Effective date: 21 September 2026

Essential Digital Imaging Services, referred to as “EDIS”, “we”, “our”, or “us”, respects your privacy and is committed to protecting the personal information shared with us.

This Privacy Policy explains how we collect, use, store, disclose, and protect information when you visit our website, contact us, submit an enquiry, or share files in connection with our digital dentistry services.

1. Information We Collect

Depending on how you interact with EDIS, we may collect the following information.

Contact and professional information

• Your name
• Email address
• Telephone number
• Clinic, hospital, laboratory, college, or institution
• Professional specialty
• City and country
• Enquiry subject and message
• Service requirements

Clinical and case-related information
When a case is submitted, we may receive:

• DICOM, STL, PDF, JPEG, PNG, or similar files
• Radiographs, scans, clinical photographs, and digital impressions
• Treatment objectives and clinical instructions
• Patient age, sex, case history, measurements, and other case information
• Other information included in files or communications submitted by you

These materials may contain personal information relating to a patient.

Technical information
When you use our website, limited technical information may be collected automatically, including:

• IP address
• Browser and device type
• Operating system
• Pages visited
• Date and time of access
• Referring website
• Website error and security logs

Communications
We may retain emails, telephone enquiries, form submissions, feedback, and other communications exchanged with you.

2. Information About Patients

EDIS primarily provides services to clinicians, healthcare institutions, dental laboratories, educational institutions, and other professional customers.

If you submit information concerning a patient, you confirm that:

• You are authorised to submit that information to EDIS.
• You have obtained any consent required from the patient.
• The disclosure and intended processing are permitted under applicable law and your professional obligations.
• You will limit the information submitted to what is reasonably necessary for the requested service.
• You will remove direct patient identifiers wherever they are not required.

Please do not submit unnecessary identifiers such as a patient’s complete address, government identification number, personal telephone number, or personal email address.

3. How We Use Information

We may use collected information to:

• Respond to enquiries and requests
• Assess case requirements
• Provide digital dentistry, planning, design, reporting, and related services
• Communicate regarding submitted cases
• Prepare quotations and service recommendations
• Provide technical or customer support
• Maintain operational and case records
• Improve our website, services, and workflows
• Protect our systems and detect misuse or security incidents
• Meet legal, regulatory, accounting, and professional obligations
• Establish, exercise, or defend legal claims
• Send service-related communications
• Send promotional communications when permitted by law or with your consent

You may unsubscribe from promotional communications at any time. Service-related communications may still be sent when necessary to complete or support a requested service.

4. Grounds for Processing

We process personal information when:

• You have provided consent.
• Processing is necessary to respond to your request or provide a requested service.
• Processing is required under a contract or professional engagement.
• Processing is necessary to comply with applicable law.
• Processing is necessary for security, fraud prevention, record-keeping, or the establishment or defence of legal claims.
• Another lawful basis applies under applicable data protection law.

Where processing depends on consent, you may withdraw that consent by contacting us. Withdrawal will not affect processing already completed lawfully.

5. Sharing of Information

We may share information where reasonably necessary with:

• Authorised EDIS personnel and clinical or technical specialists
• Service providers supporting website hosting, email, secure file storage, communications, security, and information technology
• Professional advisers, auditors, insurers, or legal representatives
• Government, regulatory, judicial, or law-enforcement authorities when legally required
• A successor organisation in connection with a merger, restructuring, acquisition, or transfer of business assets

Service providers are expected to use information only for the services they provide to us and to apply appropriate confidentiality and security measures.

EDIS does not sell or rent personal information.

6. International Processing

Some technology or infrastructure providers may process or store information outside India. Where this occurs, we will take reasonable steps to ensure that the transfer is permitted under applicable law and that appropriate safeguards are applied.

7. Retention

We retain information only for as long as reasonably necessary to:

• Respond to an enquiry
• Complete the requested service
• Maintain appropriate clinical, operational, financial, or contractual records
• Resolve disputes
• Enforce agreements
• Meet legal or regulatory obligations

Retention periods may vary according to the nature of the information and the service provided.
When information is no longer required, we may securely delete, anonymise, or restrict access to it. You may contact us to request information about the retention period applicable to a particular submission.

8. Security

We use reasonable administrative, technical, and organisational safeguards intended to protect information from unauthorised access, disclosure, alteration, loss, or misuse.

However, no internet transmission, email system, or electronic storage method is completely secure. You should use the designated submission method provided by EDIS and avoid sending sensitive case information through unsecured channels.

If you become aware of an unauthorised disclosure or security concern involving information submitted to EDIS, please contact us promptly.

9. Cookies and Website Technologies

Our website may use:

• Strictly necessary cookies required for website functionality and security
• Preference or functional cookies
• Analytics cookies, if enabled
• Third-party embedded services, if present

Where legally required, non-essential cookies will be used only after consent. You may control cookies through the available consent controls or your browser settings. Disabling certain cookies may affect website functionality.

10. Your Rights

Subject to applicable law, you may request to:

• Obtain information about personal data processed by us
• Access your personal information
• Correct inaccurate or incomplete information
• Request deletion of information that is no longer required
• Withdraw consent
• Raise a grievance regarding our processing
• Nominate another individual to exercise applicable rights in specified circumstances

We may need to verify your identity and authority before acting on a request.

Where a request concerns patient information submitted by a clinician or institution, we may refer the request to the submitting organisation or coordinate with it before taking action.

11. Children’s Information

The website and EDIS services are intended for clinicians and other professional users, not for direct use by children.

Patient information concerning a child should be submitted only by an authorised clinician, institution, parent, guardian, or other person having the required legal authority and consent.

12. Third-Party Websites

Our website may contain links to third-party websites or services. EDIS does not control the privacy or security practices of those third parties. You should review their privacy policies before providing information to them.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, or legal obligations. The revised version will be published on this page with an updated effective date.

14. Contact and Grievance Redressal

For privacy questions, requests, consent withdrawal, or grievances, contact:

Essential Digital Imaging Services
Grievance contact: EDIS Support Team
Email: [email protected]
Telephone: +91 93101 20089
Hours: Monday to Saturday, 10:00 AM to 5:00 PM IST

Please include sufficient information for us to identify and respond to your request. Do not include unnecessary patient information in an initial privacy enquiry.