website,
the Clinic’s social media accounts, such as Instagram, Facebook, TikTok, LinkedIn or other platforms,
Google Business Profile or other review platforms,
printed or digital promotional material,
presentations, informational material, newsletters or events,
advertising campaigns, including sponsored posts or paid ads, where this has been specifically approved.

Since this material may directly or indirectly reveal information relating to the health, dental/medical condition or treatment of the patient, the relevant processing is carried out only on the basis of specific and explicit consent.

Giving consent is entirely optional. Refusal or withdrawal of consent does not affect in any way the provision of health services by the Clinic, the quality of the treatment, the financial terms or the patient’s relationship with the Clinic.

Consent may relate separately to one or more uses, such as use of name, use of initials only, use of image, use of before/after photographs, use of video, use on social media, use in paid ads or use in printed material.

6.9 Use of before/after photographs

The Clinic and the physicians may take photographs or other imaging material for the purposes of medical documentation, treatment monitoring and keeping of medical records.

The public use of before/after photographs or other material for advertising, informational or promotional purposes is carried out only with the specific and explicit consent of the patient, separate from the consent concerning the provision of medical services or the keeping of medical records.

Legal basis: compliance with a legal obligation, performance of a contract for the provision of health services, protection of vital interests, where required, as well as the establishment, exercise or defence of legal claims.

6.10 Website operation and information systems security

We process technical data for the secure operation of the website, the prevention of malicious actions, the resolution of technical problems, ensuring functionality and protecting our systems.

Legal basis: overriding legitimate interest of the Clinic for the security of its systems and compliance with legal security obligations.

6.11 Cookies, analytics and online advertising

The Clinic’s website may use necessary cookies for its operation, as well as, provided you give your consent, analytics cookies, advertising cookies or other similar technologies.

Non-strictly-necessary cookies are installed only if you have given the required consent through the relevant choices mechanism. You may modify or withdraw your choices at any time, in accordance with the Clinic’s Cookies Policy.

Legal basis: consent for non-necessary cookies and overriding legitimate interest for strictly necessary cookies that ensure the operation and security of the website.

6.12 Compliance with legal obligations and cooperation with authorities

The Clinic may process and, where required, transmit data to public, tax, insurance, judicial, supervisory or other competent authorities, when this is required by law or by a binding order of a competent authority.

Legal basis: compliance with a legal obligation and, as the case may be, the establishment, exercise or defence of legal claims.

7. Specific information on consent

Where processing is based on your consent, you have the right to withdraw it at any time.

Withdrawal applies for the future and does not affect the lawfulness of processing carried out prior to it.

Specifically for the use of personal experiences, image, photographs, videos, voice or other material for promotional purposes, the withdrawal of consent has the effect that the Clinic ceases any new use of the relevant material and proceeds to remove it from the media and channels under its control within a reasonable time and given the existing technical possibilities.

However, due to the nature of the internet and social media, the Clinic cannot guarantee the complete or immediate deletion of material that has already been shared, stored, republished, reproduced by third parties, appeared in search engine results or remained available through caching, screenshots or third-party platforms.

8. Data recipients

Only the absolutely necessary persons have access to the data, to the extent required for the fulfilment of the respective processing purposes.

We may transmit data to:

physicians, dentists, health and administrative staff of the Clinic,
external physicians or health associates, where required for the provision of dental services,
diagnostic centres, laboratories or other health service providers, where required,
accountants, tax advisors, insurance advisors, lawyers and legal advisors,
providers of IT, technical support, cloud, hosting, email, telephony and cybersecurity services,
companies providing marketing, communication, social media management services, photographers, videographers, designers or advertising companies, exclusively to the extent required and in accordance with the consent given by the data subjects,
social media platforms, online advertising providers, search engines or review platforms, where the material is published or promoted through them,
public, judicial, tax, insurance, supervisory or other competent authorities, when required by law.

Where third-party providers process data on behalf of the Clinic, they act as processors and are bound by appropriate contractual obligations of confidentiality, security and data protection.

