Privacy Policy

Please read these Privacy Policy carefully before using the AxiomMed’s website or engaging with our services. By accessing or using our website, you agree to be bound by these Privacy Policy.

1. Who We Are

AxiomMed ("we "us", or "our") is a medical travel facilitation company based in the Netherlands.

We assist clients in arranging healthcare-related travel to partner clinics, including clinics located outside the European Union such as in Moldova. Our services include coordinating travel logistics, scheduling appointments, and assisting with accommodation and travel arrangements.

AxiomMed does not provide medical services, medical advice, diagnoses, or treatment. All medical services are provided exclusively by independent partner clinics and licensed healthcare professionals.

Company details:

AxiomMed VOF
KvK Number: 42179527
August Allebeplein 227
1062AB Amsterdam
Netherlands
Email: administration@axiom-med.eu

2. Information We Collect

We collect personal information only where necessary to arrange and coordinate your medical travel and related services.

Types of personal data we may collect include:

Identification details

• Name
• Date of birth
• Passport information (when required for travel bookings)

Contact details

• Email address
• Phone number

Travel information

• Flight preferences
• Accommodation arrangements
• Travel dates and logistical details

Medical data (sensitive information)

• Relevant medical history
• Laboratory results
• Imaging reports or other medical documentation

Medical information is collected only where required by partner clinics to evaluate or prepare your treatment.

Personal information is typically provided directly by you through:

• Website forms
• Email communication
• Consultation with our coordinators

Website analytics information

When you visit our website we may automatically collect limited technical information including:

• IP address
• Browser type
• Device information
• Pages visited
• Browsing patterns

This information helps us improve website functionality, security, and user experience.

We collect only the data necessary to provide our services.

3. How We Use Your Information

We use your personal information only where necessary to provide and coordinate our services.

This may include:

Travel and treatment coordination

Arranging medical consultations or procedures with partner clinics and coordinating travel services such as flights, accommodation, and appointment scheduling.

Communication

Contacting you regarding inquiries, booking confirmations, travel arrangements, treatment coordination, and follow-up communication.

Medical coordination

Sharing relevant medical documentation with partner clinics or healthcare professionals so they can assess your case and prepare consultations or treatment.

Service administration

Managing bookings, maintaining internal records, and ensuring our services are delivered properly.

Legal and regulatory compliance

Complying with legal obligations such as accounting, record-keeping, and regulatory requirements.

Website improvement and advertising

Analyzing website usage and measuring advertising effectiveness to improve our services.

Medical information is never used for marketing purposes.

4. Legal Basis for Processing

We process personal data under the following legal bases under the General Data Protection Regulation (GDPR):

Contractual necessity – Article 6(1)(b)
Processing required to provide booking and travel facilitation services requested by you.

Explicit consent – Article 9(2)(a)
Processing of health-related information necessary to coordinate consultations or treatment with partner clinics.

Legal obligations
Processing required to comply with accounting, taxation, and regulatory requirements.

Legitimate interest – Article 6(1)(f)
Processing necessary for website analytics, advertising measurement, and service administration.

5. Sharing of Information

We share personal data only when necessary to provide our services.

This may include sharing information with:

• Airlines or travel providers for booking travel
• Hotels or accommodation providers
• Partner clinics or medical professionals for treatment preparation
• Laboratories or diagnostic centers where required

We may also use trusted third-party service providers that process personal data on our behalf, including:

• Microsoft (Outlook email services)
• Dropbox (secure cloud file storage)
• Google (website analytics and advertising services)

These providers process personal data only to the extent necessary to deliver their services.

We do not sell, rent, or trade personal data for marketing purposes.

6. Handling of Medical Documents

Medical documents provided by clients may be received through email communication and temporarily stored in secure cloud storage.

Where necessary, files may be securely transmitted to authorized partner clinics so medical professionals can evaluate or prepare treatment. We ask for your explicit consent before processing health information, and you can withdraw it at any time. Please do not send medical files through our website forms or social media; we will send you a secure way to share them.

Access to such files is restricted to authorized personnel involved in coordinating the treatment process.

7. International Data Transfers

Some personal and medical data may be transferred to partner clinics located in Moldova, a country outside the European Economic Area (EEA) that does not benefit from an EU adequacy decision.

Moldova has no adequacy decision from the European Commission. When we share your data with partner clinics in Moldova, we do so on the basis of the European Commission's Standard Contractual Clauses, which oblige the clinic to protect your data to EU standards. Where no such clauses are in place for a specific transfer, we transfer only the data needed for your treatment and only with your explicit consent, after informing you of the risks. You can request a copy of the safeguards at administration@axiom-med.eu. In addition, we protect your information by:

• Transferring only data necessary for treatment coordination
• Restricting access to authorized clinic personnel
• Using password-protected or encrypted files where possible
• Obtaining your explicit consent before sharing medical data internationally

By providing medical documentation and using our services, you acknowledge that your information may be transferred outside the EEA for treatment coordination.

8. Data Retention

We retain personal data only as long as necessary: health information you share with us is deleted 12 months after your last treatment or last contact, unless you ask us to delete it earlier; enquiries that did not lead to a booking are deleted after 12 months; booking and invoice records are kept for 7 years because of Dutch tax law.

Typical retention periods include:

• Travel and booking information — up to 7 years for accounting and tax requirements
• Medical coordination data — only as long as necessary to facilitate treatment coordination unless legal obligations require longer retention

After these periods, data is securely deleted or anonymized.

9. Your Rights

Under the GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your data ("right to be forgotten")
• Restrict or object to certain processing activities
• Request a copy of your data (data portability)
• Withdraw consent at any time where processing is based on consent

You also have the right to lodge a complaint with the Dutch supervisory authority:

Autoriteit Persoonsgegevens
https://www.autoriteitpersoonsgegevens.nl

To exercise your rights, contact us at:

administration@axiom-med.eu

10. Data Protection and Security

We implement reasonable technical and organizational measures to protect personal data, including:

• Password-protected storage systems
• Encrypted cloud storage
• Secure email communication where possible
• Restricted access to authorized personnel

Despite these safeguards, no system can guarantee complete security.

11. Cookies and Tracking

We only place analytics and marketing cookies after you give consent in our cookie banner. We use Cookiebot (consent management), Google Analytics via Google Tag Manager (website statistics), Google Ads (advertising measurement), Meta Pixel (advertising on Facebook and Instagram) and Webflow Optimize (website optimisation). Some of these providers may process data outside the EEA under the safeguards they provide. Strictly necessary cookies are used without consent to make the website work.

Cookies may collect information such as:

• Browser type
• Device information
• Pages visited

You can change or withdraw your consent at any time via the cookie settings icon on the website. You can also manage or delete cookies in your browser settings.

12. Children's Privacy

Our services are not intended for individuals under the age of 18.

We do not knowingly collect personal data from children. If such information is discovered, it will be deleted promptly.

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices.

Updated versions will be published on this page with a revised effective date.

14. Medical Disclaimer

AxiomMed acts solely as a medical travel facilitator.

We do not provide medical advice, diagnoses, or treatment.

All medical procedures, consultations, and outcomes are the sole responsibility of the partner clinics and licensed medical professionals providing treatment.

Clients should consult directly with healthcare professionals for medical guidance and treatment decisions.

Version 1.2 – Effective from the date of publication (September 2026)

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