Privacy policy (RGPD)

1) Introduction & scope

This policy explains how Brains Medical SRL (Audio Clinic) processes your personal data
and, where applicable, your health data, in compliance with Regulation (EU) 2016/679 (RGPD)
and Belgian law. It applies to appointment booking, in-center services, exchanges by
email/telephone and use of the www.audioclinic.be website .

2) Identity & contacts

Data controller : Brains Medical SRL – trade name Audio Clinic
Company / VAT number: BE 0804.040.522
Registered office: Rue de Moortebeek 108, 1080 Brussels (Belgium)
Contact email (RGPD): contact@brainsmedical.com
Telephone: +32 2 660 38 56 – +32 475 75 20 26

3) What data do we collect?

  • Identity & contact data: surname, first name, email, telephone, postal address.
  • Patient record data: hearing test results, fitting history,
    in-vivo adjustments, reports, fitting preferences.
  • Administrative data: estimates, invoices, information required for reimbursement purposes
    (mutuelle), payment methods.
  • Browsing data (site): pages consulted, cookie identifiers, audience
    statistics (see Cookie Policy).
  • Exchanges: e-mails, form messages, records of agreements/consents.

We do not collect any data not required for your care.

4) Why & on what legal basis?

Purpose Legal basis (RGPD)
Making appointments, creating & monitoring patient records, fitting devices Performance of a contract (art. 6-1-b) and, for health data: art. 9-2-h (health care by staff subject to professional secrecy)
Constitution & management of reimbursement file (mutual insurance company) Legal obligation (art. 6-1-c) + art. 9-2-h
Billing, accounting, warranties, after-sales service Legal obligation / contract (art. 6-1-c / 6-1-b)
Improvement of our services, website audience measurement Legitimate interest (art. 6-1-f) – respect for your rights
Optional communication (newsletter, information) Consent (art. 6-1-a) – revocable at any time
Security & systems continuity Legitimate interest (art. 6-1-f)

5) Who can access your data?

  • AuthorizedAudio Clinic staff who are bound by professional secrecy.
  • Necessary recipients: your mutual insurance company (file), and the ENT doctor only
    with your consent or when required by law.
  • Technical subcontractors (host, digital tools) hired under RGPD-compliant contracts.
    compliant contracts (limited access, instructions, security). Host: Combell NV, EU.
  • Datanever sold to third parties.

6) Transfers outside the EEA

Our systems are hosted in the EU. If certain tools (e.g. analytics, external forms) involve a transfer outside the EEA, we use the European Commission’s Standard Contractual Clauses and, where applicable, additional measures.
additional measures. You can request an updated list of the tools used.

7) Retention periods

  • Medical file (medical elements): kept for a minimum of 30 years after the last
    patient contact, in accordance with Belgian law.
  • Paramedical elements (e.g. nursing/nursing records where applicable): at least
    20 years.
  • Administrative & accounting documents: generally 7 to 10 years (legal obligations).
  • Marketing (newsletter): until you withdraw your consent.

We do not retain data beyond what is necessary for the purposes for which it was collected.

8) Your rights

  • Right to access and obtain a copy of your data.
  • Rectification of inaccurate or incomplete data.
  • Deletion (within legal limits, in particular for medical files).
  • Restriction of processing in certain cases.
  • Portability of data supplied by you (where applicable).
  • Opposition to processing based on legitimate interest and withdrawal of consent at any time for processing based on legitimate interest.

To exercise your rights: contact@brainsmedical.com (response time: 30 days).
You also have the right to lodge a complaint with theData Protection Authority (APD/GBA),
Rue de la Presse 35, 1000 Brussels – contact@apd-gba.be – +32 2 274 48 00 –
autoriteprotectiondonnees.be.

9) Security

We implement appropriate technical and organizational measures (secure hosting in the EU, access control,
backups, encryption where necessary, logging) and limit access to authorized persons only.

10) Cookies

We use cookies to ensure the smooth running of the site, measure the audience and, where appropriate
personalize content. To find out more (types, duration, how to manage your preferences), consult our
Cookie policy.

11) Minors

Audio Clinic’s services may concern minors in the context of audiological support.
In such cases, decisions and consents are collected in accordance with applicable law (legal representatives, maturity of the minor).

12) Changes to this policy

This policy may be updated to reflect legal, technical or organizational developments.
The version published on this page shall prevail.

Last update: August 2025