9. Social media and third-party platforms

The Clinic may maintain accounts on social media platforms. When you interact with these accounts, e.g. through comments, likes, messages or shares, the Clinic may see and process information made available through the respective platform.

You should be aware that social media platforms also process personal data for their own purposes and in accordance with their own privacy policies. The Clinic does not have full control over the way these platforms process your data.

In the event of publication of patient material on social media for promotional purposes, publication takes place only where prior specific and explicit consent of the patient has been given.

10. Transfers outside the European Economic Area

As a rule, the Clinic seeks to keep and process data within the European Economic Area.

However, certain providers of technology services, cloud services, social media, analytics or online advertising may process data outside the European Economic Area. In these cases, the Clinic takes appropriate measures so that the transfer is carried out in accordance with the GDPR, such as on the basis of an adequacy decision of the European Commission, standard contractual clauses or another lawful transfer mechanism.

11. Data retention period

The Clinic retains data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required by law or for the protection of the rights and overriding legitimate interests of the Clinic.

Indicatively:

medical/dental record data is kept for as long as provided by applicable legislation and the rules of dental ethics,
financial and tax data is kept for as long as required by tax and accounting legislation,
communication data is kept for as long as required to manage the request and, thereafter, for a reasonable period of time for reasons of proof and security,
newsletter and promotional communication data is kept until the withdrawal of consent or the objection to the relevant processing, and in any case no longer than two years from its receipt, unless withdrawn earlier,
material of personal experiences, testimonials, photographs, videos or before/after for promotional purposes is kept and used for as long as the relevant consent is valid and in any case no longer than two years from its receipt, unless withdrawn earlier,
raw photographic or audiovisual material not selected for use in promotion is deleted or archived for medical purposes, as the case may be, within 6 months,
cookies are kept in accordance with the duration stated in the Cookies Policy and the relevant consent mechanism.

After the expiry of the respective retention period, data is deleted or anonymised securely, unless its further retention is necessary for a lawful purpose.

12. Security and confidentiality

The Clinic takes appropriate technical and organisational measures to protect data from accidental or unlawful destruction, loss, alteration, unauthorised access, disclosure or use.

These measures may include, indicatively, restriction of access only to staff who need to know, use of passwords, confidentiality policies, secure storage of physical records, technical information systems security measures, backups, access logging where required and regular evaluation of security measures.

The staff and associates of the Clinic are bound by confidentiality obligations and, where applicable, by medical or professional secrecy.

13. Rights of data subjects

In accordance with applicable legislation, you have the following rights:

right to information,
right of access to your data,
right to rectification of inaccurate or incomplete data,
right to erasure, where applicable,
right to restriction of processing,
right to portability, where applicable,
right to object to processing, where applicable,
right to withdraw consent, where processing is based on consent,
right not to be subject to a decision based solely on automated processing, including profiling, where it produces legal effects or significantly affects you.

The exercise of rights may be subject to restrictions, in particular where the retention or processing of data is necessary for compliance with a legal obligation of the Clinic, for reasons of public interest in the area of health, for the keeping of medical records or for the establishment, exercise or defence of legal claims.

To exercise your rights you may contact the Clinic at the email info@athensdentalcare.gr.

The Clinic may request additional information to confirm your identity before satisfying a relevant request.

14. Right to lodge a complaint

If you consider that the processing of your data violates applicable legislation, you have the right to lodge a complaint with the competent supervisory authority.

For Greece, the competent authority is the:

Hellenic Data Protection Authority
1-3 Kifisias Avenue, 115 23 Athens
Tel.: 210 6475600
Website: www.dpa.gr

E-mail: contact@dpa.gr

15. Automated decision-making

The Clinic does not make decisions based solely on automated processing, including profiling, which produce legal effects or significantly affect natural persons.

16. Updates to this Policy

The Clinic may amend this Policy at any time, in order to respond to changes in legislation, its services, the technological means it uses or its internal procedures.

The version of the Policy in force at any given time will be available on the Clinic’s website and/or at the Clinic’s premises.

Last updated: July 2026