Privacy Policy
Your privacy matters to us. This policy explains how DentRW collects, uses, and protects your personal and medical information.
This policy applies to DentRW clinic located in Kicukiro, Kigali, Rwanda. If you have any questions or concerns, please contact us at privacy@dentrw.com.
1. Introduction
DentRW ("we", "our", "the Clinic") is committed to protecting the privacy and confidentiality of your personal and medical information. This Privacy Policy explains how we collect, use, disclose, and safeguard the information you provide to us when you visit our clinic, use our website, or communicate with our team. By using our services, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
We collect several types of information to provide and improve our services to you:
Personal identification information - including your full name, date of birth, national ID or passport number, home address, email address, and phone number.
Medical and dental information - including your dental and general medical history, current medications, allergies, treatment records, X-rays, and clinical notes necessary for providing dental care.
Payment information - including billing details, insurance policy numbers, and transaction records. We do not store full payment card numbers on our systems.
Website usage data - including IP address, browser type, pages visited, and time spent on pages, collected automatically when you visit our website.
3. How We Use Your Information
We use the information we collect for the following purposes:
• To schedule and manage your dental appointments • To provide, diagnose, and document dental treatment • To process payments and manage insurance claims • To send appointment reminders and follow-up communications • To comply with legal and regulatory obligations applicable in Rwanda • To improve the quality and safety of our services • To respond to your queries and requests
We will not use your personal or medical information for purposes other than those listed above without your explicit consent.
4. Information Sharing and Disclosure
We may share your information with the following parties, strictly as needed:
Other healthcare providers - with your consent, we may share relevant clinical information with specialists, laboratories, or other providers involved in your care.
Insurance companies - to process claims on your behalf, subject to your authorisation.
Regulatory and legal authorities - where required by Rwandan law, court order, or to protect the health and safety of patients and staff.
We do not sell, rent, or trade your personal information to any third party for marketing purposes. Any third-party service providers who process data on our behalf are bound by strict confidentiality obligations.
5. Data Security
We implement appropriate technical and organisational measures to protect your information against unauthorised access, accidental loss, destruction, or disclosure. These measures include:
• Encrypted storage of electronic records • Password-protected systems with role-based access controls • Physical security of paper records • Regular staff training on data protection and confidentiality • Secure disposal of records that are no longer needed
In the event of a data breach that may affect your rights, we will notify you and relevant authorities as required by law.
6. Your Rights
Subject to applicable Rwandan data protection law, you have the right to:
• Access a copy of the personal information we hold about you • Request correction of inaccurate or incomplete information • Request deletion of your personal information, where not required by law to retain it • Withdraw consent for specific uses of your data (such as marketing communications) • Lodge a complaint with the relevant data protection authority in Rwanda
To exercise any of these rights, please contact us using the details in Section 9 below.
7. Data Retention
Medical and dental records are retained for a minimum of ten (10) years from the date of your last treatment, or longer where required by Rwandan health regulations. Financial records are kept for seven (7) years in accordance with tax and accounting requirements. Website analytics data is retained for no longer than twenty-four (24) months. Marketing contact information is retained until you unsubscribe or request deletion.
8. Cookies and Website Analytics
Our website uses cookies - small text files stored on your device - to improve your browsing experience and analyse website traffic. We use analytics tools to understand how visitors use our site; this data is aggregated and does not identify individuals. You may disable cookies in your browser settings, though some parts of our website may not function correctly as a result.
9. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how we handle your information, please contact our Privacy Officer:
DentRW - Privacy Officer Kicukiro, Kigali, Rwanda Email: privacy@dentrw.com Phone: +250 785 577 189
We aim to respond to all requests within fourteen (14) business days.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated version will be posted on our website with a revised "Last Updated" date. We encourage you to review this policy periodically. Your continued use of our services after any changes constitutes your acceptance of the revised policy.