Privacy Policy

Hanoi Dental Concierge Limited, trading as Hanoi Dental Concierge (“HDC”, “we”, “us” or “our”), respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, store and disclose personal information when you use our website, contact us or use our referral and facilitation services.

1. Who we are

Hanoi Dental Concierge is a New Zealand based independent referral and facilitation service.

We help people understand overseas dental treatment options and, where appropriate, facilitate introductions and communication with selected dental clinics in Hanoi, Vietnam.

HDC is not a dental clinic and does not provide dental diagnosis, clinical advice or dental treatment.

2. Information we may collect

Depending on how you interact with HDC, we may collect:

• Your name, email address and telephone number
• Information you provide through our website or enquiry forms
• Information you provide in emails, messages or conversations with us
• Information about the type of dental treatment you are considering
• Dental photographs, X-rays, scans or other dental records you choose to provide
• Treatment plans or quotations
• Information relevant to facilitating communication with a dental clinic
• Records of our communications with you
• Technical information associated with use of our website where collected through website or analytics services

We aim to collect only information reasonably necessary for the services we provide.

3. Why we collect your information

We may use your personal information to:

• Respond to your enquiries
• Understand what assistance you are seeking
• Provide our referral and facilitation services
• Help facilitate communication between you and an appropriate dental clinic
• Obtain information, treatment plans or indicative quotations from a clinic where appropriate
• Communicate with you about your enquiry or referral
• Administer our relationship with you
• Improve our services and website
• Meet our legal, regulatory, accounting and administrative obligations
• Manage complaints or enquiries relating to our services

We will not use your personal information for purposes unrelated to those for which it was collected unless permitted or required by law or authorised by you.

4. Dental and health information

If you choose to provide dental or health information, such as X-rays, scans, photographs, treatment plans or information about your dental condition, we will handle that information with particular care.

HDC does not use this information to diagnose you or make clinical treatment decisions.

Where appropriate, the information may be provided to a selected dental clinic so its qualified dental professionals can assess your circumstances, communicate with you and provide clinical information, a proposed treatment plan or quotation.

Clinical assessments and treatment recommendations are made by the treating clinic and its dental professionals, not HDC.

5. Sharing information with dental clinics in Vietnam

An important part of HDC’s service may involve facilitating communication between you and selected dental clinics in Hanoi, Vietnam.

We will not send your dental records or other relevant personal information to a clinic for assessment without your knowledge and appropriate authority.

Before relevant personal or dental information is disclosed to a clinic in Vietnam, we will explain that the information is being sent overseas and obtain any authorisation required for that disclosure.

Information disclosed to a clinic in Vietnam may be subject to Vietnamese privacy laws and practices rather than the same privacy protections that apply in New Zealand.

Where required, HDC will take reasonable steps to ensure that overseas disclosure is handled consistently with applicable New Zealand privacy requirements.

6. Other parties we may share information with

We may also disclose personal information where reasonably necessary to:

• Service providers that help us operate our website, communications or business systems
• Professional advisers such as lawyers or accountants where appropriate
• Government, regulatory or law enforcement authorities where required or permitted by law
• Another party where you have authorised us to disclose the information

We do not sell personal information.

7. Storage and security

We take reasonable steps to protect personal information against loss, unauthorised access, misuse, disclosure or alteration.

Information may be stored using reputable electronic systems and service providers, including cloud based services. Some service providers may process or store information outside New Zealand.

Where third party providers process information on our behalf, we will take reasonable steps appropriate to the circumstances to protect that information.

No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

8. How long we keep information

We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, our business and record keeping requirements, and any applicable legal obligations.

When information is no longer reasonably required, we may securely delete or anonymise it.

9. Accessing or correcting your information

You may ask us to provide access to personal information we hold about you or request that information be corrected.

To make a request, contact us using the details below.

We may need to verify your identity before providing access to personal information.

10. Website and cookies

Our website may use cookies and similar technologies to help the website operate, understand how visitors use it and improve its performance.

Third party services used by the website may also collect technical information in accordance with their own privacy policies.

You can generally control cookies through your browser settings.

11. Third-party websites

Our website may contain links to dental clinics and other third-party websites.

HDC is not responsible for the privacy practices of third-party websites. You should review their privacy policies before providing personal information directly to them.

12. Privacy breaches

If we become aware of a privacy breach involving personal information, we will assess the breach and take appropriate steps in accordance with applicable New Zealand privacy requirements.

Where required by law, we will notify the Office of the Privacy Commissioner and affected individuals.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal requirements.

The current version will be published on our website with the date it was last updated.