Privacy Policy - Cephtactics Orthodontic Clinical Assistance Directive (COCAD)

Introduction

Cephtactics is committed to protecting the privacy and confidentiality of all data shared by clinicians using the Orthodontic Clinical Assistance Directive (COCAD). This Privacy Policy outlines how we collect, use, and protect your personal information and case submissions to ensure compliance with applicable data protection regulations.

1. Information We Collect

When you use COCAD, we may collect the following information:

  • Personal Details: Name, email address, professional qualifications, and contact information.

  • Patient Data: Diagnostic records, such as photographs, X-rays, and models, uploaded by clinicians for feedback purposes.

  • Submission Information: Treatment plans, clinical notes, and questions provided to request support.

  • Technical Data: Usage data, including IP address, device type, and browser information, to enhance platform performance.

2. How We Use Your Information

The information provided through COCAD will be used for the following purposes:

  • Treatment Guidance: To review and provide feedback on diagnostic and treatment planning queries submitted by clinicians.

  • Platform Improvement: To analyze usage trends and improve platform functionality and user experience.

  • Communication: To respond to inquiries and keep you updated on COCAD-related updates, events, or changes to the service.

  • Data Aggregation: Patient data may be anonymized and aggregated for training, research, or educational purposes within CephTactics.

3. Data Protection and Confidentiality

We prioritize the security of all data shared through COCAD. To protect your information:

  • Patient data and submissions are stored securely on encrypted servers.

  • Only authorized professionals and specialists will have access to your case submissions for review and feedback.

  • CephTactics will not share identifiable patient data with third parties without explicit consent unless required by law.

4. Responsibilities of Clinicians

When submitting cases to COCAD, you are responsible for:

  • Ensuring patient anonymity: Remove all identifying information (e.g., name, date of birth) before submitting records.

  • Conducting thorough clinical examinations and obtaining patient consent before using the platform.

  • Verifying and evaluating the feedback provided by COCAD before applying it to treatment plans.

5. Patient Privacy

To protect patient confidentiality, we require all submissions to adhere to the following guidelines:

  • Anonymization: Ensure no identifiable patient information (e.g., name, address, date of birth) is included in uploaded documents or images.

  • Secure Transmission: Use the provided secure submission form or Dropbox links to upload documents, ensuring data is not transmitted insecurely via email or other unapproved methods.

6. Retention of Data

We retain case submissions and related information for a limited period to provide feedback and maintain a record of consultations. After this period, all submitted data will be securely deleted or anonymized.

7. Disclaimer

While Cephtactics ensures all feedback is provided by qualified specialists, the platform is not a substitute for independent clinical judgment. Clinicians are solely responsible for evaluating and applying the guidance provided and ensuring its appropriateness for their cases. CephTactics is not liable for any outcomes resulting from the use of this platform.

8. Your Rights

As a user of COCAD, you have the following rights regarding your data:

  • Access: Request a copy of the information we hold about you.

  • Correction: Request corrections to inaccurate or incomplete data.

  • Deletion: Request the deletion of your information, subject to applicable retention periods.

  • Objection: Object to the processing of your data for specific purposes.

To exercise these rights, please contact us at info@cephtactics-dental.com.

9. Updates to the Privacy Policy

CephTactics may update this Privacy Policy to reflect changes in legislation or platform functionality. Any changes will be communicated via email and updated on our website. Continued use of COCAD after changes have been made constitutes acceptance of the revised policy.

10. Contact Information

If you have any questions about this Privacy Policy or how your data is handled, please contact us:

Cephtactics Dental
30 Churchill Place, Canary Wharf, London, E14 5RE
Email: info@cephtactics-dental.com
Website: www.cephtactics-dental.com