Last updated: February 26, 2025

Introduction

LAB DENT DIGITAL (“we”, “us”, “our”, or “the Company”), as the author, owner, and administrator of the Lab Dental Digital online platform (“Service”), respects the privacy and security of personal data of each person accessing our platform.

This Privacy Policy describes our policies and procedures on the collection, use, and disclosure of your information when you use the Service and informs you about your privacy rights and how the law protects you.

We use your personal data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

Our Mission

Lab Dental Digital’s mission is:

  • To connect physician users from all over the world, enabling you to be more productive by having access to your medical records from anywhere, to transfer know-how and to improve your medical activity, keeping you up-to-date with news, events, and ideas on professional topics that interest you and from professionals you respect.
  • To ensure that patient users can access their records which have been created by their attending physician at any time, and that they benefit from the best dental care services, provided by several physicians working as a single team.

Our commitment to being transparent about the data we collect, how we use such data, and who we share such data with is fundamental to this mission.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for you to access our Service or parts of our Service.
  • Affiliate means an entity that controls, is controlled by, or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest, or other securities entitled to vote for election of directors or other managing authority.
  • Company (referred to as either “the Company”, “We”, “Us”, or “Our” in this Agreement) refers to Lab Dent Digital, 85 Great Portland Street, London, England, W1W 7LT.
  • Cookies are small files placed on your computer, mobile device, or any other device by a website, containing details of your browsing history on that website among its many uses.
  • Country refers to United Kingdom.
  • Device means any device that can access the Service such as a computer, a cellphone, or a digital tablet.
  • Personal Data is any information that relates to an identified or identifiable individual.
  • Service refers to the Lab Dental Digital online platform.
  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service, or to assist the Company in analyzing how the Service is used.
  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
  • Website refers to Lab Dental Digital, accessible from https://www.labdentaldigital.com.
  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Legal Framework

In order to comply with our obligation to process data in an honest, transparent, and informed manner, we comply with the following normative acts:

  • Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter referred to as “GDPR”);
  • Law no. 677/2001 on the protection of persons with regard to the processing of personal data and on the free movement of such data;
  • Law no. 506/2004 on the processing of personal data and the protection of privacy.
  • Any applicable data protection laws in the United States or other jurisdictions where our users are located.

The institution that ensures the application of these regulations in the EU is the National Supervisory Authority for Personal Data Processing, which has the competence to investigate the processing of personal data and to impose sanctions if it finds that data controllers have breached the legal provisions.

Types of Data Collected

Personal Data

Personal data means any data or information that helps us identify you directly (for example, your last name, first name). Certain information is less obvious (such as your computer’s IP, your computer or mobile phone’s MAC address), but when associated with your person, it helps us to identify you and thus constitutes personal data.

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

  • Last name and first name
  • Email address
  • Telephone number
  • Password
  • Photographs
  • Passport and/or ID card number and series
  • Address, State, Province, ZIP/Postal code, City
  • Geo-location of the device from which you navigate/log into your client account
  • Payment (e.g., debit/credit card) and invoicing information
  • The degree of use of the platform, as well as your activities on the online platform

For patient users, we also process sensitive personal data, which can be found in:

  • Medical records
  • Photographs
  • Videos
  • Files obtained using intraoral scanners (STLs) or conical-beam CT scanners (CBCTs)
  • Radiographs

Data Collection Methods

Data that you provide directly

To create your user account:

We can create a user account on the Lab Dental Digital platform only if you provide us with the following personal data:

  • Last name, first name
  • Email address
  • Password
  • Telephone number

At the same time, we can create a client account by signing in to your Facebook or Google account using the email or telephone number and password for that social network.

To log in to the user account:

We offer you the option to log in to your client account by signing in to your existing Facebook or Google account. To sign in, you are redirected to your social networking page (Facebook or Google), where you can sign in with your user data. Following the sign in, Facebook Inc. and/or Google Inc. will automatically forward information such as:

  • Social network numeric ID
  • Last name and first name
  • Gender
  • Username on Facebook or Google
  • Verification status of your user account

To improve your profile:

If you want, you have the option to enter additional personal information about your profile, such as location, specialization, vision, current job, and photograph.

