Privacy Policy

Last Updated: March 27, 2026

surgicalguide.pro ("We", "Us", or "The Platform") takes data privacy seriously. This Privacy Policy describes how we collect, use, and protect your personal information and the data you upload to our Service.

1. Information We Collect

We collect two types of data: User Account Data (your info) and Case Data (patient info uploaded by you).

A. User Account Data:

  • Registration: Name, clinic name, email address, phone number, and professional license details.
  • Billing: Payment information (processed securely by third-party providers; we do not store full credit card numbers).
  • Technical Data: IP address, browser type, device information, and logs when you use the website.

B. Case Data (Patient Information):

  • Digital Files: DICOM files (CT/CBCT), Intraoral Scans (STL/PLY/OBJ), and intraoral photos.
  • Prescription Details: Notes regarding implant systems, tooth numbers, and surgical plans.

2. Important Note on Patient Data (HIPAA / GDPR)

As a user of the Platform (Dentist/Lab), you act as the Data Controller, and we act as the Data Processor.

  • Anonymization: You agree to de-identify (remove Patient Names/IDs) all DICOM and STL files regarding the file names and metadata before uploading them to the Platform, where reasonably possible.
  • Consent: You represent and warrant that you have obtained all necessary patient consents to share their digital health data with third-party vendors (us) for treatment planning purposes, in compliance with GDPR, HIPAA, or your local regulations.

3. How We Use Your Information

We use the collected information to:

  • Provide the digital design services (create surgical guides).
  • Process transactions and send notifications about order status.
  • Verify your identity and professional licensure.
  • Improve our software and user experience.
  • Comply with legal obligations (accounting, tax laws).

4. Data Sharing and Disclosure

We do not sell your data. We may share information only with:

  • Service Providers: Trusted third-party vendors who assist us in operating the site (e.g., cloud hosting providers, payment processors).
  • Legal Compliance: Courts, law enforcement, or tax authorities if required by law (e.g., in response to a subpoena or for tax audits).

5. Data Security

We use technical and organizational measures designed to protect your data (encryption, secure servers). However, no method of transmission over the Internet is 100% secure. You are responsible for keeping your account password confidential.

6. Your Rights (GDPR / UK Data Protection)

If you are located in the EU or UK, you have the right to:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate data.
  • Deletion: Request deletion of your account and personal data (subject to our legal obligation to keep tax/accounting records).
  • Export: Request your data in a machine-readable format.

To exercise these rights, contact us at surgicalguide.pro@gmail.com.

7. Cookies

We use cookies to maintain your session, remember your preferences, and analyze site traffic. You can control cookies through your browser settings. For detailed information, please see our Cookie Policy.

8. Data Retention

  • User Account Data: Retained for the duration of your account plus 7 years for tax and legal compliance.
  • Case Data (DICOM/STL files): Automatically deleted 90 days after order completion, unless you request earlier deletion.
  • Chat Messages: Retained for 1 year after order completion for support purposes.
  • Audit Logs: Retained for 2 years for security and compliance purposes.

9. Third-Party Services

We use the following trusted third-party services to provide our Platform:

  • Google Firebase (USA): Authentication and database services.
  • Cloudflare R2 (Global CDN): Secure file storage with encryption at rest.
  • Vercel (USA): Website hosting with SSL/TLS encryption.
  • Payment Processors: Secure payment handling (we never see your full card number).

All third-party providers are contractually bound to protect your data under GDPR standards.

10. Data Breach Notification

In the event of a data breach that may affect your personal information or patient data:

  • We will notify affected users via email within 72 hours of becoming aware of the breach.
  • We will report the breach to the relevant supervisory authority as required by GDPR.
  • We will provide details on what data was affected and recommended protective actions.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date. Your continued use of the Service implies acceptance of the new policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact:
Oleksandr Pakhomov
Email: surgicalguide.pro@gmail.com