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Privacy Policy

Introduction

Top Hair Loss Clinic (“we,” “our,” or “us”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, share, and protect your personal data when acting as a data controller in accordance with the EU General Data Protection Regulation (GDPR) and other applicable privacy laws.

This Privacy Policy applies to all visitors, users, and individuals who interact with our services, including inquiries submitted through our website and consultations with clinics.

Table of Contents

  1. Definitions
  2. Lawful Basis for Processing
  3. What Data Do We Collect?
  4. How Do We Collect Your Data?
  5. How Will We Use Your Data?
  6. Sharing Collected Data
  7. Sharing Data with Multiple Clinics (Including Photos)
  8. How Do We Store and Secure Your Data?
  9. Retention and Deletion Policies
  10. International Data Transfers
  11. Your Data Protection Rights
  12. Marketing
  13. Phone Call Recording & SMS Notifications
  14. Cookies and Other Tracking Technologies
  15. Privacy Policies of Other Websites
  16. Changes to Our Privacy Policy
  17. How to Contact Us
  18. How to Contact the Appropriate Authorities

1. Definitions

  • Personal Data: Any information that can identify you directly or indirectly, including name, email, phone number, photos, and IP address.
  • Sensitive Personal Data: Includes medical history, images, and any other health-related information voluntarily provided.
  • Processing: Any action performed on personal data, such as collection, storage, sharing, and deletion.
  • Data Controller: The entity responsible for determining how personal data is processed.
  • Data Processor: A third party that processes personal data on our behalf.
  • Third-Party Clinics: Independent medical providers that receive data for consultation purposes.

2. Lawful Basis for Processing

We process your personal data based on one or more of the following legal grounds:

  • Consent: When you submit an inquiry and upload photos, you explicitly consent to their processing and sharing with clinics.
  • Contractual Necessity: If processing is necessary to fulfill a request or agreement.
  • Legitimate Interests: When processing is necessary for our business operations, provided it does not override your rights.
  • Legal Obligation: If required by law or regulatory compliance.

You can withdraw consent at any time by contacting us at [inquires@tophairlossclinic.com]

3. What Data Do We Collect?

We may collect and process the following types of personal data:

  • Personal Identification Data: Name, email, phone number, address, nationality.
  • Medical Information: Any details provided regarding hair loss history, prior treatments, and concerns.
  • Photos & Medical Images: Images uploaded to facilitate an initial assessment by clinics.
  • Communication Data: Emails, call records, WhatsApp messages, and SMS data related to inquiries.
  • Technical Data: IP address, browser type, device information, and location data.
  • Consent Records: Information about how and when you provided consent for processing.

4. How Do We Collect Your Data?

We collect your data in the following ways:

  • Direct Collection: When you fill out an inquiry form, register an account, or provide feedback.
  • Automated Collection: When you browse our website, cookies and analytics tools collect relevant data.
  • Third-Party Sources: Clinics may update patient records within our system.

5. How Will We Use Your Data?

Your data is used to:

  • Facilitate inquiries with clinics and allow them to assess your case.
  • Share your case details, including photos, for medical evaluation.
  • Provide customer support and respond to your queries.
  • Send appointment confirmations, follow-ups, and reminders.
  • Improve our platform and user experience through analytics.
  • Comply with legal obligations.

6. Sharing Collected Data

We may share your data with:

  • Clinics: To process inquiries and provide treatment recommendations.
  • Service Providers: For IT support, website hosting, and analytics.
  • Regulatory Authorities: If required by law or for fraud prevention.

7. Sharing Data with Multiple Clinics (Including Photos)

By submitting an inquiry, you explicitly consent to the sharing of your contact details, medical history, and photos with multiple clinics to facilitate consultation and treatment planning.

  • Clinics may use submitted photos to provide an initial diagnosis or treatment recommendation.
  • We do not control how individual clinics handle data; please review their privacy policies.
  • If you do not wish for your data or images to be shared, please notify us at [inquires@tophairlossclinic.com].

8. How Do We Store and Secure Your Data?

We implement strict security measures, including:

  • Encryption for data storage and transfers.
  • Access controls restricting personal data to authorized personnel.
  • Data minimization ensuring only necessary information is retained.

9. Retention and Deletion Policies

We retain personal data for the following durations:

  • Inquiry details: 1 year unless a longer retention period is required.
  • Call recordings: 6 months after the inquiry is resolved.
  • Medical images: 1 year, unless deleted upon request.
  • Transaction records: As required for legal compliance.

To request data deletion, contact us at [inquires@tophairlossclinic.com].

10. International Data Transfers

If personal data is transferred outside the EEA, we ensure:

  • Transfers comply with an adequacy decision by the European Commission.
  • Standard Contractual Clauses (SCCs) are used where necessary.

11. Your Data Protection Rights

Under GDPR, you have the right to:

  • Access copies of your data.
  • Rectification to correct inaccuracies.
  • Erasure (Right to be Forgotten) under specific conditions.
  • Restriction to limit processing under certain circumstances.
  • Portability to receive a copy of your data in a structured format.
  • Objection to processing based on legitimate interests.
  • Withdraw Consent at any time.

To exercise any rights, contact us at [inquires@tophairlossclinic.com].

12. Marketing

We only send marketing communications if you have opted in. You can unsubscribe anytime.

13. Phone Call Recording & SMS Notifications

Calls may be recorded for quality control. SMS notifications are used for appointment reminders. Contact us to opt out.

14. Cookies and Other Tracking Technologies

We use cookies for analytics and user experience improvement. You can manage cookies via browser settings.

15. Privacy Policies of Other Websites

We are not responsible for third-party websites linked from our platform.

16. Changes to Our Privacy Policy

We regularly review and update this policy. The last update was in March 2025.

17. How to Contact Us

For privacy inquiries, contact: [inquires@tophairslossclinic.com].

18. How to Contact the Appropriate Authorities

If you believe your rights have been violated, you can file a complaint with the Greek Data Protection Commission or your local authority.

Top Hair Loss Clinic