Your care provider. Your data.

Who is responsible

ombra is a secure electronic record for psychologists and therapists. Here we simply call your psychologist or therapist your care provider. If you apply, book an appointment or are in care with a care provider who works with ombra, that care provider or their practice is responsible for your data. ombra stores it on their behalf.

So your care provider decides which data is kept, for what and for how long, and tells you so in a privacy text of their own. With questions about your data, go to your care provider first. Their contact details are in the confirmation you received, or on their website.

What ombra does

ombra stores your application, your appointments and, if you become a client, your record. It sends confirmations on behalf of your care provider, from their own mailbox.

You do not have an account with ombra yourself, and your record is not online waiting for you. If you want to see it, ask your care provider.

Beyond that, ombra does nothing with your data. We do not sell it, send you no advertising or newsletters, do not send it to AI services and do not train AI with it. Through a form you apply, book an appointment or register for a group. You do not take out a subscription with ombra by doing so, and you do not sign up for news from ombra.

Your application, booking or registration

If you fill in a form from your care provider or book an appointment, what you fill in goes to your care provider. With an application or registration form, ombra also stores the questions and the privacy text of that moment. Fill in only what is asked.

An application through an application form is not yet an appointment and not a promise of care. With a booking or a registration for a group, you see on the page and in the confirmation whether it is confirmed, still being reviewed or on a reserve list. If you receive a personal link to manage your booking or registration, share it with no one.

How long your application is kept if you do not become a client is for your care provider to decide. Forms are not meant for urgent help: if there is immediate danger, call 112.

Your record

If you become a client, your care provider keeps a record, as the law requires. How long it is kept depends on the country: in Belgium at least 30 and at most 50 years after the last contact, in the Netherlands as a rule 20 years. In the Netherlands you can also ask your care provider to destroy your record.

If you are a minor, your parents or guardian usually exercise your rights for you. If you can judge your own interests well, you exercise them yourself. Your care provider assesses that, according to the rules of the country.

You may see your record and get a copy of it. In Belgium you get access as quickly as possible, at the latest within 15 days after your care provider received your request, and the first copy is free. In the Netherlands you get an answer as quickly as possible, at the latest within a month. You can also ask for data to be corrected or completed.

ombra records who opens or changes your record. If you want to know who opened your record, ask your care provider. What appears in a search result or a daily overview is not yet recorded per record.

How your data is protected

Your data is stored in datacentres in Ireland (Microsoft Azure North Europe), with a copy of the database backups in the Netherlands (Microsoft Azure West Europe). Everything is encrypted, and only your care provider and those they give access can reach it. No one who works at ombra looks in your record, unless your care provider asks for it, it is necessary for a fault or a security problem, or the law requires it. You can read all about it under Security.

Questions or complaints

A question about your data or your record? Ask your care provider. If you write to us, we forward your question to your care provider and let you know. In that case name only your care provider, and give no details about your care. About what ombra itself does, you can always e-mail us.

If you are not satisfied with how your data is handled, you can turn to the supervisory authority: in Belgium the Data Protection Authority (Gegevensbeschermingsautoriteit), in the Netherlands the Autoriteit Persoonsgegevens, the Dutch Data Protection Authority. About your rights as a patient, in Belgium you can turn to an ombudsman service (in Dutch), and in the Netherlands to your care provider’s complaints officer (klachtenfunctionaris).

• A question about ombraprivacy@ombracare.com