Privacy notice

Who we are

DentalHub is run by Soul City Services & Supply. For anything about your personal data, write to soulcityservicesupply@gmail.com.

Listing submissions

When you send a listing through the submission form we receive the business details you enter: its category, name, phone number, address, postcode, town, state and district, and — if you add them — a description, email address, website and WhatsApp number.

Please give the practice’s contact details rather than your personal ones. An administrator reviews every submission before anything is published. An approved submission becomes a public listing that anyone can see. A rejected submission is kept, unpublished, until the administrator deletes it — there is no automatic deletion.

Reports of wrong information

A report records which listing it is about, the reason you chose and any note you add. It records no name, email address or network address.

Like every visit to the site, the request that sends it does appear in the server log described below.

Clinic owners and managers

When a clinic’s owner or manager deals with us about their listing or subscription, we record their name, email address and, if given, a phone number, along with their role at the clinic and a private note of how we confirmed it.

These details are used only to deal with that person about the listing. They are never shown on the public site. They are kept until the person is removed from the listing or asks us to delete them.

Claiming a listing

If you tell us a listing is yours, we record the name, email address and — if you give one — phone number you enter, your role at the clinic, and anything you write in the note.

We use it to contact you and confirm the clinic is yours. It is never shown on the public site. We do not ask you to upload any identity document, and we do not store one.

If we agree the listing is yours, these details become the owner record described above. If we do not, the claim is kept until an administrator deletes it, and you are welcome to claim again.

Photos of a listing

A listing's photos are supplied by its owner or by the administrator, and they are public. Every photo is re-encoded when it is uploaded, which removes the camera's own data — including any GPS position a phone recorded. The file we keep is the one we created, never the file that was sent. Photos are stored on the server and are NOT included in the daily database backup: if the server were lost, they would have to be uploaded again.

Signing in as a clinic owner

If we have recorded you as the owner of a listing, you can ask for a sign-in link to be emailed to that address.

We store a one-way hash of that link, when it was issued, when it expires and when it was used — never the link itself. It lasts 15 minutes and works once. Asking for a new link cancels any earlier one. Signing in records no IP address.

Be aware that anyone who can read your clinic's email can sign in as your clinic. That is how sign-in links work, and it is why you should keep that mailbox to people you trust.

While signed in you can change your contact details, social links, logo, description and opening hours. The name, address, category and services are changed only by us.

Counting contact taps

When you tap Call, WhatsApp, Directions, a clinic's website, its email address or one of its social links, we count that tap.

What we store is the listing, which button it was, whether you were on a list of clinics or on that clinic's own page, and the time. Nothing about you — no IP address, no identifier, no cookie, no device or browser information. We could not tell you which taps were yours, because nothing we keep says so.

Individual taps are kept for 90 days. After that only monthly totals remain. The totals are shown to the clinic's owner if they have a subscription, which is how they see whether the directory brings them enquiries.

What is counted is taps, not people: one person tapping twice counts twice, and a visitor whose browser blocks the count is not counted at all.

Server logs

Our web server keeps a log of every request: your full IP address, the date and time, the page asked for, the page you came from and your browser’s identification string.

The log is kept for 14 days and then deleted automatically. We use it to keep the site secure — to limit how quickly forms can be sent, and to block an address that repeatedly tries to break into the administrator sign-in.

Your location

The Near me button asks your browser for your location only when you press it, and your browser asks for your permission first.

If you allow it, your coordinates are sent to our server to find listings near you. They are not stored, not written to any log, and never placed in the page address. If you refuse, nothing is sent.

Cookies

We set one cookie, which remembers your language. Two more come from the administrators’ sign-in system and are set on every page, including for visitors who never sign in: a security token, and the address to return to after signing in. None of them hold information about you.

Your light or dark theme choice is stored in your browser and never sent to us. We use no analytics, advertising or tracking cookies.

Other parties

The site runs on a server rented from Contabo.

Each submission and report is emailed to the administrator through Google’s Gmail service, so a copy is held in that mailbox, which is not cleared automatically.

The map loads its images from OpenStreetMap’s servers, which receive your IP address and the area you are viewing, under OpenStreetMap’s own privacy policy.

We do not sell personal data or share it with anyone else.

Your rights

Under Malaysia’s Personal Data Protection Act 2010 you may ask to see the personal data we hold about you, ask us to correct it, or ask us to delete it.

Email soulcityservicesupply@gmail.com and say which listing or submission your request is about.