Privacy Policy - ALMO Clinic

Commitment to Protecting Your Personal Data

At ALMO Clinic, we value and respect your privacy. This policy describes how we collect, use, store, and protect your personal data according to Law 1581 of 2012 (Personal Data Protection Law) and other applicable Colombian regulations.

Responsible Entity Information

Data Controller: ALMO CLINIC
Address: Avenida Carrera 19 # 108-45 Cons, 402 - Edificio OTUA Bogotá
Phone: 6015641468
Email: contacto@almoclinic.com
Last Updated: May 24, 2025

Applicable Legal Framework

We strictly comply with Colombian legislation to protect your personal and medical information:

• Law 1581 of 2012 (Personal Data Protection)
• Decree 1377 of 2013
• Law 23 of 1981 (Medical Ethics)
• Resolution 1995 of 1999 (Medical Records)

Special Protection for International Patients

For patients from the United States and other countries, we apply additional transparency principles:

• Clear prior information about data processing
• Informed consent with translation when needed
• Right to know about international data transfers
• Specific protocols for cross-border medical follow-up

What Information Do We Collect?

We collect only necessary information to provide quality medical care and fulfill legal obligations

Identification Data

• Full name and ID document
• Date of birth and gender
• Nationality and marital status
• Photographs for medical documentation
• Biometric data when necessary

Contact Information

• Residential address
• Phone numbers (mobile and landline)
• Primary and alternative email
• Social media (when provided)
• Emergency contact details

Medical Information

• Complete medical history
• Allergies and current medications
• Procedures performed
• Medical photographs (before/after)
• Test results and progress

How Do We Use Your Information?

Your information is used exclusively for legitimate medical purposes and legal compliance

Medical Service Provision

We use your information for:

• Specialized medical diagnosis
• Treatment planning and execution
• Post-operative follow-up
• Results and complication evaluation
• Continuity of medical care

Patient Communication

To maintain effective communication:

• Appointment scheduling and reminders
• Pre and post-operative instructions
• Test results
• Emergency communications
• Patient satisfaction follow-up

Administrative Management

For necessary administrative processes:

• Billing and payment management
• Medical insurance handling
• Reports to health authorities
• Medical quality audits
• Tax compliance obligations

Legal Bases for Processing

We process your personal data based on solid legal grounds recognized by Colombian regulations

Informed Consent

• Express Authorization: Written consent for personal data processing
• Sensitive Data: Specific authorization for medical information
• Revocability: Right to withdraw consent per regulations
• Clear Information: Understandable explanation of data processing
• Specific Purposes: Consent for determined uses

Legal Obligations

• Medical Regulations: Compliance with health regulations
• Medical Records: Preservation per Resolution 1995 of 1999
• Mandatory Reports: Communication to health authorities
• Tax Obligations: Accounting record maintenance
• Pharmacovigilance: Adverse event reporting

Your Rights as Data Subject

Colombian legislation grants you fundamental rights over your personal data that we respect and facilitate

Right of Access

You can request information about:

• What personal data we process
• Processing purposes
• Third parties we share information with
• Data retention periods

Right of Rectification

You have the right to:

• Correct inaccurate or erroneous data
• Update outdated information
• Complete incomplete data
• Modify changed data

Right of Deletion

You can request deletion when:

• Data is no longer necessary
• You withdraw your consent
• Processing is unlawful
• Legal deletion obligation is fulfilled

Right of Objection

You can object to processing for:

• Situations affecting you personally
• Direct marketing purposes
• Processing based on legitimate interest
• Automated decisions

How to Exercise Your Rights

1. Send written request to contacto@almoclinic.com or present physically at Avenida Carrera 19 # 108-45 Cons, 402 - Edificio OTUA Bogotá
2. Include copy of your ID and clearly describe the right to exercise
3. You’ll receive response within maximum 15 business days per current regulations

Exercise My Rights

Security Measures Implemented

We protect your information through multiple layers of technical, physical, and administrative security

Technical Measures

• Data encryption in transit and at rest
• Secure servers with SSL/TLS certificates
• Access control through multi-factor authentication
• Automatic backups and data redundancy
• Continuous security monitoring

