Effective date: May 2026
Address: 147 Rue de l´Alzette, 4011, Esch-sur-Alzette
Email: moien@cabinetvade.lu
1. Introduction
Cabinet Médical VADE is committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Luxembourg laws.
This policy describes how we collect, use, store, and protect your personal and health information within the scope of our medical activities and appointment management system.
2. Data collected
As part of your medical care and appointment management, we collect the following data :
Identification data : first name, last name, gender
Contact details : email address, phone number, postal address
Administrative data : CNS matricule number, insurance information
Appointment data : date, time, treating doctor, consultation reason
Health information voluntarily shared during consultations
Internal clinical notes written by healthcare staff
Important : No medical data is collected without your explicit consent. Patients do not create accounts themselves — all information is entered by the clinic staff during appointment booking.
3. Methods of collection
Your data is collected by clinic staff during :
Appointment booking by phone or at the clinic
Entry of your information into our internal management system
Your medical consultation
Sending or receiving communications (email, WhatsApp, phone)
Data may also come from healthcare professionals or insurance providers, only with your explicit authorization.
4. Use of data
Your data is used exclusively to :
Provide medical care and manage your patient file
Manage your appointments and ensure follow-up of your care journey
Send automatic appointment reminders (email and/or WhatsApp) 3 days and 24 hours before your consultation
Provide you with a secure cancellation link included in reminders
Invite you to leave a Google review 24 hours after your consultation, if you have consented
Comply with our legal and regulatory obligations
Legal basis (GDPR) :
Article 6(1)(b) — performance of a healthcare services contract
Article 9(2)(h) — processing necessary for healthcare purposes
Article 6(1)(a) — consent (optional communications)
5. Technical infrastructure and subcontractors
Our management system relies on trusted technical service providers :
Supabase (PostgreSQL) — database hosting (appointments, patients). AWS servers located within the EEA.
Netlify — hosting of the internal management web application. Servers located within the EEA.
Twilio / WhatsApp Business — sending appointment reminders via WhatsApp. Data may transit through servers located in the United States (standard contractual clauses applied).
EmailJS — sending reminders and confirmations by email. Processing limited to the email address and message content.
6. Automatic reminders and communications
If you have provided your email address and/or phone number, our system automatically sends :
D-3 : an email reminder of your appointment
D-1 : an email and WhatsApp reminder including a secure cancellation link
D+1 : an email inviting you to leave a Google review (optional)
Each reminder contains a unique and secure link allowing you to cancel your appointment online up to 24 hours before the consultation. After this deadline, please contact us directly at +352 27 86 03 01.
Any missed appointment without prior 24-hour cancellation will be subject to a fee not reimbursed by the CNS.
7. Retention and security
Medical and appointment data is retained for 10 years after your last contact, in accordance with legal obligations applicable to Luxembourg healthcare establishments, and is then securely deleted or anonymized.
Access to our management system is protected by mandatory authentication. Only authorized Cabinet VADE staff may access your data.
8. Partner doctors
Cabinet VADE hosts several independent practitioners bound by medical confidentiality and GDPR compliance obligations. Each doctor only accesses the data of their own patients, strictly within the scope of the healthcare relationship.
9. Your rights
In accordance with the GDPR, you have the following rights : right of access, right to rectification, right to erasure, right to restriction, right to object, right to portability.
To exercise these rights or withdraw your consent : moien@cabinetvade.lu
10. Optional communications
We only send promotional communications with your explicit consent. You may unsubscribe at any time by contacting us at moien@cabinetvade.lu.
11. Cookies
Our internal management application uses session cookies and local storage exclusively for functional purposes. No tracking or advertising cookies are used.
12. Changes
This policy may be updated periodically. The date of the latest update is indicated at the top of this document.
13. Contact and Supervisory Authority
Cabinet Médical VADE 147, rue de l’Alzette, 4011 Esch-sur-Alzette, Luxembourg Phone : +352 27 86 03 01 Email : moien@cabinetvade.lu
Supervisory authority — CNPD National Commission for Data Protection 15, Boulevard du Jazz, L-4370 Belvaux, Luxembourg Email : info@cnpd.lu · Tel. : +352 26 10 60 – 1 · www.cnpd.lu