Data Consent Template for Dental Clinics
Download a reference template to obtain patient consent for personal data processing. Covers the requirements of GDPR (EU), LFPDPPP (Mexico), and Law 1581 (Colombia), with HIPAA considerations.
Dental data is sensitive data
Every time a dental clinic takes an X-ray, an intraoral scan, a shade photo, or records a medical history, it is collecting sensitive personal data. Data protection laws in the EU, the US, Mexico, and Colombia classify health data in the most restrictive category.
When that data is shared with a dental laboratory for the fabrication of a prosthesis, a transfer to third parties takes place. Without the patient's explicit consent, this transfer may constitute a legal violation.
The good news: consent is a simple document. What matters is that it covers the correct fields, uses plain language, and is signed before any data processing begins.
What the consent must include
- Data controllerLegal name of the clinic, registered address, contact details of the data protection officer.
- Purpose of processingWhat the data is used for: diagnosis, prosthesis fabrication, clinical follow-up, billing.
- Types of data collectedName, medical history, X-rays, 3D scans, intraoral photos, contact details.
- Legal basisPatient's explicit consent (GDPR Art. 9, LFPDPPP Art. 8, Law 1581 Art. 6, HIPAA 45 CFR 164.508).
- Third-party recipientsDental laboratories, practice management platforms (TrazaLab), insurers if applicable.
- Retention periodHow long the data will be kept and the criteria for its deletion.
- Patient rightsAccess, rectification, erasure, objection (ARCO rights in Mexico, GDPR Chapter III, HIPAA Privacy Rule in the US).
- Signature and dateSignature of the patient (or legal representative) with date. May be digital or handwritten.
How TrazaLab protects dental data
AES-256 Encryption
All data encrypted in transit (TLS 1.3) and at rest (AES-256). STL files, photos, and prescriptions protected at all times.
Role-based access control
Every user sees only the cases that correspond to them. The clinician sees their own cases; the technician sees the lab's.
Immutable audit log
Complete record of who accessed what data, when, and from where. Cannot be modified retroactively.
Right to erasure
Full deletion of patient data on request. Compliance with the right to be forgotten (GDPR) and cancellation (ARCO rights).
Questions about data consent
Every dental clinic collects sensitive personal data: name, medical history, X-rays, intraoral photos, 3D scans. Data protection laws require that you inform the patient about how you will use their data and obtain their explicit consent before processing it.
Identity of the data controller, purpose of use, types of data, legal basis, retention period, patient rights, whether data is shared with third parties (labs, insurers), and patient signature with date.
No. They are two different documents. Medical informed consent authorizes clinical treatment. Data consent authorizes the processing of personal data. Both are required but serve distinct legal functions.
When you send photos, scans, or prescriptions to a dental laboratory, you are sharing sensitive personal data with a third party. Without the patient's explicit consent, this may constitute a breach of data protection laws.
TrazaLab is designed with data protection by design: AES-256 encryption, role-based access control, full audit logging, and right to erasure. However, patient consent is the clinic's responsibility.
This template is a reference guide. It covers the essential fields and recommended clauses. We recommend that a specialized lawyer review the document before implementing it in your clinic.
Protect your patients' data with TrazaLab
Encryption, audit trail, access control, and regulatory compliance. All integrated into the platform.
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