Organizational Regulations

§1 General Provisions

These Organizational Regulations have been adopted for the medical entity operating under the business name ODONTO Limited Liability Company (ODONTO spółka z ograniczoną odpowiedzialnością), with its registered office at Słowackiego 12, Unit U6, 01-627 Warsaw, Poland, entered in the Register of Entrepreneurs of the National Court Register maintained by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register under KRS No. 0000798121, Tax Identification Number (NIP): 525-279-79-28, REGON: 384065602, hereinafter referred to as “ODONTO.”

ODONTO is a medical entity operating in accordance with the applicable laws, including in particular:

1. the Act of 15 April 2011 on Medical Activity;

2. the Regulation of the Minister of Health of 6 April 2020 on the types and scope of medical records and the method of their processing;

3. the Act of 6 November 2008 on Patients’ Rights and the Patient Ombudsman;

4. the Act of 5 December 1996 on the Professions of Physician and Dentist.

5. The legal basis for the operation of the medical entity is its entry in the Register of Entities Performing Medical Activities under Registration Book No. 000000250584, maintained by the Mazovian Voivode.

§2 Organizational Regulations

These Organizational Regulations specify the manner and conditions under which healthcare services are provided by the medical entity, including in particular:

a) the objectives and tasks of the medical entity;

b) the organizational structure of the medical entity;

c) the management of the medical entity;

d) the type of medical activity carried out by the medical entity;

e) the scope of healthcare services provided by the medical entity;

f) the place and process of providing healthcare services;

g) the conditions for cooperation with other entities performing medical activities;

h) the maintenance of medical records and the rules concerning access thereto;

i) the storage of medical records;

j) information on patients’ rights;

k) the warranty procedure applicable to healthcare services;

l) the rules governing video surveillance;

m) the complaints and requests procedure

n) the Child Protection Standards.

§3 Objectives and Tasks of the Medical Entity

The primary objective of the medical entity is to provide outpatient healthcare services in the fields of:

– conservative dentistry,

– paediatric dentistry,

– aesthetic dentistry,

– implantology,

– orthodontics,

– prosthodontics,

– oral surgery,

– periodontology,

– endodontics,

– diagnostic services,

– preventive dentistry,

as well as health promotion and the promotion of healthy behaviours.

The tasks of the medical entity include in particular:

a) providing healthcare services in accordance with patients’ healthcare needs, including the performance of intraoral, panoramic, cephalometric and CBCT (Cone Beam Computed Tomography) radiographs;

b) ensuring professional healthcare consistent with accepted standards of clinical practice, including interdisciplinary cooperation facilitating efficient diagnosis and treatment of dental diseases;

c) maintaining medical records on an ongoing basis in accordance with applicable regulations;

d) carrying out activities related to health promotion.

§4 Organizational Structure of the Medical Entity

The organizational unit of the medical entity is ODONTO, located at:

Słowackiego 12, Unit U6, 01-627 Warsaw, Poland

The following organizational units operate within ODONTO:

a) Conservative Dentistry and Endodontics Clini

b) Prosthodontics Clinic

c) Oral Surgery Clinic

d) Orthodontics Clinic

e) Periodontology Clinic

f) Paediatric Dentistry Clinic

g) Radiology (X-ray) Unit

§5 Management of the Medical Entity

The medical entity is managed by the Manager of the Medical Entity.

The Manager of ODONTO is Dawid Słomczewski.

The Manager exercises all rights and performs all obligations imposed on the medical entity by applicable law, manages its affairs, and represents the medical entity externally.

The Manager is responsible in particular for:

a) representing the medical entity externally;

b) managing the day-to-day affairs of the medical entity, including its administration and organization;

c) ensuring the proper functioning of the medical entity;

d) making decisions concerning the establishment, amendment and termination of employment relationships;

e) supervising the work of subordinate personnel.

The Manager may appoint a Practice Manager authorized to represent the medical entity and conduct its affairs in accordance with the relevant contractual arrangements.

