Privacy Notice

Welcome to Apex Dental Supplies Limited. We respect your privacy and are committed to protecting the personal information we collect. This Privacy Notice explains what personal data we collect, why we collect it, how we use and share it, your rights, and how to contact us about privacy matters.

1. Who we are

Apex Dental Supplies Limited (referred to in this notice as “Apex Dental”, “we”, “us” or “our”) is a dental laboratory that designs, manufactures, and supplies dental prosthetics and restorative solutions to dental professionals and patients.

Data controller: Apex Dental Supplies Limited
Registered office / address: Room 1205, One Portside, 29 Tai Yau Street, San Po Kong, Kowloon, Hong Kong
Contact for privacy enquiries: cs@apexdentalhk.com

2. Scope and purpose of this notice

This notice applies to personal information processed by Apex Dental in connection with our services, website, recruitment, supplier relationships and marketing. It explains:

the categories of personal data we collect;
how and why we use that data;
how long we keep it;
who we share it with; and
the rights you have over your data.

If you are a patient, dentist, job applicant, supplier or website visitor, this notice applies to you in the context of our relationship with you.

3. Types of personal data we collect

We collect and process different categories of personal data depending on the relationship and services involved. Typical categories include:

Identity & contact details

Name, job title, clinic or practice name, postal address, phone numbers, email address.

Professional information

Professional registration numbers, practising address, role, ordering history, treatment prescriptions and clinician instructions.

Health & clinical information (special category data)

Dental impressions, scans, treatment plans, radiographs, photographs, and other clinical information provided by dentists (may include limited health data about patients). We only process this where necessary for providing dental laboratory services and with appropriate safeguards.

Account & transactional data

Invoices, payment records, billing address, order details and delivery information.

Technical & usage data

IP address, device and browser information, cookie identifiers, web analytics and site usage logs.

Recruitment & HR data

CVs, qualifications, references, right-to-work documents and interview notes for job applicants and employees.

Marketing preferences

Preferences you provide about receiving marketing, communications and newsletters.

4. How we collect personal data

Directly from you (e.g., when a dentist or supplier provides patient records, places an order, signs up for newsletters, or contacts us).
From your authorised dental practice staff or representatives.
From our website via forms, cookies and analytics.
From third-party service providers (e.g., payment processors, shipping companies, IT providers).
Publicly available sources (where permitted).

5. Purposes for processing & lawful bases

We process personal data for the following main purposes and rely on the lawful bases listed below (examples are GDPR-style — adapt for local law):

Providing dental laboratory services (e.g., manufacturing crowns, dentures, implant restorations)
- Lawful bases: performance of a contract with the dental clinic/dentist; processing necessary for medical/health purposes or explicit consent where required.
Communicating with dentists and patients about orders, shipments and clinical issues
- Lawful bases: performance of contract; legitimate interests (ensuring proper delivery and service).
Managing payments, billing and accounting
- Lawful bases: performance of contract; legal obligations.
Website operation, analytics and security
- Lawful bases: legitimate interests (security, site improvement) and consent for non-essential cookies.
Recruitment and HR administration
- Lawful bases: necessary for recruitment and employment administration; legal obligations.
Marketing and newsletters (if you opt in)
- Lawful bases: consent or legitimate interest where appropriate; you may opt out at any time.
Legal compliance, fraud prevention and dispute handling
- Lawful bases: legal obligations and legitimate interests.

Special category data (health/clinical information): Where we process health or other special category data, we do so only where necessary for the provision of healthcare services, for reasons of public interest in the area of public health, or with explicit consent — and always with suitable safeguards in place.

6. Recipients and sharing

We may share personal data with the following categories of recipients where necessary and under contractual controls:

Dental clinics and dentists (to carry out the ordered service).
Clinical partners and subcontractors (e.g., outsourced lab services or specialized technicians).
IT, cloud and software providers (for data storage, CAD/CAM systems, cloud backups).
Payment-service providers and banks (for processing payments).
Logistics and courier partners (for delivery of goods).
Regulatory authorities, auditors or law enforcement where required by law.
Professional advisors (legal, tax, compliance) under confidentiality obligations.

