1. Personal data we collect

When you send us an enquiry or appointment request, we may collect your name, contact number, email address, subject, and message. We may also receive basic technical information that your browser sends, such as your IP address, browser information, referring page, and the date and time of your request.

Please do not include detailed medical, dental, NRIC, payment-card, or other sensitive information in the website message field. Our team will arrange the appropriate secure process if further information is needed for your care.

2. Why we use your data

We use the information you provide to:

• respond to your enquiry or appointment request;
• contact you about the request, including any follow-up needed to arrange a visit;
• maintain accurate enquiry records and improve our customer service;
• protect the security and proper operation of this website; and
• comply with legal, regulatory, or professional obligations.

We will ask separately for consent where it is required for direct marketing or for information collected as part of your clinical care.

3. How we collect and disclose data

We collect this information directly from you when you use this website or contact us. We may share it only where necessary with authorised CALM Dental staff and service providers that help us operate our website, contact systems, or records; with professional advisers; or with authorities where required or permitted by law. Those parties must handle the data only for the relevant purpose and with appropriate safeguards.

4. Security and retention

We take reasonable administrative, technical, and physical measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. Unless a longer period is required for a legal, regulatory, complaint, or dispute-related purpose, we use the following retention periods:

• website enquiries that do not become patient records: 12 months after our last meaningful interaction with you;
• adult dental records: 7 years after the patient’s last visit; and
• children’s dental records: 7 years after the patient reaches 18 years of age.

When the relevant retention period ends and the information is no longer needed, we securely delete or anonymise it where appropriate.

5. Cookies and analytics

This website may use necessary cookies to operate properly. If we enable Google Analytics or other non-essential analytics tools, we will provide a cookie notice and controls before those tools are activated. Those tools may collect online identifiers and usage information to help us understand and improve the website.

6. Overseas processing

Some service providers may process data outside Malaysia. Where that occurs, we will take reasonable steps to ensure the transfer is made in accordance with applicable PDPA requirements and that the data receives appropriate protection.

7. Your choices and rights

Subject to the PDPA, you may ask to access or correct personal data we hold about you. You may also withdraw consent for optional processing, including direct marketing, although this will not affect processing already carried out lawfully. We may need to verify your identity before responding and, where permitted by law, may charge a reasonable fee for an access request.

8. Contact us

For a privacy enquiry, access or correction request, or complaint, contact us at hellocalmdental@gmail.com, call +60 12 400 1816, or write to us at Ground Floor, Lot 17818, Section 64, Jalan Simpang Tiga, Panovel Commercial Centre, 93300 Kuching, Sarawak..