§6 Place and Procedure for the Provision of Healthcare Services

1. Healthcare services are provided at the ODONTO medical facility located at 12 Słowackiego Street, Unit U6, 01-627 Warsaw, Poland.
2. Healthcare services are provided exclusively by persons holding the appropriate medical qualifications and meeting the requirements specified in the applicable laws and regulations. The medical entity provides healthcare services with due diligence and in accordance with current medical knowledge and accepted standards of professional practice.
3. Healthcare services are provided Monday through Friday from 8:30 a.m. to 8:00 p.m.
4. Patients may register for appointments in one of the following ways:

a) in person, or through a third party, at the reception desk of the medical entity;

b) by telephone at (+48) 22 545 62 43;

c) by e-mail at kontakt@odonto-klinika.pl;

d) through the online “Book an Appointment” form available on the clinic’s website at www.odonto-klinika.pl;

e) via the ZnanyLekarz.pl online platform.

5. Patients are required to cancel or reschedule an appointment no later than 24 hours before the scheduled appointment time in order to enable other patients to receive healthcare services.
6. Prior to the scheduled appointment, a member of the reception staff contacts the patient by telephone to confirm the appointment. If telephone contact cannot be established, the patient receives an SMS or an e-mail requesting confirmation of the appointment. Failure to confirm the appointment by 6:00 p.m. on the preceding business day results in automatic cancellation of the appointment, of which the patient is notified by SMS.
7. A patient shall be required to pay a deposit of PLN 200 toward the cost of healthcare services in the following cases:

a) where the planned appointment is scheduled to last one hour or longer, the required deposit shall amount to PLN 200 for each commenced hour of the scheduled appointment (for example, a two-hour appointment requires a deposit of PLN 400);

b) where the patient:

• fails to confirm the reserved appointment at least 24 hours before the scheduled time,

or

• fails to attend two confirmed appointments,

the patient shall be required to pay a PLN 200 deposit before each subsequent appointment at ODONTO. This obligation applies separately to each appointment scheduled with a particular dentist or dental hygienist.

8. In the case of orthodontic treatment, the amount of the deposit for appointments and the fabrication of removable orthodontic appliances shall be determined individually in the treatment plan presented to the patient for approval.
9. For orthodontic treatment involving fixed appliances, the required deposit shall be:

a) PLN 200 for placement of an orthodontic appliance on one dental arch (upper or lower);

b) PLN 400 for simultaneous placement of orthodontic appliances on both dental arches during the same appointment.

10. The deposit is non-refundable if the patient fails to attend the scheduled appointment and does not notify the ODONTO reception desk of the need to cancel or reschedule the appointment at least 24 hours before the scheduled time.

For treatment performed under general anaesthesia, notice of cancellation or rescheduling must be given at least 48 hours before the scheduled appointment.

If the patient notifies the medical entity within the required time limit (24 or 48 hours, respectively), the paid deposit shall be credited toward the cost of healthcare services provided at a rescheduled appointment.

These rules apply without exception, regardless of the reason given by the patient for cancelling or rescheduling the appointment.

11. Healthcare services at ODONTO are provided to patients of all ages.
12. Healthcare services are provided exclusively on a fee-paying basis in accordance with the applicable price list, which is available both at the clinic and on the clinic’s website. Payment may be made in cash or by cashless methods.
13. The process of providing healthcare services begins at the ODONTO reception desk. Patients are requested to arrive 15 minutes before their scheduled appointment.

Patients visiting ODONTO for the first time are required to:

• present a valid identity document; and
• complete a medical questionnaire concerning their current health status.

The questionnaire includes the required GDPR data protection clause.

14. Written informed consent is required for healthcare services in the fields of:

• implantology;
• orthodontics;
• endodontics;
• prosthodontics;
• oral surgery;
• periodontology;
• conservative dentistry;

as well as prior to:

• tooth whitening procedures;
• professional dental hygiene procedures; and
• treatment provided to minor patients.

15. In all other cases, the patient’s consent may be given orally.
16. Medical records created in connection with the provision of healthcare services may include photographs documenting the patient’s treatment process, to which the patient gives consent.
17. Pursuant to Article 38 of the Act of 5 December 1996 on the Professions of Physician and Dentist, the treating dentist has the right to refuse to provide healthcare services or to discontinue treatment.

