Medellin Dental Solutions is Clínica Ártica S.A.S. Same clinic, same offices in El Poblado, same specialists and the same clinical records. Medellin Dental Solutions is the name we work under with our English-speaking patients, so that the information, the consultations and the treatment plans are in a language they are comfortable deciding in.
This means the organisation responsible for your personal data is Clínica Ártica S.A.S., NIT 900.216.711-1, and the policy below is the clinic’s policy — not a separate one for this website.
This page is an English version of our data protection policy, published so that our English-speaking patients can read it. The original is in Spanish and is the version that governs: clinicaartica.com/politica-de-privacidad. Where the two differ, the Spanish text prevails.
The law we work under
Colombia protects personal data under Ley 1581 of 2012 and Decreto 1377 of 2013. Clinical records carry a further layer of protection under Ley 23 of 1981, the medical ethics law, which governs how they are kept and who may see them.
These apply to every patient treated here, whether you live in Medellín or travelled for treatment.
What we collect, and when
When you write to us through this website
The contact form asks for your name, your email address and your WhatsApp number, and lets you tell us what you are considering and whether you are travelling here. That is all we ask for, and we ask for it so that we can answer you.
An enquiry is not a clinical record. If you do not become a patient, what you sent stays an enquiry.
When you become a patient
Opening a clinical record requires more, and most of it is required of us by Colombian health regulations rather than chosen by us:
- Full names and surnames
- Identity document number — cédula for Colombian adults, tarjeta de identidad or registro civil for minors, and passport or cédula de extranjería for foreign patients
- Date of birth and gender
- Health system affiliation (EPS), where applicable
- Home address, telephone and email
- Employer and employer telephone
- The services you use, and the clinical information generated by them
- Information you give us in surveys or at the patient services desk
- Information provided by a health insurer, where one is involved
- Basic details of the person responsible for the patient, where that applies
We record and keep this only when you give it voluntarily. We also record information generated in the ordinary course of treating and invoicing you.
What we use it for
- Providing dental care properly and safely
- Meeting the clinical record standard required by the health authority
- Generating RIPS, the health service reports Colombian law requires
- Internal audits
- Follow-up calls after surgery, and opinion or satisfaction studies
- Sharing scientific information
- Clinic communications: news, updates and offers
- Consultation and reporting to credit information bureaus
Use of your information in studies, research or public health campaigns requires your consent, separately from the above.
Where your information is kept
Digital records are held on a physical server inside the clinic, which backs up daily to the clinic’s own cloud storage.
Paper records, signed consents and X-rays are filed in individually numbered envelopes, in a locked cabinet. Only the clinical assistants and oral hygienists hold keys to it.
Who can see it
Information in our custody is not shared with any unauthorised third party, natural or legal. Our patient databases are never traded, sold or shared electronically with anyone.
Colombian law names a short list of parties who may access a clinical record:
- Judicial and oversight authorities, when it is required as evidence in an investigation within their legal powers
- The Superintendencia Nacional de Salud and the departmental, district and local health authorities, in their inspection and oversight role
- The health team treating you
- Health science researchers, for consultation and support of medical work
Sensitive data
Everyone who works with us, directly or indirectly, is prohibited from disclosing data the Colombian Constitution treats as sensitive: political affiliation, union membership, racial or ethnic origin, sexual orientation, religious beliefs, biometric data and health data. All of it is held in confidence.
Patient data is never published on publicly accessible websites, or in any mass medium. That includes this one. Where a photograph of a treatment appears on this site, it appears because that patient agreed to it, and without anything that identifies them.
Patients under 18
Information about a patient under 18 is given and used only with the authorisation of a parent or legal guardian.
What this website itself does
The contact form. What you send through it reaches our inbox and is stored in the website’s own database so that no enquiry is lost if an email fails to arrive. We ask you to tick a box confirming you have read this policy, and we keep a record that you did — which is also your evidence that you were asked.
Please do not send photographs or X-rays through the form. Send those by WhatsApp instead. Files uploaded to a website are easier to reach than most people expect, and your X-rays should not be sitting on a web server.
Spam protection. The form is protected by Cloudflare Turnstile, which checks that a submission comes from a person rather than a bot. It does not profile you or follow you around the internet.
Analytics. We use Google Analytics to see which pages are read and where visitors come from, in aggregate. It tells us that a page about implants was read two hundred times; it does not tell us who you are.
Your rights
Under Ley 1581 of 2012, you have the right to:
- Know, update and correct your personal data — including data that is partial, inaccurate, incomplete, misleading, or being used without authorisation
- Ask us for proof of the authorisation you gave us
- Be told, on request, what we have used your data for
- Complain to SUPERSALUD and to the Superintendencia de Industria y Comercio, once you have raised the matter with us first
- Withdraw your authorisation and ask for your data to be deleted
- Access your own data free of charge
How to exercise them, and how long we take
Write to info@clinicaartica.com, or come to the reception desk at the clinic. You can also update your details either way.
Enquiries about your data are answered within 10 business days. If we cannot, we will tell you why before those 10 days are up, and answer within 5 business days of that.
Complaints are resolved within 15 business days. If we cannot, we will tell you why before the deadline, and resolve within 8 business days of it. While a complaint is open, the record carries a note saying so.
If your complaint arrives without enough information to act on, we have 5 days to ask you for the rest. If two months pass with no reply, we treat it as withdrawn.
To correct or delete data we need to confirm who you are — or, if someone writes on your behalf, that they represent you. A request from someone who cannot show that is treated as not made.
Deleting your data, and withdrawing consent
You may ask us at any time to delete your personal data where it is not being handled according to the law, where it is no longer necessary for the purpose it was collected for, or where that purpose has passed. Where deletion is appropriate, we delete it so that it cannot be recovered.
This right is not absolute. We cannot delete data where you have a legal or contractual duty to remain in the database, where deleting it would obstruct a judicial or tax matter, or where the law requires us to keep it. Clinical records in particular are subject to retention periods we do not set.
Withdrawing consent can be total or partial. You can ask us to stop using your data entirely, or only for a specific purpose — marketing communications, for example, while we continue to hold your clinical record as the law requires. Tell us which you mean, and we will answer within the same deadlines as a complaint.
If you would rather we did not use your information
If you do not want the clinic to use or share your personal information for the purposes described here, write to info@clinicaartica.com and say so. You do not need to give a reason.
Changes to this policy
Clínica Ártica S.A.S. may change this policy at any time, and will publish the change on clinicaartica.com. This page is updated to match.
Who to write to
Clínica Ártica S.A.S. — a private IPS
NIT 900.216.711-1
Calle 18 No. 35-69, interior 330, Centro Empresarial Palms Avenue
Medellín, Antioquia, Colombia
PBX +57 604 448 4847
info@clinicaartica.com
Last updated: October 6, 2026. English version of the policy published at clinicaartica.com/politica-de-privacidad, which is the governing text.