Privacy Policy

01Who we are

Digital Dental Guides is the service name of DENTAL WELLNESS,
63 Vasilissis Sofias Avenue, Athens 11521, Greece —
info@digitalguides.eu, +30 210 721 0780.
We have not appointed a Data Protection Officer, as we are not required to; data protection
questions come to the address above and are handled by the practice directly.

02The two different roles we hold

This is the most important thing to understand about how we handle data, and most laboratory
privacy notices skip it.

When you contact us, ask for a quote, or become a client, we are the controller
of your own professional data — your name, your clinic, our correspondence, your invoices.
This notice covers that.

When you send us a case, the file contains data about your patient. For that data
you are the controller and we are your processor. We act only on your
instructions, and we do not decide what happens to it. That relationship is set out separately
on the Patient Data & Case Files page, which is the one to
read before you upload anything.

03What we collect about you

• Identity and contact data — your name, professional title, clinic name,
  email address, telephone number, country.
• Correspondence — the emails, messages and call notes exchanged about
  your cases.
• Case metadata — which guide type, which implant system, which platform
  the case was planned on, dates of submission, approval and delivery.
• Billing data — invoicing details, VAT number, payment records. We do
  not see or store your card details; payments are handled by our bank.
• Technical logs — when you use the upload form, our server records the
  IP address, timestamp and browser identification of the request. This exists to keep the upload
  endpoint secure and to diagnose failed transfers.

We do not run analytics, advertising or social-media tracking on this website. See
Cookies.

04Why we use it, and on what legal basis

05Who else sees it

We do not sell data, and we do not share it for anyone else’s marketing. Your data reaches
a third party only where the work requires it:

• Planning platforms — SMOP (Swissmeda AG, Switzerland), R2GATE (MegaGen,
  Republic of Korea), coDiagnostix (Dental Wings, Straumann Group) and 3Shape (Denmark), depending
  on which platform the case is planned in.
• Our hosting provider, for the website and the case-upload server.
• Microsoft Ireland Operations Ltd, where a case is stored in our own
  Microsoft 365 business tenant. Microsoft acts only as our processor, under its data
  protection addendum, with the data held inside the EU Data Boundary.
• Couriers, who receive the delivery address for the shipment.
• Our accountants, and the Greek tax authority, for invoicing records.
• Professional advisers or authorities, where we are legally obliged to
  disclose something.

06Transfers outside the EU

Two of the platforms we plan on are established outside the European Economic Area:
Switzerland and the Republic of Korea. Both countries are covered by an
adequacy decision of the European Commission, which means the Commission has
formally decided they provide a level of data protection essentially equivalent to the EU’s.
Transfers to them therefore need no additional safeguard, contractual clause or consent. The
Commission reviewed and upheld both decisions in its 2024 review of existing adequacy findings.

We do not transfer case data to any country without an adequacy decision.

07How long we keep it

• Enquiries that do not become cases — 24 months, then deleted.
• Client and correspondence records — for the life of the working
  relationship and then for the period Greek tax and accounting law requires us to retain
  commercial records.
• Device documentation — the record of each custom-made template we
  produce, which we are required to keep for at least ten years after the device was supplied under
  Annex XIII of Regulation (EU) 2017/745. This is the manufacturing record, not the patient’s
  raw imaging — how long the imaging itself is held is covered on the
  Patient Data page.
• Server logs — 12 months.

08Your rights

Under the GDPR you may ask us to:

• give you a copy of the data we hold about you (access);
• correct anything inaccurate (rectification);
• delete it, where we have no continuing legal reason to keep it (erasure);
• restrict how we use it while a dispute is resolved;
• hand it over in a portable, machine-readable format;
• stop using it for a purpose based on our legitimate interests (objection);
• withdraw consent, where consent is what we relied on.

Write to info@digitalguides.eu. We reply within one
month. There is no charge unless a request is manifestly excessive.

Note that if your request concerns a patient’s data rather than your own, it should
be directed to the clinician who is the controller of that data — see
Patient Data & Case Files.

09Complaining

If you think we have handled your data badly, tell us first — it is usually quicker.
You also have the right to complain to the Greek supervisory authority at any time:

If you are established in another EU country you may also complain to your own national
supervisory authority.

10Security

Case files are transmitted over an encrypted connection and stored on our own server, in a
location that is not reachable from the web. Access is limited to the three people named on the
About page. We do not synchronise case data to consumer cloud services,
and we do not keep patient data on laptops. The technical detail is set out under
Patient Data & Case Files.

11Changes to this notice

If we change how we handle data we will update this page and change the date shown beside it.
Where a change is material and affects existing clients, we will say so by email rather than
rely on you noticing.