Privacy Policy

Aspen Dental Polyclinic (“Aspen Dental,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide through our website.

This Privacy Policy explains what information we collect, how we use and protect it, when it may be shared, and the choices available to you.

By using this website or submitting information through one of our forms, you acknowledge the practices described in this Privacy Policy.

1. Who We Are

Aspen Dental Polyclinic is a dental healthcare provider located in Khalifa City, Abu Dhabi, United Arab Emirates.

Website: https://aspen-dentalclinic.ae
Email: aspen@aspen-dentalclinic.ae

2. Information We Collect

Depending on how you use our website, we may collect the following information:

Appointment Information

When you submit an appointment request, we may collect:

  • Your full name

  • Email address

  • Phone number

  • Preferred appointment date and time

  • Treatment or service of interest

  • Any information included in your message

Feedback Information

When you submit feedback, we may collect:

  • Your name and contact information

  • The content of your feedback

  • Information relating to your experience with the clinic

Career Application Information

When you apply for a position, we may collect:

  • Your name and contact information

  • Your curriculum vitae or résumé

  • Employment history

  • Qualifications and professional experience

  • Any other information included in your application

Please avoid including unnecessary sensitive personal information in your application.

Technical Information

When you visit the website, certain technical information may be collected automatically, including:

  • IP address

  • Browser and device type

  • Operating system

  • Pages visited

  • Date and time of access

  • Referring website

  • Security and diagnostic information

3. How We Use Your Information

We may use your information to:

  • Respond to appointment requests

  • Contact you regarding your preferred appointment

  • Provide information about our dental services

  • Respond to questions, messages, or feedback

  • Review employment applications

  • Operate, maintain, and secure the website

  • Prevent spam, fraud, and misuse

  • Improve website functionality and user experience

  • Comply with applicable legal, regulatory, and healthcare obligations

  • Establish, exercise, or defend legal claims where necessary

Submitting an appointment request through the website does not create a confirmed appointment. An appointment is confirmed only after a member of our team contacts you.

4. Health-Related Information

Information about a requested treatment or information included in a message may reveal health-related details.We use this information only for handling your enquiry, arranging the requested appointment, preparing to provide care, and complying with applicable healthcare requirements.

The website forms are not intended for medical emergencies or urgent medical advice. If you are experiencing a medical emergency, contact the appropriate emergency services or seek immediate medical assistance.

5. Consent and Other Legal Grounds

Where required, we process personal information with your consent. We may also process information when it is necessary to:

  • Respond to a request made by you

  • Prepare for or provide healthcare services

  • Comply with a legal or regulatory obligation

  • Protect a person’s vital interests

  • Pursue legitimate operational or security interests, where those interests do not override your rights

You may withdraw your consent by contacting us. Withdrawal does not affect processing that occurred before the withdrawal and may not apply where we are required to retain information by law.

6. How We Share Information

We do not sell or rent your personal information.

We may share information only when reasonably necessary with:

  • Authorised Aspen Dental Polyclinic employees and healthcare professionals

  • Website hosting, maintenance, security, and email service providers

  • Professional advisers, auditors, insurers, or legal representatives

  • Government, regulatory, judicial, or law-enforcement authorities when required

  • Other healthcare providers where necessary for your care and permitted by applicable law

Service providers are permitted to use personal information only for the services they provide to us and must apply appropriate confidentiality and security safeguards.

7. Third-Party Website Services

Our website may use or display services provided by third parties, including:

  • Cloudflare Turnstile for spam and security protection

  • Google Maps and related Google services

  • Email delivery and website hosting services

  • Website analytics tools, if enabled

These providers may collect technical information and use cookies or similar technologies according to their own privacy policies.

When you follow a link to another website, that website’s privacy practices apply. We are not responsible for the privacy practices or content of independent third-party websites.

8. Cookies and Similar Technologies

The website may use cookies and similar technologies that are necessary for:

  • Website functionality

  • Security and spam prevention

  • Remembering user preferences

  • Measuring website performance, if analytics is enabled

  • Displaying embedded third-party content

You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

If non-essential advertising or marketing cookies are introduced, we will update this Privacy Policy and implement any additional consent controls required.

9. Data Storage and International Transfers

Information submitted through the website may be stored in our website database, email systems, hosting environment, and authorised service-provider systems.

Some service providers may process information outside the United Arab Emirates. Where this occurs, we take reasonable steps to ensure that appropriate safeguards are applied in accordance with applicable law.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, regulatory, healthcare, accounting, security, and operational requirements.

Appointment information that becomes part of a patient’s clinical record may be retained according to applicable healthcare record-retention requirements.

Unsuccessful career applications may be retained for a reasonable period for recruitment and legal purposes, unless a longer period is required or you consent to future consideration.

When information is no longer required, we take reasonable steps to securely delete or anonymise it.

11. Information Security

We implement reasonable administrative, technical, and organisational measures intended to protect personal information against:

  • Unauthorised access

  • Accidental loss

  • Improper use

  • Unauthorised alteration or disclosure

  • Destruction

However, no website, internet transmission, or electronic storage system can be guaranteed to be completely secure.

Please do not submit detailed medical records, identification documents, financial information, or other unnecessary sensitive information through general website forms.

12. Your Rights

Subject to applicable law, you may have the right to:

  • Request access to your personal information

  • Request correction of inaccurate or incomplete information

  • Request deletion of your information

  • Request restriction of certain processing

  • Object to certain uses of your information

  • Withdraw consent

  • Request transfer of your information where applicable

  • Ask how your information is being used or shared

Some rights may be limited where continued processing or retention is required for healthcare, legal, regulatory, or legitimate operational purposes.

To submit a privacy request, contact us using the details below. We may need to verify your identity before completing the request.

13. Children and Minors

Appointment requests concerning a child or minor should be submitted by, or with the authorisation of, a parent or legal guardian.

If you believe a child has submitted personal information without appropriate authorisation, please contact us.

14. Career Applications

Information submitted through the Careers form will be used to assess suitability for current or potential employment opportunities and to communicate about the recruitment process.

Submitting an application does not guarantee an interview or employment.

Applicants should obtain permission before providing personal information about referees or other individuals.

15. Changes to This Privacy Policy

We may update this Privacy Policy when our services, website technologies, or legal obligations change.

The latest version will be published on this page with an updated “Last updated” date. Material changes may be communicated through the website where appropriate.

16. Contact Us

For questions about this Privacy Policy or requests concerning your personal information, contact:

Aspen Dental Polyclinic
Khalifa City, Abu Dhabi
United Arab Emirates
Email: aspen@aspen-dentalclinic.ae