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Privacy Policy

We respect your privacy and are committed to protecting your personal data in accordance with Malaysia’s Personal Data Protection Act 2010 (PDPA) and other applicable laws.

1. Who We Are

Last updated: June 2025

Mawarni Dental Clinic (“we”, “us” or “Clinic”) is located in Taman Tun Dr. Ismail (TTDI), Kuala Lumpur. We offer general and specialised dental services — including check-ups, cleanings, crowns, implants, orthodontics, and more — to individuals and families in the Klang Valley area.

If you have questions or concerns about your personal data, you may contact us at:

  • Email: kpmawarni@gmail.com
  • Phone: +60377107000 / +60176600160
  • Mailing address: Klinik Pergigian Mawarni TTDI, No. 14 (Ground Floor) Jalan Datuk Sulaiman, Taman Tun Dr Ismail, 60000 Kuala Lumpur, Malaysia

2. Personal Data We Collect

We only collect personal data that is necessary for providing you with dental services and communicating with you.

Patient registration & care

  • Identity & contact: name, NRIC/passport number, date of birth, gender, address, email, phone number, emergency contact.
  • Health & medical: medical and dental history, current medications, allergies, X-rays, intra-oral scans, treatment plans, and records of procedures.
  • Financial & billing: payment information, billing address, insurance or panel provider details, claims documentation.

Website & online interaction

  • Technical & usage: IP address, device type, browser type, pages visited, time on site, and cookies.
  • Communication: information you provide when you use our booking form, or contact us via WhatsApp, email, or live chat.

3. How We Use Your Personal Data

We use your personal data for the following legitimate purposes only:

  • Dental treatment & care: scheduling and managing appointments, conducting examinations and treatments, preparing treatment plans and prescriptions, handling emergencies and referrals.
  • Billing & insurance claims: processing payments, issuing receipts, and managing claims with insurance and panel providers.
  • Patient communication: appointment reminders by SMS, WhatsApp or email, post-treatment instructions, and responding to enquiries or feedback.
  • Clinic operations: maintaining records as required by Malaysian law, audits, quality control, and staff training.
  • Website functionality & analytics: understanding website usage to improve the online experience and support our booking and contact forms.

4. Legal Basis & Consent

Under the PDPA, we rely on one or more of the following bases when processing your data:

  • Consent: you explicitly agree to us collecting and using your personal data for the purposes listed above. You may withdraw consent at any time.
  • Contractual necessity: processing is necessary to provide dental care and related services.
  • Legitimate interest: certain processing, such as website analytics or appointment reminders, supports the clinic’s operational needs without overriding your rights.
  • Legal obligation: we must keep patient records for the minimum duration required by the Malaysian Dental Council and the Ministry of Health.

5. How We Store & Protect Your Data

Physical security

  • Hard-copy records are kept in locked filing cabinets in a secured room accessible only to authorised staff.
  • The clinic premises are under 24/7 CCTV surveillance.

Electronic security

  • Electronic patient records are stored on encrypted servers with daily backups.
  • Access is role-based — only authorised clinicians and staff with unique logins may view or update your files.
  • We use SSL encryption (HTTPS) on our website to protect data in transit.
  • Firewalls, antivirus software, and regular security audits help safeguard our network.

Retention period

Malaysian regulations require us to keep adult dental records for at least seven years after the last visit, and paediatric records until the patient turns 18 plus six years. After the retention period we securely destroy or anonymise your data unless we have a legal reason to keep it longer.

6. When & Why We Share Your Data

We will not sell or rent your personal data. We only share it in these scenarios:

  • Within the clinic team: our dentists and front-desk staff may access your records to provide seamless care. All staff sign confidentiality agreements and undergo regular PDPA training.
  • Insurance companies and panel providers: for claim submission and verification.
  • Labs and specialists: when you require lab tests, prosthetics, or specialist referrals. We share only the minimum information needed for your care.
  • Payment gateways and banks: to process card payments or transfers. We do not store your full card details.
  • Law enforcement and regulatory bodies: where required or permitted by law, such as court orders or Ministry of Health audits.

We will not release your data for unrelated marketing or external research without your explicit consent.

7. Cookies & Website Tracking

Our website uses small data files called cookies to enhance your browsing experience. Cookies help us remember your preferences, analyse which pages are visited most often, and produce anonymous aggregate usage statistics.

  • Essential cookies: required for the website to function, such as form submission and login sessions.
  • Performance cookies: collect anonymous data about site usage.
  • Functional cookies: remember choices you make.

You can disable cookies in your browser settings; however, this may affect certain features on our website.

8. Third-Party Links & Social Media

Our website may contain links to third-party sites, such as dental associations or our social media pages. Once you leave our site you should read the privacy policy of each external site. We are not responsible for external sites’ privacy practices.

9. Your Rights & Choices

Under the PDPA you have the following rights regarding your personal data:

  • Access: request a copy of the personal data we hold about you. We respond within 30 days; a nominal administrative fee may apply.
  • Rectification: ask us to correct information that is inaccurate, incomplete, or outdated. We will take reasonable steps within 30 days.
  • Withdraw consent: withdraw consent for certain processing at any time, such as marketing communications. This does not affect processing already completed or processing necessary to provide your treatment.
  • Object & erasure: object to processing, or ask us to erase your data where no legal obligation requires us to retain it. Full erasure may not be possible where Malaysian law requires retention.
  • Restrict processing & data portability: ask us to pause processing while we verify or correct data, or request an electronic copy in a common machine-readable format.
  • Lodge a complaint: contact us first. If you remain unsatisfied you may complain to the Personal Data Protection Commissioner (PDPC) Malaysia at pdp.gov.my.

10. Children’s Personal Data

If you are a parent or guardian providing personal data for a minor under 18, you represent that you have the legal right to consent on their behalf. We do not knowingly collect personal data from children without parental consent. If you believe we have inadvertently collected a minor’s data, please contact us so we can promptly delete it.

11. Updates & Contact

We may update this Privacy Policy from time to time, for example when we introduce new services or in response to changes in the law. Any material changes will be posted on this page with a revised “Last updated” date.

If you have questions, requests, or complaints, please reach out to:

  • Klinik Pergigian Mawarni TTDI, No. 14 (Ground Floor), Jalan Datuk Sulaiman, Taman Tun Dr Ismail, 60000 Kuala Lumpur, Malaysia
  • Email: kpmawarni@gmail.com
  • Phone: +60377107000 / +60176600160

We will respond to your enquiries or requests within 30 days, unless the law requires us to respond sooner.