Comprehensive Privacy Notice

 

Clínica Dental y SPA

Last updated: October 8, 2026. This notice explains how data from patients and clients of our dental and SPA services is processed, whether in paper or digital format.

 

 

Data Controller and Contact Information

 

JOSE ALFREDO CONTRERAS GUTIERREZ, operating under the trade name "Clínica Dental y SPA," is the party responsible for data processing. Address: Avenida González Gallo No. 141, Col. Vida Vallarta, C.P. 48318, Puerto Vallarta, Jalisco, Mexico. Privacy contact: dentista.vallarta.spa@gmail.com. Requests may also be submitted in writing at the reception desk, addressed to the person responsible for privacy matters. "Clínica Dental y SPA" is the trade name for the practice; it does not replace the individual identified here as the data controller.

 

 

Data We Collect

 

For appointment booking: name and mobile phone number. For the provision of services: identification and contact information required for your medical/service record, age, sex, signature, and—where applicable—your home address and details of your legal representative. The SPA intake form includes marital status, occupation, and education level; these are requested only when there is a justified purpose related to the services provided.

 

Sensitive health data: reason for your visit, symptoms and pain, medical conditions, allergies, medications, pregnancy, history of accidents, surgeries, transfusions, and fractures, health-related habits, physical examination findings, and vital signs. For dental services, this also includes diagnoses, treatment plans, progress notes, clinical studies, and medical imaging generated during your care. Not all data points are required for every service.

 

Administrative data: services requested, price quotes, payments, account balances, and sales receipts. If you request an official tax invoice (factura), the necessary tax information will be collected. We do not collect full credit/debit card numbers or security codes (CVV) for your patient/client record.

 

 

Necessary Purposes

 

To identify you; to book, confirm, modify, and send reminders for appointments; to address requests related to your services; and to assess relevant health conditions and potential contraindications. Planning and providing dental care or SPA services within the scope of the practitioner; maintaining and preserving patient records, clinical histories, and consent forms; preparing cost estimates, sales receipts, and invoices; managing payments; following up on care; addressing requests; and fulfilling health, tax, and legal obligations.

 

 

Optional purposes

 

With separate authorization, we may use your name and phone number to send promotions for the Dental Clinic and SPA, and to invite you to participate in satisfaction surveys. You may decline or withdraw this authorization by contacting us via the privacy-related email address or by submitting a written request at the reception desk; doing so will not affect the care you receive. Appointment reminders are not considered advertising. Health-related data will not be used for advertising campaigns. The use of photographs, testimonials, or clinical cases for public dissemination requires a specific, separate authorization; this notice does not cover such use.

 

Systems and personnel with access

 

We use AgendaPro to manage appointments and MedicalFile for clinical records, in addition to maintaining physical (printed) clinical histories, cost estimates, sales receipts, and consent forms. Staff access is restricted based on individual job functions. Technology providers acting on our behalf are required to process data in accordance with our instructions, confidentiality requirements, and applicable contractual terms; such engagement does not authorize them to commercialize patient records. Data storage may involve third-party infrastructure located within or outside of Mexico, subject to the terms of service, which are verified and applied accordingly.

 

 

Sharing data with third parties

 

When your treatment requires work from the PROEF Dental Laboratory, only the information necessary for the fabrication of dental appliances and subsequent follow-up will be shared—ideally via a case code. The complete clinical history is not routinely provided. If the laboratory acts on our behalf, it must do so under our instructions and subject to confidentiality obligations; if it acts as an independent data controller, the sharing of data will be subject to the applicable rules regarding data transfers.

 

Essential data may be shared with physicians or specialists for referrals or consultations related to your care, as well as with authorities when there is a legal basis for doing so. Written authorization to share clinical information will be documented whenever applicable. When a transfer requires consent, it will be requested separately, specifying the recipient, the data involved, and the purpose; if a legal exception applies, this will be documented. Data is neither sold nor shared with third parties for advertising purposes. The general circulation of medical records between businesses solely on the basis of a shared brand name is not permitted.

 

 

Privacy Rights and Requests

 

You may request access, rectification, cancellation, or objection (ARCO rights), revoke your consent, or limit the use and disclosure of your data. Please submit your request via the designated privacy email address or in writing at the reception desk. Include your name, preferred contact method, the specific right or request you are exercising, information that allows us to locate your data, and proof of your identity or legal representation. For rectification requests, please specify the correction and provide supporting documentation. Identity may also be verified in person. Please avoid including unnecessary clinical data in your request.

 

A decision regarding ARCO requests will be communicated within a maximum of 20 business days. If approved, the request will be implemented within the following 15 business days; any legal extensions to these timeframes will be justified. The process is free of charge, excluding any reproduction or shipping costs permitted by law. Access may be provided through an in-person consultation or by supplying a printed or electronic copy, subject to prior identity verification. Requests for the revocation of consent or the limitation of data use will be handled through the same channels and within the same timeframes. Revocation does not have retroactive effect, nor does it eliminate existing data retention obligations.

 

 

Data Retention and Protection

 

Data will be retained for as long as necessary to fulfill its intended purposes and comply with applicable legal obligations. Medical records subject to the standard NOM-004-SSA3-2012 must be kept for at least five years following the last medical encounter. Records from spa services will be retained according to their specific nature and relevant legal requirements; it should be noted that spa/massage services are not automatically classified as medical care. Once the retention period has expired, the data will be securely blocked or deleted. A request for data cancellation may be limited by legal requirements to retain such information.

 

Appropriate physical, administrative, and technical security measures must be maintained, commensurate with the sensitivity of the data, and staff must adhere to confidentiality requirements. If a data breach significantly affects your rights, you will be notified in accordance with the law. Written consent for the processing of sensitive data is obtained unless a legal exception applies; please note that this is distinct from the consent required for specific clinical treatments or procedures.

 

 

Minors and Website

 

For minors or individuals requiring representation, the involvement of a person with legal authority will be verified. Any modifications will be communicated via an updated version, available at the reception desk and at www.clinicadentalyspa.com. Should the purpose of data processing change in a way that necessitates it, fresh consent will be obtained. This notice covers the data you provide when requesting services; any use of cookies, pixels, analytics, forms, or third-party tools on the website must be identified and described before being activated or included in the final published version.

 

 

 

 

 

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