Privacy Policy

1. Medical & Clinical Data Collection

To facilitate accurate diagnostic treatment planning and precision clear aligner manufacturing, we collect and process clinical data provided by authorized dental practitioners or directly by patients under clinical oversight:

• 3D Intraoral Scans (STL / PLY Files): Digital impression data of upper and lower dental arches used to construct 3D tooth-movement trajectories and staging models.
• Diagnostic Imaging: Panoramic radiographs (OPGs), cephalometric X-rays, and CBCT scans used to evaluate root alignment, bone density, and jaw structures.
• Clinical Photography: High-resolution intraoral and extraoral photographs documenting facial aesthetics, bite relationship, and soft-tissue profiles.
• Medical & Dental History: Patient-reported medical conditions, allergies, active medications, prior orthodontic history, and systemic health notes relevant to dental movement.
• Patient Identity Records: Full name, date of birth, age, biological sex, contact details (email, phone, shipping address), and government identification numbers where mandatory for clinical billing or verification.
• Referring Practitioner Details: Primary dentist or orthodontist name, license/registration number, clinic name, physical address, and contact credentials.

2. Non-Medical & Technical Data Collection

When you navigate our Site or access the Velourcare Partner Portal, our servers automatically log technical metadata:

• Device & Session Data: IP address, device type, browser identity and version, operating system, display resolution, and language settings.
• Telemetry & Analytics: Page navigation paths, session duration, click patterns, referring URL parameters, and system error logs.
• Communication Logs: Transcripts, email correspondence, contact form submissions, and support interactions.
• Account Credentials: Authenticated user identity, encrypted passwords, and multi-factor authentication metadata for registered practitioner accounts.

3. Purpose & Legal Basis for Data Processing

4. Data Protection Standards & Clinical Anonymization

As a digital dental laboratory operating in Pakistan, our operations strictly adhere to local statutory and healthcare ethics frameworks while maintaining global technical standards:

• Prevention of Electronic Crimes Act (PECA): Full adherence to statutory mandates on data privacy, protection against unauthorized access, and secure electronic data storage.
• PMC / PMDC Ethical Standards: Strict compliance with dental practitioner confidentiality duties and patient consent guidelines set by medical regulators.
• Global Security Standards: Implementation of technical controls aligned with international standards (such as AES-256 and TLS 1.3) to protect cross-border practitioner data.

5. Encryption & Technical Infrastructure Security

We employ multi-layered technical controls to prevent unauthorized access, alteration, or disclosure of sensitive health records:

• Encryption at Rest: All clinical files (STL models, X-rays, photographs) and personal data stored within our databases are encrypted using AES-256 bit encryption.
• Encryption in Transit: End-to-end data transfers across our platform utilize TLS 1.3 encryption protocols.
• Role-Based Access Control (RBAC): Strict permissions restrict clinical data access solely to assigned orthodontists, certified dental technologists, and verified referring practitioners.
• Audit Logging: Every system interaction—including record views, modifications, downloads, and exports—is logged with immutable timestamps and operator IDs.
• Datacenter Security: Cloud infrastructure is maintained within SOC 2 Type II certified datacenters featuring 24/7 biometric physical access security and redundant power systems.

6. Disclosure & Third-Party Sharing

Velourcare Ortho never sells, rents, or monetizes personal or clinical data to third-party brokers, advertisers, or external partners. Data is shared exclusively with necessary entities required to fulfill your treatment:

• Assigned Orthodontists & Treatment Planners: Licensed specialists responsible for approving 3D tooth movement setups.
• Certified Dental Technologists: Laboratory technicians manufacturing the physical clear aligners.
• Referring Primary Dentists: The patient’s treating dental clinic monitoring local progress.
• PCI-DSS Compliant Payment Processors: Financial gateways processing billing transactions (payment providers do not receive clinical records or diagnostic files).
• Secure Cloud Hosts: Infrastructure vendors providing encrypted storage facilities bound by strict data processor agreements.
• Legal & Regulatory Authorities: Provided strictly when mandated by enforceable court orders, legal process, or applicable legislation.

7. Cookies & Tracking Policy

We utilize minimalist, privacy-focused tracking tools on velourcareortho.com:

• Essential Cookies: Mandatory for web session authentication, form operation, and security checks. These cannot be disabled.
• Analytics Cookies: Aggregated, non-identifying metrics to help us evaluate site load speed and layout performance. We do not track users across third-party websites.
• Preference Cookies: Store interface settings such as region, language, or active session state.

8. Data Retention & Deletion Schedule

Requesting Deletion: Patients or referring clinics may request early deletion of personal identity records by submitting a formal request to info@vélourcare.com. Deletion will be executed within 30 business days, except where retention is required by tax law or active clinical liability obligations.

9. Data Subject Rights

Subject to applicable law, users and patients possess the following rights regarding their information:

• Right of Access: Obtain a copy of all personal details and clinical diagnostic files registered under your account.
• Right to Rectification: Request correction of inaccurate, outdated, or incomplete clinical records.
• Right to Erasure: Request destruction of personal data when processing is no longer necessary.
• Right to Data Portability: Request diagnostic records (including raw 3D STL files and PDFs) in an open, machine-readable format for transfer to another care provider.
• Right to Restrict Processing: Limit data usage during ongoing identity disputes or record accuracy reviews.
• Right to Withdraw Consent: Revoke permission for optional data usage (such as email notifications) at any time.

10. Pediatric & Minor Privacy

Velourcare Ortho provides specialized aligner planning services for teenagers and children (“Kids Orthodontics”). We do not collect personal data from individuals under 13 years of age without verifiable consent from a parent or legal guardian. For minor patients (ages 13–17), treatment plans and data processing must be authorized by a parent or legal guardian. Parents or legal guardians retain full authority to exercise data access, correction, or deletion rights on behalf of the minor. Pediatric clinical files are subject to identical encryption and anonymization protocols as adult patient records.

11. International Data Transfers & Policy Updates

Information collected via velourcareortho.com or our Partner Portal may be processed on secure cloud servers located across different regions to ensure continuous service availability. All cross-border data transmissions are secured using AES-256 bit encryption and TLS 1.3 protocols.

We reserve the right to revise this Privacy Policy to align with evolving technology standards, operational changes, or legal updates. Material modifications will be communicated by posting an updated revision date on this page and notifying registered practitioners via the Partner Portal or direct email.