We will never sell your personal data.

7. International transfers

If your personal data is transferred outside your country (for example, to cloud providers or production partners in other jurisdictions), we implement appropriate safeguards (such as standard contractual clauses, binding corporate rules or ensuring transfers are to jurisdictions with adequate protections) to protect your data. Specific details of transfers are available on request.

8. Data retention

We retain personal data only as long as necessary for the purpose collected and to meet legal, accounting, regulatory or contractual requirements. Typical retention periods:

Order, invoice and delivery records: minimum 6 years (or as required by local accounting laws).
Clinical records and technical specifications: as required for clinical traceability and professional obligations; retention period may vary by jurisdiction and will be documented.
Job application records: up to 12 months after the recruitment decision (unless consent given to keep longer).

If you want precise retention periods for a specific category, contact cs@apexdentalhk.com.

9. Data security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. Measures include:

Access controls and role-based permissions;
Encryption of data in transit and at rest where appropriate;
Secure storage and back-up procedures;
Regular security testing and staff privacy training;
Contracts with processors that require them to maintain strong security.

While we strive to protect your data, no internet transmission is 100% secure. If we become aware of a data breach affecting your personal data, we will comply with applicable notification requirements.

10. Your rights

Depending on your jurisdiction, you may have some or all of the following rights in relation to your personal data:

Right to access the personal data we hold about you.
Right to rectification of inaccurate or incomplete data.
Right to erasure (to be forgotten) in certain circumstances.
Right to restriction of processing in certain circumstances.
Right to data portability — receive your data in a structured, commonly used format.
Right to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent where processing is based on consent.
Right to lodge a complaint with a data protection regulator.

To exercise any of these rights, contact : cs@apexdentalhk.com We may ask for information to verify your identity before fulfilling requests. Note: some rights may be limited by legal or contractual obligations (for example, retention of accounting records).

11. Cookies and similar technologies 🍪

Our website uses cookies and similar technologies to operate the site, provide analytics and improve user experience. Categories include:

Essential cookies: required for site functionality (cannot be disabled).
Performance & analytics cookies: help us understand how visitors use the site.
Functional cookies: remember preferences and settings.
Marketing cookies: used for advertising and may track browsing across sites.

When you first visit the site, you will be presented with a cookie banner / preferences tool to accept or manage non-essential cookies. You can update your preferences at any time via the cookie settings link in the website footer.

12. Minors

Our services and website are not directed at children. We do not knowingly collect personal data from minors for service orders. If you believe we have collected data about a minor in error, contact cs@apexdentalhk.com so we can take appropriate steps.

13. Third-party websites & links

Our website may link to third-party sites. This Privacy Notice does not apply to third-party websites — review their privacy notices before providing personal information.

14. Changes to this Privacy Notice

We may update this notice from time to time. When material changes occur we will post a prominent notice on our website and update the effective date and version. Continued use of our services after updates constitutes acceptance of the revised notice.

15. How to contact us & complaints

Privacy enquiries & rights requests: cs@apexdentalhk.com
Data Protection Officer: cs@apexdentalhk.com
Address: Room 1205, One Portside, 29 Tai Yau Street, San Po Kong, Kowloon, Hong Kong

If you are not satisfied with our response, you may lodge a complaint with your local data protection authority (for example, the Information Commissioner’s Office (ICO) in the UK or the relevant supervisory authority in your country).

16. Practical text snippets for your website UI

Cookie banner short: “We use cookies to improve your experience. By clicking ‘Accept’ you consent to our use of non-essential cookies. Manage your preferences.”
Privacy link text (footer): “Privacy Notice — Apex Dental Supplies Limited”
Data request CTA: “To exercise your privacy rights or for privacy enquiries, email cs@apexdentalhk.com”

17. Important compliance note

This Privacy Notice is a comprehensive template tailored to a dental laboratory. It contains references to data-protection concepts used in many jurisdictions (e.g., GDPR-style rights). Before publishing, have this notice reviewed by legal counsel or a qualified data-protection advisor to ensure full compliance with the specific laws and regulatory requirements applicable in your operating jurisdictions (including rules on processing health data and clinical records).