Privacy Policy — Personal Data Processing

1. Data controller

The controller of the personal data collected through this website and in the operation of the clinic is:

• Legal name: BURBANO DENTAL STUDIO I.P.S. S.A.S.
• Tax ID (NIT): 901.957.131-2
• Registered address: Cra. 17 #89-31, Edificio Gaia, Ofi 706, Bogotá, Colombia
• Phone / WhatsApp: +57 316 731 8237
• Email: admin@burbanodentalstudio.com

2. Legal framework

This policy is adopted in compliance with Article 15 of the Colombian Constitution, Statutory Law 1581 of 2012 (General Personal Data Protection Regime), Decree 1377 of 2013 (compiled in Decree 1074 of 2015) and related regulations. Medical records are additionally governed by Law 23 of 1981 and Resolution 1995 of 1999 of the Colombian Ministry of Health.

3. Data we process

As a licensed oral health provider (IPS) in Colombia, we collect and process the following categories of personal data:

• Identification and contact data: name, ID document, date of birth, phone, email, address.
• Health data (sensitive data): dental clinical records, medical history, diagnoses, treatments, X-rays, clinical photographs and other information required for your care.
• Billing and payment data required for the commercial relationship.
• Website browsing data (cookies and analytics), as described in the site's cookie notice.

4. Purposes of processing

Personal data is processed for the following purposes:

• Providing dental services: appointment scheduling, assessment, diagnosis, treatment and clinical follow-up.
• Creating, safeguarding and updating clinical records as required by law.
• Managing billing, collections, accounting and tax obligations.
• Contacting patients by phone, WhatsApp or email for appointment reminders, post-operative instructions and follow-up.
• Responding to information requests and quotes submitted through the website forms or WhatsApp.
• Sending commercial information about services, promotions and educational content, only where the data subject has authorized it.
• Complying with requests from administrative or judicial authorities and mandatory health-sector reporting.

5. Sensitive health data

Health-related data is sensitive data under Article 5 of Law 1581 of 2012. Its processing is subject to the following special safeguards:

• You are not obliged to authorize its processing except in the cases provided by law (for example, where processing is necessary to protect your vital interest).
• Authorization for processing sensitive data is requested expressly and with prior information, identifying which of the requested data is sensitive.
• No activity is conditioned on you providing sensitive data that is not necessary for your healthcare.
• Clinical records are private documents subject to legal confidentiality: they may only be accessed by the patient, the treating healthcare team and the authorities empowered by law (Resolution 1995 of 1999).
• We apply reinforced security measures and restricted access to clinical information.

6. Your rights as data subject

Under Article 8 of Law 1581 of 2012, as a data subject you have the right to:

• Know, update and rectify your personal data held by the controller.
• Request proof of the authorization granted, except where the law provides otherwise.
• Be informed, upon request, about how your personal data has been used.
• File complaints with the Colombian Superintendence of Industry and Commerce (SIC) for breaches of the data protection regime.
• Revoke your authorization and/or request deletion of your data where no legal or contractual duty prevents it (clinical records are subject to mandatory legal retention periods).
• Access your processed personal data free of charge.

7. How to exercise your rights

You may submit inquiries, claims and requests for updating, rectification, deletion or revocation of authorization through the responsible area indicated in section 8, by writing to admin@burbanodentalstudio.com or via WhatsApp at +57 316 731 8237, or in person at the clinic.

Inquiries are answered within a maximum of ten (10) business days from receipt. If a response is not possible within that term, you will be informed before it expires, stating the reasons and the response date, which will not exceed five (5) additional business days (Art. 14, Law 1581 of 2012).

Claims must include your identification, a description of the facts, a contact address and any supporting documents. They are resolved within a maximum of fifteen (15) business days, extendable by eight (8) more business days with prior notice (Art. 15, Law 1581 of 2012).

8. Area responsible for requests

The administrative team of Burbano Dental Studio handles data subjects' inquiries, claims and requests through the contact channels listed in section 1.

9. Authorization

Authorization for data processing is obtained through means that allow later verification: website forms (with an acceptance checkbox), physical or digital admission forms at the clinic, or unequivocal conduct of the data subject under Decree 1377 of 2013. You may request a copy of your authorization at any time.

10. Information security

We adopt reasonable technical, human and administrative measures to protect personal data against loss, alteration, unauthorized or fraudulent access or use, including access controls over clinical information, staff confidentiality duties and data processing agreements with processors (for example, the clinical management software).

11. Term of validity

This policy is effective as of August 20, 2026 and remains in force while the clinic carries out its corporate purpose. Personal data is kept while the purposes of processing subsist and for the retention periods required by applicable law; in particular, clinical records are kept for the minimum periods set by Resolution 1995 of 1999 and its amendments.

Any substantial change to this policy will be announced on this website before implementation.