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Privacy policy

This page is a translation. The German version is authoritative.

This page explains which data KlinikMatch processes, why, who receives it and what rights you have.

1. Controller

XYZ Growth Ventures LLC
2333 Brickell Ave D1-28
Miami, FL 33129
USA
Email: contact@klinikmatch.com

Representative in the European Union under Art. 27 GDPR: [open: name and address of the EU representative]

2. This website

The website is hosted by Netlify, Inc. (USA). When you visit it, the server processes technically necessary data such as your IP address, the time, the page requested and browser details in order to deliver the site and protect it against misuse (Art. 6(1)(f) GDPR). Netlify processes this data on our behalf and is certified under the EU-U.S. Data Privacy Framework. For transfers to companies certified in this way, the European Commission has found that the level of data protection is adequate (Art. 45 GDPR). According to Netlify, log data from its systems is kept for 90 days in the live system and for one year in the archive.

This website sets no cookies and uses no tracking or analytics tools. Fonts and images are loaded from our own server, not from third parties.

3. If you send an enquiry through an advert

Adverts for our partner clinics and partner doctors appear on Facebook and Instagram (Meta Platforms Ireland Ltd.). If you send an enquiry there using a form, your details reach KlinikMatch: your name, phone number, email address and your answers in the form. The form asks, for example, about your age group or date of birth, your time frame and your budget.

We process this data to put you in touch with the clinic. Depending on the clinic, either we contact you first ourselves, or we pass your enquiry on to the clinic and the clinic contacts you. The legal basis is the consent you give in the form (Art. 6(1)(a) GDPR). You can withdraw it at any time with effect for the future.

If your enquiry is handled by our automated calling process, a program checks your answers separately for each clinic and doctor of that form against the rules set for them. It counts against a clinic or doctor if you state that you would rather not travel abroad for treatment, if you choose the answer that the costs are far above your budget, or if your age is above the limit set for them. Answers saying that you want to know more first, or that the budget is tight, do not exclude you. If the form asks for your date of birth, the program calculates your age from it. Only if none of these clinics and doctors remains is your enquiry excluded, and the program then does not trigger a call. Your enquiry and this result remain stored. If you have questions about this or think something went wrong, write to us at contact@klinikmatch.com.

During the call, we also ask about your wish to have a child and about your health, for example previous treatment or test results. This data is specially protected. We only process it with your explicit consent (Art. 9(2)(a) GDPR). If the form has a separate checkbox for this, you give it there; otherwise you give it at the start of the call, before we ask about your health. If you say no, we end the call and do not pass anything on to a clinic. You can also withdraw this consent at any time with effect for the future; processing carried out before you withdraw it remains unaffected. [open: applies only once consent is obtained before any details are passed on: a question at the start of every call, with a note on the risks for clinics outside the EU]

3a. If you complete a questionnaire on a KlinikMatch page

On our country pages (for example spain.klinikmatch.de or cyprus.klinikmatch.de) you can complete a questionnaire that helps you find a suitable clinic. We collect your name, email address, phone number and your answers. Depending on the questionnaire, these include information about your health, for example a diagnosis, an AMH result, whether a semen analysis has been done, previous treatment and your age. We also record the city you would travel from and how you reached us, for example through which advert.

We use your health information only to find out which of our partner clinics suits you. [open: legal basis: the questionnaires currently have no consent wording for health information]

We pass your details and answers to exactly one clinic: the clinic that suits you. Only this clinic may call you, email you or send you a message to arrange a consultation. We do not sell your data and do not pass it to any other clinic.

We verify your phone number with a one-time code sent by text message. For this, Twilio Inc. (USA) receives your phone number.

To measure which adverts work, the country pages load the Meta pixel (Facebook and Instagram) and the measurement tool of Hyros, Inc. (USA). When you submit the questionnaire, we send Meta your email address, phone number and name as a hash value, that is converted and not in plain text, and your IP address and an identifier of your browser in plain text. Hyros receives data from your browser, for example your IP address and an identifier of your browser. Meta and Hyros also receive the addresses of the pages you visit; these show the advert and the clinic you were matched with. This happens regardless of what you choose in the cookie notice. This website itself sets no cookies. [open: legal basis for the transfer to Meta and Hyros]

4. Calls, messages and appointments

When we call you, you speak with an AI-powered assistant. We use the telli service for this, provided by telli technologies GmbH in Berlin, which works on our behalf. At the start, the assistant asks whether the call may be recorded as audio. Without your yes, no audio is recorded. Separately, speech recognition turns the conversation into text. This creates a written record (transcript), from which we note the key details. The partner clinic or partner doctor we put you in touch with receives the transcript and a summary only with your consent from section 3, so that they can prepare the conversation with you. We do not pass on the audio recording.

We use the following service providers for messages and appointments:

  • Text messages: Twilio Inc. (USA)
  • Email: Resend (USA)
  • Appointment booking: Cal.com, Inc. (USA); video consultations with our partner clinics and partner doctors run on Cal Video, also provided by Cal.com
  • Storage of your enquiry: Airtable (Formagrid Inc., USA)
  • Workflow automation: n8n, hosted by Elestio, server in Frankfurt am Main (Germany)

These service providers process your data on our behalf and only on our instructions. telli is based in Germany and Elestio in Ireland. Twilio and Resend are certified under the EU-U.S. Data Privacy Framework; for transfers to companies certified in this way, the European Commission has found that the level of data protection is adequate (Art. 45 GDPR). [open: legal basis for the transfer to Cal.com and Airtable]

5. Passing your details to the clinic

So that your conversation with the clinic can take place, we pass your details on to the partner clinic we put you in touch with. Some partner clinics are located in places where EU law does not apply, for example in the north of Cyprus or in Mexico. For these areas, there is no EU decision confirming that the level of data protection is adequate. We only pass your details to these clinics if you have given your explicit consent beforehand, after we have told you about the risks (Art. 49(1)(a) GDPR): data protection there does not match EU standards, and you may find it harder to enforce your rights there.

If we arrange a first consultation for you with Dr. Natalia Szlarb, a doctor in Alicante (Spain), she receives your details together with the summary and the transcript of the call, with your explicit consent, so that she can prepare the consultation (legal entity: IVF Alicante Nat, Mutxamel). She holds the consultation with you by video. Dr. Szlarb receives your details in Spain, that is, in the European Union. The service providers we use for this, including those outside the EU, are listed in section 4.

After we pass on your details, each clinic and each doctor processes them under its own responsibility, for example to arrange your appointment and your treatment. Some clinics use their own service provider for this. For example, Repromeda in Brno (Czechia) uses the company Onlio in Prague. Onlio then receives your name, your contact details, your appointment and your answers in the form, but not the record of your phone call.

6. How long we keep your data

We keep your enquiry for as long as we need it to put you in touch with the clinic. If no appointment is made, we delete your details six months after our last contact. If an appointment is made, we delete them twelve months after the appointment, because we need them until then to settle accounts with the clinic. We delete audio recordings after 30 days and the transcript together with your enquiry. We keep a record of your consent (time, wording and your answer) for five years so that we can show that you gave your consent. If you withdraw your consent, we delete your details immediately, unless we have to keep them for one of these reasons. How long the clinic keeps your details depends on its own rules. [open: applies only once the deletion routine is in place]

7. Your rights

You have the right to access, rectification, erasure, restriction of processing and data portability, as well as the right to object to processing. You can withdraw any consent you have given at any time. To do so, write to us at contact@klinikmatch.com.

You can also lodge a complaint with a data protection supervisory authority, for example the authority where you live.

Last updated: October 2026