User Data Deletion Policy

This User Data Deletion Policy explains how Apollo Dental Centre handles requests from patients or users to delete their personal and health data. It describes what data can be deleted, how to request deletion, verification steps, timelines, and legal exceptions.

1. Scope

This policy applies to personal information and health records collected and maintained by Apollo Dental Centre through our clinics, appointment systems, and website.

2. What data can be deleted

Subject to legal and clinical requirements, the following categories of data may be deleted upon request:

• Contact information (phone numbers, email addresses, postal addresses) used for appointments and communications.
• User account data created for website or portal access (username, preferences, non-clinical notes).
• Marketing and communication opt-in records and related preferences.

Certain clinical records and treatment information may be retained as required by law or for the ongoing provision of medical care. See the Legal Exceptions section below.

3. How to request deletion

To request deletion of your data, please contact us using one of the following methods. Include your full name, date of birth, contact details, and a clear statement that you request deletion of your personal data.

4. Verification

To protect your privacy and prevent unauthorized deletion, we will verify your identity before processing the request. Verification may include:

• Confirming personal details (name, date of birth, registered phone/email).
• Requesting a photo ID or other documentation where necessary.

5. Timeline for deletion

Upon receipt of a valid and verified deletion request, we will acknowledge it within 7 business days and complete deletion where permitted within 30 calendar days. If we need more time (for legal, technical or verification reasons) we will inform you of the delay and expected completion date.

6. Method of deletion

Deletion will include removing data from active systems and interfaces where feasible. Copies of data may remain in backup or archival systems for a limited period; such copies will be isolated and protected until they are securely deleted in accordance with our retention and backup policies.

7. Legal and clinical exceptions

We may refuse or partially fulfill deletion requests where retention is necessary to:

• Comply with legal, regulatory or tax obligations (for example, medical record retention laws).
• Preserve information needed for ongoing medical care, patient safety, or where deletion would adversely affect treatment.
• Defend legal claims or respond to law enforcement requests.

8. Confirmation and records

When deletion is completed, we will notify you in writing and provide a summary of what was deleted and any data that was retained and why.

9. Consequences of deletion

Deleting certain data may affect our ability to provide ongoing care, access past treatment history, or manage warranties/guarantees for dental work. We will inform you of any material consequences during the verification process.

10. Dispute and appeal

If your deletion request is denied or only partially fulfilled, you may appeal the decision by contacting our Data Protection Officer at the contact details above. We will review appeals and respond within a reasonable timeframe.

11. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top of the page will be revised whenever we publish changes. Significant changes will be communicated via our website or direct contact with affected individuals where appropriate.

12. Contact