To create medical records (for physician users):

By creating medical records, Lab Dental Digital collects and processes the personal data of Patient Users, including sensitive medical information.

To pay the monthly subscription:

The details of the card you use for the 3D Secure payment of your chosen subscription will not be accessible and will not be stored by Lab Dental Digital, but only by the transaction authorization entity – Stripe. Lab Dental Digital processes only the following data that it sends to the payment partner:

  • Last name, first name
  • Account
  • Payment state (paid/unpaid)
  • Amount transferred

For client support:

To provide support for your client account, we will identify you with confirmation of your:

  • Last name and first name
  • Email address

Data we collect automatically

Online navigation:

When you sign in to your client account, with the help of cookies, we also collect data from your device with which we can identify you online and which we use to improve your experience:

  • IP Address/MAC Address
  • The Internet browser you are using and the operating system version of your device
  • HTTP/HTTPS protocol data
  • The duration of your activity on the platform
  • How you use the platform from a UX point of view (user experience)
  • What space limit you use
  • The general location of the device (if geo-location is enabled) you use to log in to the platform

Usage Data

Usage Data is collected automatically when using the Service. Usage Data may include information such as your Device’s Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

When you access the Service by or through a mobile device, we may collect certain information automatically, including, but not limited to, the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers, and other diagnostic data.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when you go offline, while Session Cookies are deleted as soon as you close your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

  • Necessary / Essential Cookies
    • Type: Session Cookies
    • Administered by: Us
    • Purpose: These Cookies are essential to provide you with services available through the Website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts.
  • Cookies Policy / Notice Acceptance Cookies
    • Type: Persistent Cookies
    • Administered by: Us
    • Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
  • Functionality Cookies
    • Type: Persistent Cookies
    • Administered by: Us
    • Purpose: These Cookies allow us to remember choices you make when you use the Website, such as remembering your login details or language preference.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage your Account: to manage your registration as a user of the Service. The Personal Data you provide can give you access to different functionalities of the Service that are available to you as a registered user.
  • For the performance of a contract: the development, compliance, and undertaking of the purchase contract for the products, items, or services you have purchased or of any other contract with us through the Service.
  • To contact you: To contact you by email, telephone calls, SMS, or other equivalent forms of electronic communication, regarding updates or informative communications related to the functionalities, products, or contracted services, including security updates, when necessary or reasonable for their implementation.
  • To provide you with news, special offers, and general information about other goods, services, and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information.
  • To manage your requests: To attend and manage your requests to us.
  • For business transfers: We may use your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, in which Personal Data held by us about our Service users is among the assets transferred.
  • For maintaining and securing the platform: To ensure proper operation, improve functionality, and protect against fraud or security breaches.
  • For audit and reporting: To comply with legal obligations for financial audits and tax/accounting statements.
  • To defend our rights in court: When necessary to prepare legal defenses or protect our interests.
  • To comply with legal obligations: For procedures and investigations by authorities and/or judicial bodies.
  • For other purposes: We may use your information for data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns, and to evaluate and improve our Service, products, services, marketing, and your experience.

Legal Basis for Processing Personal Data

We process your Personal Data based on the following legal grounds:

  • Performance of the contract: To create and manage your user account, to process payments, to provide client support, and to enable you to use the platform effectively.
  • Consent: For sending newsletters, profiling for direct marketing purposes, and processing sensitive medical data.
  • Legitimate interest: For maintaining platform security, defending our rights in court, and improving the Service.
  • Legal requirements: To comply with obligations under accounting, tax, and other laws.

