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Privacy Policy

Last updated: March 2026

1. Introduction

VANC Clinic SMP ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or use our services. By accessing our website, you agree to the practices described in this policy.

2. Data Controller

The data controller responsible for your personal data is:

  • Company: VANC Clinic
  • Email: info@vanc.clinic
  • Phone (BE): +32 493 194725
  • Phone (NL): +31 642 220795

3. Information We Collect

We may collect the following categories of personal data:

  • Contact information: Name, email address, phone number, and preferred location when you submit a consultation request.
  • Treatment preferences: Your selected treatment type and any messages you include in your consultation form.
  • Uploaded photos: If you use our SMP preview tool, photos you upload are processed locally in your browser and are not stored on our servers.
  • Usage data: Information about how you interact with our website, including pages visited, time spent, browser type, and device information, collected through analytics tools.
  • Communication data: Records of correspondence when you contact us via email, phone, or WhatsApp.

4. How We Use Your Information

We use the collected information for the following purposes:

  • To respond to your consultation requests and schedule appointments.
  • To provide and improve our scalp micro pigmentation services.
  • To communicate with you about your treatment, including reminders and aftercare.
  • To analyze website usage and improve our online experience.
  • To comply with legal obligations applicable in the Netherlands and Belgium.

5. Legal Basis for Processing

Under the General Data Protection Regulation (GDPR), we process your data based on:

  • Consent: When you submit a consultation form or contact us voluntarily.
  • Contractual necessity: To deliver the services you have requested.
  • Legitimate interest: To improve our website and services, and to ensure security.
  • Legal obligation: To comply with applicable laws and regulations.

6. Data Sharing

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

  • Service providers: Hosting, email, and analytics services that assist in our operations, bound by data processing agreements.
  • Legal authorities: When required by law or to protect our rights.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes described in this policy, or as required by law. Consultation requests are retained for up to 2 years. You may request deletion of your data at any time.

8. Your Rights

Under the GDPR, you have the right to:

  • Access your personal data and obtain a copy.
  • Rectify inaccurate or incomplete data.
  • Erase your data ("right to be forgotten").
  • Restrict processing of your data.
  • Data portability — receive your data in a structured format.
  • Object to processing based on legitimate interest.
  • Withdraw consent at any time without affecting prior processing.

To exercise any of these rights, contact us at info@vanc.clinic.

9. Cookies

Our website uses essential cookies to ensure basic functionality and optional analytics cookies to understand how visitors use our site. You can manage your cookie preferences through your browser settings. We do not use cookies for advertising or tracking across third-party sites.

10. Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or alteration. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

11. International Transfers

Your data is primarily processed within the European Economic Area (EEA). If any data is transferred outside the EEA, we ensure appropriate safeguards are in place in compliance with GDPR requirements.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

13. Contact

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

You also have the right to lodge a complaint with a supervisory authority — the Autoriteit Persoonsgegevens (Netherlands) or the Gegevensbeschermingsautoriteit (Belgium).