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Privacy policy

Here you can find out what personal data we use when you visit the website, when you call or write to us and when you come to the clinic: why we use it, how long we keep it, who else sees it and what rights you have.

Who is responsible for your data

The data controller is DSDCLINIC SRL, CUI (Romanian tax ID) 2878238, the company that runs the D'Institute dental clinic at Str. General Eremia Grigorescu nr. 51, 400394 Cluj-Napoca.

For any question or request about your data, write to us at hello@dinstitute.ro or call us on +40 754 478 202.

What data we use and why

When you visit the website

The servers that host the website automatically record some technical data: your IP address, browser and device type, the pages you open and the time. We use this data to keep the website working and protected from attacks, based on our legitimate interest in having a secure website (art. 6(1)(f) GDPR). We do not use it to find out who you are.

We count visits with Vercel Web Analytics, from the company that hosts the website. The service does not use cookies and does not identify you; we only see aggregated statistics (the pages opened, where visitors come from, the country, the type of device and the browser), based on our legitimate interest in knowing how the website is used (art. 6(1)(f) GDPR). The Google map and any advertising tool only start with your consent, from the cookie banner. The details are in our Cookies policy.

If you accept cookies, we use the Meta pixel to learn how many visitors come from our ads on Facebook and Instagram and how many of them then ask us for an appointment. Meta receives your IP address, details about your browser and device, the page you opened and the fact that you sent a form or tapped the phone number or WhatsApp, but not what you write in the form. The legal basis is your consent (art. 6(1)(a) GDPR), which you can withdraw at any time from "Cookie settings" at the bottom of the page. We are jointly responsible with Meta Platforms Ireland for collecting this data and sending it to Meta; what Meta does with it afterwards is set out in Meta's privacy policy. Meta may transfer the data to the United States, under the EU-US Data Privacy Framework.

Also with your consent, we use Google Analytics, from Google Ireland, to see how the website is used: the pages opened, where visitors come from, the type of device and how many of them send a form or tap the phone number or WhatsApp. Google uses your IP address only to work out the country and city, without storing it, and does not receive what you write in the form. The legal basis is your consent (art. 6(1)(a) GDPR), which you can withdraw at any time from "Cookie settings". Google works for us under a contract, keeps the data for at most 14 months and may transfer it to the United States, under the EU-US Data Privacy Framework.

When you fill in a form

In the appointment and second opinion forms you give us your name and phone number and, if you wish, your email, your city, the doctor you would like to see and a message. The website does not store this data: when you press Send, WhatsApp or your email app opens with the message filled in, and you send it yourself. The message reaches the clinic's reception on WhatsApp, at +40 754 478 202, or by email, at hello@dinstitute.ro. On WhatsApp you can also send your X-ray in the same conversation. WhatsApp is a service of Meta, with its own privacy policy.

We use the data in the message to reply to you and arrange your appointment, which are steps taken at your request before treatment (art. 6(1)(b) GDPR).

What you write in the message about your teeth and the X-ray you send us are health information. We use them only to arrange your appointment and prepare your consultation, based on the consent you give by ticking the box in the form (art. 9(2)(a) GDPR). You can withdraw your consent at any time by sending us an email.

When you call or write to us

When you call us or write to us by email or on WhatsApp, we use your number, your name and what you tell us to reply to you and book your appointment (art. 6(1)(b) GDPR). Calls to the number in our ads may be answered by an automated voice assistant, which notes your request and passes it on to the clinic.

When you are our patient

For your treatment we use your identification and contact details, medical history, X-rays, dental photographs and treatment plan. We use them to treat you and to keep your medical record, as the law requires (art. 9(2)(h) and art. 6(1)(c) GDPR). We use your billing details for invoices and accounting, because the law requires us to.

Your photographs and your case appear on the website or in ads only if you have given your consent for this, separately from your treatment. You can withdraw your consent at any time, and your treatment continues just the same.

Who else sees your data

Your data is seen only by the doctors and the people at the clinic who need it to book your appointments and treat you. It is also received, only as far as strictly necessary, by the companies that help us operate, under a contract and with an obligation to keep it confidential:

  • the company that hosts the website;
  • Google, for the website statistics, only if you have accepted cookies;
  • the platform where we keep track of appointment requests and the service that answers calls;
  • the dental laboratory, for your dental work;
  • the accounting firm, for invoices;
  • the company that helps us with marketing, only for the materials you have consented to.

Your data reaches the authorities only when the law requires us to share it.

Data sent outside the European Union

Some of our providers, such as the website hosting and the platform where we keep track of requests, are companies based in the United States. In these cases, data is transferred only with the safeguards required by the GDPR: the EU-US Data Privacy Framework or the standard contractual clauses approved by the European Commission.

How long we keep your data

  • requests from forms and calls, if you do not become a patient: no more than 12 months from the last contact;
  • your medical record and X-rays: as long as medical law requires;
  • invoices and accounting documents: as long as accounting law requires;
  • technical website data: the short period set by the hosting provider;
  • data used on the basis of your consent: until you withdraw it.

Your rights

You have the right to find out what data we hold about you and to receive a copy, to correct it, to ask us to delete it or to restrict its use, to receive it in a format you can pass on to someone else, and to object to its use. When we use your data on the basis of your consent, you can withdraw that consent at any time, without affecting anything done up to that point.

Write to us at hello@dinstitute.ro and we will reply within one month at most. Some data we cannot delete for as long as the law requires us to keep it, for example your medical record and invoices.

If you are not satisfied with our reply, you can file a complaint with the Romanian data protection authority, Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP), B-dul G-ral. Gheorghe Magheru nr. 28-30, sector 1, București, www.dataprotection.ro.

How we protect your data

Only the people who need your data have access to it, each with their own account and password. The website uses an encrypted connection (HTTPS), and our providers are required by contract to protect your data in the same way.

Children

For patients under 18, a parent or guardian provides the data and signs the consent forms.

Last updated: October 2026.