Physical Measures

• Restricted access to archive areas
• Video surveillance systems
• Perimeter security alarms
• Biometric access control
• Secure custody of physical documents

Administrative Measures

• Continuous staff training
• Internal security policies
• Regular compliance audits
• Incident response protocols
• Confidentiality agreements

Data Retention and Deletion

We retain your information only as long as necessary to fulfill medical purposes and legal obligations

Medical Records

Period: 20 years per Resolution 1995 of 1999
Justification: Continuity of medical care and legal obligations
Afterward: Secure deletion or anonymization for research

Financial Data

Period: 5 years per tax obligations
Justification: Compliance with accounting and tax regulations
Afterward: Secure document destruction

Medical Photographs

Period: While medically relevant
Justification: Progress tracking and results documentation
Afterward: Deletion with patient consent

Contact Data

Period: While maintaining active medical relationship
Justification: Necessary medical communication
Afterward: Deletion after 2 years of inactivity

Sharing Information with Third Parties

We share your information only when necessary for your medical care or legal compliance, always under strict protection measures

Authorized Third Parties

We share limited information with:

• Clinical Laboratories: For diagnostic test processing
• Imaging Centers: For specialized radiological studies
• Medical Specialists: For referrals and consultations
• Insurance Companies: For authorization and reimbursements
• Pharmacies: For medication dispensing
• Health Authorities: For mandatory reports

Protection Guarantees

All third parties must comply with:

• Confidentiality Contracts: Binding protection agreements
• Specific Purposes: Limited to medical purposes
• Security Measures: Equivalent protection standards
• Regular Audits: Compliance supervision
• Time Limitation: Access for determined periods
• Minimization Principle: Only strictly necessary data

Special Provisions for Medical Tourism

For international patients, we apply additional protections recognizing medical tourism particularities

Complete Prior Information

• Detailed explanation of data processing
• Document translation when needed
• Clarification about legal differences between countries
• Information about international transfers

Specialized Informed Consent

• Forms adapted for international patients
• Additional time for understanding and decision
• Guidance on rights under Colombian regulations
• Documentation in patient’s language when possible

Cross-Border Medical Follow-Up

• Protocols for remote follow-up
• Coordination with physicians in home country
• Secure medical information transfer
• Availability for virtual consultations

Non-Discrimination Protection

• Equal treatment regardless of nationality
• Equivalent personal data protection
• Equal access to protection mechanisms
• Respect for cultural differences in treatment

International Data Transfers

When transferring data outside Colombia is necessary, we apply maximum protection guarantees

Exceptional Transfer Cases

• Medical follow-up with specialists in patient’s home country
• Coordination with international health systems
• Medical emergencies requiring care abroad
• Compliance with international court orders

Applied Safeguards

• Specific Consent: Explicit authorization for each transfer
• Adequate Protection: Verification of equivalent levels
• International Contracts: Standard contractual clauses
• Time Limitation: Transfers for determined periods
• Continuous Monitoring: Compliance supervision

Control Authorities and Resources

Know the competent authorities and available resources to protect your rights

Superintendency of Industry and Commerce (SIC)

Competence: Personal data protection
Website: www.sic.gov.co
Phone: (57-1) 587-0000
Function: Investigation and sanctions for data law violations

Ministry of Health and Social Protection

Competence: Health surveillance
Website: www.minsalud.gov.co
Phone: (57-1) 330-5000
Function: Supervision of medical and ethical aspects

National Medical Ethics Tribunal

Competence: Professional medical ethics
Website: www.tribunaletica.org
Function: Investigation of ethical aspects of medical practice

Changes to This Policy

We keep this policy updated to reflect changes in our practices and applicable legislation

Update Process

• Periodic Review: Annual policy evaluation
• Regulatory Changes: Updates for new regulations
• Best Practices: Incorporation of international standards
• Change Notification: Prior communication for substantial modifications

How We’ll Notify You

• Publication on this website with update date
• Email notification for substantial changes
• Communication during next medical consultation
• 30-day review period before implementation

We recommend periodically reviewing this privacy policy

Last Updated: May 24, 2025

Questions About Your Data Handling?

Our team is available to address any concerns about your personal information processing

Contact About Privacy