Sharing of Your Personal Data

We may share your personal information in the following situations:

  • With Service Providers: We may share your personal information with Service Providers to monitor and analyze the use of our Service, to contact you, or to process payments, including:
    • Amazon Web Services (Dublin, Ireland) for cloud data storage, user authentication, and communication services
    • Stripe for payment processing (who holds the Privacy Shield certification)
    • Baremetrics for creating specialized reports on user activities
    • Other authorized providers who help us improve user experience
  • For business transfers: We may share or transfer your personal information in connection with any merger, sale of Company assets, financing, or acquisition of all or a portion of our business to another company.
  • With Affiliates: We may share your information with our affiliates, in which case we will require those affiliates to honor this Privacy Policy.
  • With other physician users: When a Patient User agrees to the terms and conditions of the platform, the Patient User agrees to the use of their personal data, including medical information, by Physician Users who are added to the medical team.
  • With authorities and public institutions: We may pass some of your personal data to competent authorities or public institutions where required by law, or to courts when defending ourselves.
  • With your consent: We may disclose your personal information for any other purpose with your consent.

Data Retention

Lab Dental Digital processes your data for the period necessary to meet the purposes for which they were collected, as well as according to our personal data retention policies. In some situations, legal provisions may impose or allow us to retain the data for a longer period.

For purposes based on your consent, we will process your data until you withdraw your consent, unless we are required to retain these data for a longer period according to the law.

If you choose to delete a medical record, you can restore its contents within 30 days. After this deadline, the deleted data, including personal data, will no longer be retained, except as indicated below.

If you close your account, all data and documents uploaded to your User Account cease to be visible to other people within the platform within 10 days. We generally delete the information in closed accounts within 2 years, except when required by law.

However, following the deletion of medical data, the Lab Dental Digital Platform will keep a copy of the medical record for the attending physician for the sole purpose and only for the period necessary to ensure compliance with legal medical data archiving requirements.

International Data Transfers

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. This means that this information may be transferred to computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ from those in your jurisdiction.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

As a rule, your data is not stored in countries outside the European Union or European Economic Area (“EEA”). However, some data may be transferred to our partners who will help us with the platform and who may be located outside of the EU.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. No transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place, including the security of your data and other personal information. These measures may include the implementation of data protection standards (e.g., ISO 27001), standard contractual clauses adopted by the EU Commission, as well as direct control systems.

Data Security

The security of your Personal Data is important to us. Lab Dental Digital uses advanced security methods and technologies, along with strict employee policies and work procedures, including regular audits, to protect personal data collected and processed in accordance with applicable law.

While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security. We continuously analyze new technologies in the field and, when necessary, upgrade our security systems.

Your Rights

In accordance with the provisions of the GDPR and other applicable data protection laws, you have the following rights:

  • Right to information: You have the right to receive clear, transparent, easily understandable, and accessible information about how we process your data.
  • Right of access to personal data: You have the right to access the data we process about you without incurring any charge for the first data provided.
  • Right to rectification of personal data: If you find that your data is incorrect, incomplete, or inaccurate, you may submit a rectification request at support@labdentaldigital.com or rectify it directly in your account.
  • Right to object: You have the right to object, for reasons related to your particular situation, to the processing of your personal data.
  • Right not to be the subject of a decision based solely on automatic processing: You have the right not to be the subject of a decision, including profiling, which produces legal effects concerning you or similarly significantly affects you.
  • Right to erasure (right to be forgotten): You have the right to ask us to delete your data in certain situations, though this is not an absolute right and we may have legitimate reasons to keep certain data.
  • Right to data portability: When processing your data on the basis of your consent or for the performance of the contract, you have the right to request the transfer of your data to you or to another controller indicated by you.
  • Right to bring a matter to the courts: You have the right to submit complaints to the Supervisory Authority for Personal Data Processing on how we process your personal data. However, we hope you decide to talk to us first before submitting any complaints.

You can update, amend, or delete your information at any time by signing in to your Account and visiting the account settings section. You may also contact us to request access to, correct, or delete any personal information that you have provided to us.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from anyone under the age of 13 without verification of parental consent, we take steps to remove that information from our servers.

If we need to rely on consent as a legal basis for processing your information and your country requires consent from a parent, we may require your parent’s consent before we collect and use that information.

Links to Other Websites

Our Service may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Information

If you have any questions about this Privacy Policy, please contact us: