Privacy policy

for the website of SRL “OrtoClinic”

Version 1.0 · Last updated: 8 October 2026. Translated from Romanian; the Romanian version prevails in case of discrepancy.

1. Who we are

SRL “OrtoClinic” (“OrtoClinic”, “we”) is the controller of the personal data processed through the website and in connection with the requests sent through it.

This Policy explains what information we may collect when you visit the website, why we use it, who we may share it with, how long we keep it and what rights you have.

2. What information we may process through the website

Depending on the features actually enabled on the website, we may process:

• identification and contact details, such as first name, last name, phone number and email address, when you provide them voluntarily;
• the content of a message sent through the contact/appointment form or by email;
• technical data needed to run and secure the website, such as IP address, date and time of access, device/browser type, technical logs and error information;
• cookie preferences and consent to non-essential technologies, if such technologies are used;
• data about interaction with the website, only to the extent that analytics/statistics services are used and the required legal basis exists.

On ortoclinic.md the appointment form asks for your name and phone number; choosing a doctor is optional. The contact form asks for your name and one contact method (phone or email); the message is optional. The IP address and browser data are not stored in the request record. The website uses no analytics/statistics services.

Please do not send clinical photographs, X-rays, CBCT, STL/DICOM files, detailed diagnoses or other sensitive medical data through the general website form unless OrtoClinic expressly points you to a suitable channel. Medical information needed for treatment is handled within the medical workflow and in line with the Patient Information Notice.

3. Why we process data and on what basis

The website uses no non-essential analytics/statistics and no online marketing or remarketing. If such tools are introduced, this Policy will be updated before they are enabled and consent will be requested in advance where required.

Consent is not used as a general basis for providing medical services where another appropriate legal basis exists. For commercial communications and optional marketing technologies, consent is obtained separately where required.

4. Health data

The website is not intended for the systematic collection of health data. If, when booking or in correspondence, you send medical information needed for dental care, it is handled only to the extent necessary and, where appropriate, transferred to the medical records, where the rules and time limits of medical practice apply.

5. Cookies and similar technologies

The website uses strictly necessary cookies for operation and security and stores your cookie choice in your browser. With your consent, the website can remember the visual theme you chose and load the Google Maps map. No analytics or marketing cookies are used. The categories, providers, durations and your options are described in the Cookie policy.

Cookie policy

6. Who we may share data with

Depending on the situation, data may be accessed or processed by:

• authorised staff of SRL “OrtoClinic”, only within their duties and on a need-to-know basis;
• the hosting provider (Hetzner Online GmbH, Germany) and the provider of technical maintenance and IT security for the website;
• the clinic’s email provider (Google), if you write to us by email;
• the Telegram messenger, through which staff are notified of a new request; the notification contains only the internal number, type and date of the request, not your details;
• public authorities or other entities where disclosure is required by law or necessary to defend a right;
• other recipients only where an appropriate legal basis exists.

Providers processing data on behalf of OrtoClinic are selected and contracted in line with the requirements that apply to processors.

7. International transfers

Some digital services may involve storing or accessing data outside the Republic of Moldova. OrtoClinic uses such services only after identifying the provider’s location and role and checking that an appropriate legal transfer mechanism exists where one is required.

The website is hosted in Germany (European Union). The Google Maps map loads only after you consent to external content; Google (Google Ireland Limited / Google LLC) may then process your IP address and technical data, including in the United States. Messages sent to the clinic’s email address are processed by the email provider (Google). Internal Telegram notifications contain none of your details.

8. How long we keep data

• simple contact/appointment requests with no clinical relevance: as a rule, up to 12 months after the last interaction; requests sent through the website forms are anonymised automatically 12 months after they are sent;
• correspondence that becomes relevant to treatment: for the period that applies to medical records;
• petitions/complaints and requests concerning your rights: for the periods set by the clinic’s internal procedures;
• security logs: for the configured internal period and only as long as needed for security/audit;
• cookies and online identifiers: for the individual duration stated in the Cookie policy and according to your preferences.

These periods may be extended where the data is needed for a dispute, inspection, investigation or to meet a legal obligation.

9. Your rights

Under Law no. 195/2024 you may have, as applicable, the following rights:

• the right of access to your data and to information about its processing;
• the right to have inaccurate data corrected and incomplete data completed;
• the right to erasure where the legal conditions are met;
• the right to restriction of processing;
• the right to data portability where applicable;
• the right to object to certain processing based on legitimate interest and to direct marketing;
• the right to withdraw consent at any time for processing based on consent, without affecting the lawfulness of processing before withdrawal;
• the right not to be subject to a decision based solely on automated processing, in the cases provided by law;
• the right to lodge a complaint with the National Centre for Personal Data Protection (CNPDCP).

To exercise your rights, contact us using the details in section 1. We may ask for additional information strictly necessary to verify your identity before disclosing or changing data.

10. Data security

We apply technical and organisational measures proportionate to the risk, including access control, staff confidentiality, system updates, backups and incident management. Still, sending data over the internet cannot be considered entirely risk-free, so we ask users not to send unnecessary sensitive medical information through general forms.

11. Minors

The website may be used by parents or legal representatives of minor patients. The general forms are not intended for collecting data from children on their own. For booking and treating minors, the clinic applies the identification and representation procedures that apply to medical services.

12. Social networks, maps and external websites

The website may contain links to Facebook, Instagram, map services or other external platforms. Using these services may lead to data being processed by their operators under their own policies. OrtoClinic does not control how external websites process data after the user leaves our website.

On ortoclinic.md, Facebook and Instagram appear only as plain links, with no embedded modules sending data before you follow them. The Google Maps map stays blocked until you consent to external content.

13. Automated decisions

The OrtoClinic website does not involve decisions based solely on automated processing that produce legal effects or similarly significantly affect the user. If such features are introduced, this Policy will be updated before they are used.

14. Changes to this Policy

We may update this Policy when the website, providers, technologies, purposes of processing or the law change. The updated version will be published on the website with the date of the last revision.

15. Contact

For questions about this Policy or how SRL “OrtoClinic” processes personal data, you can contact us at: