Privacy Policy

Welcome to MyDentistBook ("we," "our," "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our dental practice management software and website (https://mydentistbook.co.ke). We are committed to protecting your privacy in compliance with the Kenyan Data Protection Act (DPA), 2019.

1. Information We Collect

1.1 Personal Information You Provide

When you register for MyDentistBook, we collect:

• Clinic Information: Clinic name, physical address (Nairobi, Kenya), phone number, email address
• Admin/Staff Information: Names, email addresses, phone numbers, roles, and login credentials
• Patient Information: Names, contact details, date of birth and medical history (you are the data controller for patient data)
• Billing Information: Payment details, invoice history, subscription plan information

1.2 Automatically Collected Information

When you use our platform, we automatically collect:

• IP address and device information
• Browser type and version
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your information to:

• Provide, operate, and maintain our dental practice management software
• Process appointments, patient records, and billing transactions
• Send appointment reminders (email) to your patients
• Improve our platform features and user experience
• Communicate with you about updates, security alerts, and support messages
• Process payments and manage subscriptions
• Comply with legal obligations under Kenyan law

3. Legal Basis for Processing (Kenya DPA 2019)

We process your personal data based on:

• Contractual necessity: To provide our services as agreed in our Terms of Service
• Legitimate interests: To improve our platform and ensure security
• Legal compliance: To meet regulatory requirements in Kenya
• Consent: Where you have given explicit consent for marketing communications

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Service Providers: Hosting providers (servers located within Kenya/EU), payment processors, SMS/email delivery services
• Legal Authorities: When required by Kenyan law, court order, or to protect our rights
• Business Transfers: In the event of merger, acquisition, or asset sale

All third-party providers sign data processing agreements compliant with Kenyan DPA.

5. Data Security

We implement industry-standard security measures including:

• 256-bit SSL/TLS encryption for all data transmission
• Encrypted database storage for sensitive patient information
• Regular security audits and vulnerability assessments
• Role-based access controls for clinic staff
• Two-factor authentication (2FA) option for admin accounts

6. Data Retention

We retain your personal data:

• For as long as your account is active
• For 7 years after account closure (as required by Kenyan tax and medical record retention laws)
• You may request earlier deletion subject to legal obligations

7. Your Rights (Under Kenyan DPA 2019)

You have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal retention)
• Restriction: Limit how we use your data
• Portability: Receive your data in a structured format
• Object: Object to processing based on legitimate interests
• Complaint: Lodge a complaint with the Office of the Data Protection Commissioner (ODPC) Kenya

To exercise these rights, contact us at info@mydentistbook.co.ke.

8. Cookies and Tracking

We use cookies to:

• Remember your login session
• Understand how you use our platform
• Improve website performance

You can disable cookies in your browser settings, but some features may not function properly.

9. International Data Transfers

Your data may be transferred to and processed in countries with data protection laws equivalent to Kenya. We ensure adequate safeguards are in place for any international transfers.

10. Children's Privacy

Our services are for dental clinics and healthcare professionals only. We do not knowingly collect data from individuals under 18 years of age.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through your dashboard at least 14 days in advance.

12. Contact Information

For privacy-related inquiries, contact our Data Protection Officer (DPO):

• Email: info@mydentistbook.co.ke
• Phone: +254 731 005 710
• Address: MyDentistBook, Nairobi, Kenya

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By using MyDentistBook, you acknowledge that you have read and understood this Privacy Policy.