Privacy Policy

Scope of this policy

This Privacy Policy applies to personal data processed by Psalm 23 Dental Care through this website, our inquiry and appointment channels, our communications, and our clinic services in Pampanga, Philippines.

A separate privacy notice or consent form may apply to a specific treatment, procedure, promotion, platform, or clinic process. When that happens, the separate notice should be read together with this policy.

Information we may collect

The information we collect depends on how you interact with us and may include:

Identity and contact details

• Name, age or date of birth, sex, address, email address, mobile number, and preferred method of contact.
• Parent, guardian, authorized representative, and emergency contact details when applicable.

Appointment and inquiry details

• Preferred clinic branch, dentist, date and time, dental service, appointment history, and the contents of messages you send us.

Dental and health information

• Medical and dental history, allergies, medications, health conditions, diagnoses, treatment plans, prescriptions, progress notes, dental charts, radiographs, and clinical photographs when needed for your care.

Billing and HMO information

• Charges, payments, receipts, payment method, HMO or insurance provider, membership details, eligibility, and authorization information when applicable.
• Payment processors may collect payment credentials directly under their own privacy terms. We do not intentionally store complete card, bank, or e-wallet credentials unless necessary and lawfully permitted.

Website and communication data

• IP address, browser and device type, approximate location derived from IP, access dates and times, pages visited, referral source, cookie identifiers, and basic diagnostic or security logs.
• Email, text, call, social media, feedback, and other communication records.

Dental, medical, government-issued, financial, and certain identity information may be considered sensitive personal information under Philippine law. We apply additional care when processing this information.

How we collect personal data

We may collect personal data:

• Directly from you when you complete a form, contact us, book or attend an appointment, provide a patient history, make a payment, or communicate with our team.
• From another authorized person such as a parent, legal guardian, caregiver, or representative acting on your behalf.
• From authorized organizations such as an HMO, insurer, referring healthcare provider, laboratory, or payment provider when allowed by law or authorized by you.
• Automatically through the website using cookies, server logs, and similar technologies.
• From public authorities or other lawful sources when necessary to comply with a legal obligation or protect a person’s health and safety.

How and why we use personal data

We may process personal data to:

• Respond to inquiries and appointment requests.
• Confirm identity, create and maintain patient records, assess dental needs, and provide safe and appropriate dental care.
• Coordinate referrals, laboratory work, prescriptions, follow-up care, and treatment reminders.
• Process billing, payments, refunds, HMO verification, insurance claims, and related transactions.
• Send important service messages, such as appointment confirmations, schedule changes, and clinic notices.
• Maintain quality, patient safety, security, fraud prevention, incident management, and business continuity.
• Improve our website, services, patient experience, and internal operations.
• Meet legal, regulatory, professional, accounting, tax, public-health, and record-keeping requirements.
• Send promotions or dental-care updates when you have consented or when otherwise permitted by law. You may opt out at any time.

Depending on the purpose and type of information involved, we rely on your consent, the need to provide a requested service, compliance with law, protection of life and health, medical treatment, the establishment or defense of legal claims, legitimate clinic interests that do not override your rights, or another lawful basis under applicable law.

Cookies and website data

Our website may use cookies and similar technologies to keep the site working, remember preferences, protect forms and sessions, understand website performance, and detect security issues. Some third-party services embedded in or linked from the website may also place cookies under their own policies.

You can block or delete cookies using your browser settings. Disabling essential cookies may cause parts of the website to work incorrectly. Where required, we will ask for consent before using non-essential cookies.

When we may share personal data

We may share relevant personal data only when reasonably necessary with:

• Our dentists, authorized clinic personnel, and staff who need the information to perform their duties.
• Service providers supporting hosting, cloud storage, appointment management, communications, IT support, security, records management, payments, and other clinic operations.
• HMOs, insurers, payment providers, laboratories, specialists, and other healthcare providers when necessary for an authorized transaction or your care.
• Accountants, auditors, legal advisers, and other professional advisers who are subject to confidentiality obligations.
• Courts, regulators, law-enforcement agencies, public-health authorities, and other government bodies when disclosure is required or permitted by law.
• Another party during a lawful reorganization, merger, transfer, or sale of all or part of the clinic, subject to appropriate privacy safeguards.

We require service providers that process data for us to protect it and use it only for authorized purposes. If a provider processes data outside the Philippines, we take reasonable steps to require a comparable level of protection consistent with applicable law.

How long we keep personal data

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected and for any additional period required or permitted by law, dental and healthcare record requirements, professional standards, accounting or tax rules, HMO requirements, dispute resolution, and the establishment or defense of legal claims.

Retention periods may vary based on the nature and sensitivity of the information, the patient relationship, and the risks of continued storage. When data is no longer needed, we securely delete, destroy, or anonymize it in accordance with our procedures and applicable requirements.

How we protect personal data

We use reasonable and appropriate organizational, physical, and technical safeguards designed to protect personal data against accidental loss, misuse, unauthorized access, alteration, disclosure, or destruction. These safeguards may include access restrictions, confidentiality duties, secure record storage, system maintenance, backups, staff awareness, vendor controls, and secure disposal practices.

No website, transmission method, or storage system can be guaranteed to be completely secure. If a personal data breach occurs, we will investigate, take appropriate measures, and notify affected individuals and the National Privacy Commission when required by law.

Children and legal guardians

Children should not submit personal data through the website without the involvement of a parent or legal guardian. When we provide dental care to a minor, we may process the child’s information with the consent or authority of a parent or legal guardian, or as otherwise permitted by law.

A parent or legal guardian who provides information about a child confirms that they are authorized to do so. We may ask for information needed to verify that authority.

Your privacy rights

Subject to the Data Privacy Act of 2012, its Implementing Rules and Regulations, and other applicable laws, you may have the right to:

• Be informed about how your personal data is processed.
• Access personal data we hold about you.
• Object to certain processing or withdraw consent when processing is based on consent.
• Correct or rectify inaccurate, incomplete, or outdated personal data.
• Request erasure or blocking when the legal conditions are met.
• Request data portability for eligible data processed electronically in a structured and commonly used format.
• Seek damages for harm caused by inaccurate, incomplete, outdated, unlawfully obtained, or unauthorized use of personal data.
• File a complaint with the National Privacy Commission.

These rights are not absolute. A request may be limited by legal, medical, professional, record-keeping, security, or other lawful requirements. We may verify your identity and authority before acting on a request to protect your information from unauthorized access.

You may learn more about these rights on the National Privacy Commission website.

Third-party websites and services

Our website may link to third-party websites or services, such as social media, maps, appointment channels, payment providers, or HMO portals. Their handling of personal data is governed by their own privacy notices. We encourage you to review those notices before providing information directly to them.

Updates to this policy

We may update this Privacy Policy to reflect changes in our services, data practices, technology, or legal obligations. The revised version will be posted on this page with a new effective date. Material changes may also be communicated through the website or another appropriate channel.

Contact us about privacy

For questions, concerns, or requests regarding your personal data, contact Psalm 23 Dental Care using the details below. Please use the subject line Privacy Request and briefly describe your request.

You may also visit or contact any Psalm 23 Dental Care branch using the details published on our website. We will respond within a reasonable period and in accordance with applicable law.