Confidentiality is at the heart of what we do. This policy explains what data we collect, why, and what your rights are, in accordance with the General Data Protection Regulation (GDPR) and the Belgian Act of 30 July 2018.
1. Data controller
Mediasatcom (Télé Secrétariat brand), Rue du Congrès 37, 1000 Brussels. CBE: [to be completed].
Privacy contact: info@servicessecretariat.com.
2. Data collected on this website
| Purpose | Data | Legal basis | Retention |
|---|---|---|---|
| Responding to a free trial, quote or contact request | Name, practice, email, phone, specialty, information about your practice, message | Pre-contractual steps (Art. 6.1.b) and consent | 3 years after last contact |
| Client relationship management | Contact details, contract, invoicing | Performance of the contract (Art. 6.1.b), legal obligations (Art. 6.1.c) | Duration of the contract, then 7 years for accounting records |
| Website security and operation | Technical connection data | Legitimate interest (Art. 6.1.f) | 12 months maximum |
3. Patient data processed for our clients
When we act as a practice's secretariat, we process its patients' data (identity, contact details, reason for calling, appointments) as a processor, solely on the practitioner's instructions; the practitioner remains the data controller. This processing is governed by a data processing agreement in accordance with Article 28 GDPR. Every secretary is bound by professional secrecy and signs a confidentiality agreement. Our secretaries do not make diagnoses and collect only the information strictly needed to direct the call.
4. Recipients
Your data is intended for our team and, where applicable, our technical providers (hosting, telephony, email, online diary), who are bound by confidentiality obligations. It is never sold or passed on for marketing purposes. If data is transferred outside the European Union, appropriate safeguards are put in place (standard contractual clauses).
Requests sent through the website form are forwarded to us by email via the servers of our hosting provider OVHcloud, located in the European Union. They are not stored in a website database.
To show nearby municipalities at the bottom of the page, your browser queries the GeoJS service (geojs.io), which estimates an approximate location (city or region) from your IP address. This location is neither sent to our team nor stored on our server. It is only kept in your browser during your visit. Legal basis: our legitimate interest in showing you relevant pages (Art. 6(1)(f) GDPR).
5. Security
We apply appropriate technical and organisational measures: restricted personal access, encrypted connections, logging, and confidentiality training for staff.
6. Cookies
This website only uses cookies that are strictly necessary for it to work. Fonts are loaded from Google Fonts, which sends your IP address to Google. If audience measurement or marketing tools are added, your prior consent will be requested.
7. Your rights
You have the right to access, rectify, erase, restrict, object to and port your data, and to withdraw your consent at any time. Write to us at info@servicessecretariat.com; we reply within one month.
You can also lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be.
8. Changes
This policy may be updated. The date of the latest update is shown at the top of this page.