Draft — requires review before launch
This is a working draft. It should be checked by someone qualified before the site goes live.
This policy explains what information Signature Smiles Alexandra Dental collects through this website and at the clinic, why we hold it, how long we keep it, and what rights you have. It is written to meet Uganda's Data Protection and Privacy Act 2019 and the Data Protection and Privacy Regulations 2021.
Who is responsible for your information
Signature Smiles Alexandra Dental, Alexandra Medical Centre, Plot 1 Kitante Close, Yusuf Lule Road, Kampala, is the data controller.
Questions about how your information is handled can be sent to the contact below, and we will respond.
What we collect through this website
When you use the booking form, we collect your name, phone number, preferred appointment date and time, and a short description of your problem.
That description is health information. Under the Act, information about your physical or mental health is sensitive personal data and attracts stronger protection. We treat it accordingly, and we ask you not to include more clinical detail in that box than is needed to triage your appointment.
If you contact us on WhatsApp or by phone, we hold what you choose to tell us in that conversation. WhatsApp is operated by a third party and its own terms apply to messages in transit.
What we collect at the clinic
- Identity and contact details
- Medical and dental history, including medicines, allergies and relevant conditions
- Clinical records, examination findings, treatment notes, X-rays and clinical photographs
- Appointment history and correspondence
- Payment records and insurance details where applicable
Why we hold it, and on what basis
- To provide dental care. Treating you safely is impossible without an accurate history and clinical record.
- To meet legal and professional obligations, including record-keeping duties as a registered dental provider.
- To manage appointments and contact you about them.
- To take payment and, where relevant, process insurance claims.
- With your consent, for anything optional — for example using a photograph of your treatment on this website. Consent for that is always separate, always specific, and can be withdrawn.
Who has access
Your records are accessible only to clinical and administrative staff who need them for your care. We do not sell personal information, and we do not share it for marketing.
We share information outside the clinic only where: you have asked us to, such as a referral to another clinician; an insurer requires it to process a claim you have made; or the law requires it.
How long we keep it
Clinical records are retained for the period required by Ugandan law and professional record-keeping obligations, which is longer than general business records.
Booking enquiries submitted through this website that do not become appointments are deleted automatically after 12 months.
How we protect it
- The site is served over HTTPS, so data submitted through the booking form is encrypted in transit
- Submitted form data is encrypted at rest and access is restricted by role
- The free-text description of your problem is never written into website logs, analytics, or email subject lines
- Clinical records are held securely at the clinic with restricted access
No system is perfectly secure, and we do not claim otherwise. If a breach occurs that is likely to affect your rights, we will notify you and the Personal Data Protection Office as the Act requires.
Your rights
Under the Data Protection and Privacy Act 2019 you may:
- Ask what personal data we hold about you and request a copy
- Ask us to correct information that is inaccurate or incomplete
- Object to processing in certain circumstances
- Withdraw consent where processing relies on it — for example photograph use
- Ask for erasure, subject to our legal duty to retain clinical records
- Complain to the Personal Data Protection Office
One honest limit: we cannot delete clinical records on request where the law requires us to keep them. That duty exists to protect patients, including you.
Analytics and cookies
This site uses analytics to understand how visitors use it. Analytics and advertising cookies are not loaded until you consent. See our cookie notice.
Children
Where a patient is a child, a parent or guardian provides information and exercises these rights on their behalf. See our consent notice.
Contacting us
Call +256 709 111110, email rwemalla@gmail.com, or write to us at the clinic address above.