§7 Cooperation with Other Healthcare Providers

1. The medical entity and persons providing healthcare services may disclose patient-related information to other healthcare, scientific, or research entities where:

• the patient or the patient’s legal representative has consented to the disclosure of confidential information;
• maintaining confidentiality could pose a risk to the life or health of the patient or other persons;
• it is necessary to provide essential patient information to other healthcare professionals participating in the patient’s treatment;
• such disclosure is required by applicable law.

2. The medical entity shall make a patient’s medical records available to other healthcare providers where such records are necessary to ensure the continuity of healthcare services.
3. Dentists providing healthcare services within the medical entity may refer patients for diagnostic tests or specialist consultations by issuing referrals to external healthcare providers.

§8 Medical Records

1. The medical entity shall create, maintain, store, and make medical records available in accordance with these Organizational Regulations, the Regulation of the Minister of Health of 6 April 2020 on the types and scope of medical records and the method of their processing, and the Act of 6 November 2008 on Patients’ Rights and the Patient Ombudsman.
2. The medical entity shall retain and archive medical records in accordance with the Act on Patients’ Rights and the Patient Ombudsman.

As a general rule, medical records shall be retained for 20 years, calculated from the end of the calendar year in which the last entry was made, subject to the statutory exceptions, including:

a) X-ray images stored separately from the patient’s medical records – 10 years from the end of the calendar year in which the image was taken;

b) referrals for diagnostic tests and physicians’ orders – 5 years from the end of the calendar year in which the healthcare service covered by the referral or order was provided;

c) referrals for diagnostic tests and physicians’ orders where the healthcare service was not provided because the patient failed to attend the scheduled appointment – 2 years from the end of the calendar year in which the referral was issued, unless the patient collected the referral;

d) medical records relating to children under two years of age – 22 years.

Upon expiry of the applicable retention period, medical records shall be destroyed in a manner preventing identification of the patient. Prior to destruction, records designated for disposal may be released to the patient, the patient’s legal representative, or a person authorized by the patient.

3. The medical entity shall provide medical records to the patient, the patient’s legal representative, or a person authorized by the patient upon receipt of a completed and signed request for release of medical records, within 7 business days.
4. Following the patient’s death, medical records shall be made available to:

• a person authorized by the patient during the patient’s lifetime;
• the patient’s legal representative as of the date of death;
• a close relative, unless another close relative objects or the patient objected during his or her lifetime.

Detailed exceptions are governed by the Act on Patients’ Rights and the Patient Ombudsman.

5. Medical records may also be disclosed to other entities specified by law, including in particular:

a) healthcare providers where the records are necessary to ensure continuity of healthcare;

b) public authorities, including the Patient Ombudsman, the National Health Fund (NFZ), professional self-government bodies of medical professions, healthcare consultants, and the Patient Ombudsman for Psychiatric Hospitals, to the extent necessary for the performance of their statutory duties, including supervision and inspection;

c) the Minister of Health, courts (including disciplinary courts), public prosecutors, court-appointed physicians, and professional disciplinary officers in connection with legal proceedings;

d) insurance companies, with the patient’s consent.

6. Medical records may be made available:

a) for on-site inspection, including access to electronic healthcare databases, with the possibility for the patient or other authorized persons to make notes or photographs;

b) in the form of extracts, certified copies, photocopies, or printouts;

c) by releasing the original records, subject to acknowledgement of receipt and their return after use, upon request of public authorities or courts, or where delay in releasing the records could endanger the patient’s life or health;

d) by electronic means;

e) on electronic data storage media.

7. X-ray films shall be released against acknowledgement of receipt and subject to their return after use.
8. Paper medical records may be provided in the form of digital copies (scanned reproductions) transmitted electronically.
9. ODONTO does not charge any fees for providing medical records.

§9 Patients’ Rights and Obligations

1. The medical entity respects the rights of patients as set out in the Act on Patients’ Rights and the Patient Ombudsman.
2. While receiving healthcare services, patients are entitled in particular to:

a) healthcare services consistent with current medical knowledge;

b) information concerning their health condition, patients’ rights, and the type and scope of healthcare services provided by the medical entity;

c) respect for their dignity and privacy by medical personnel;

d) confidentiality of information;

e) granting or refusing consent to specific healthcare services after receiving information regarding the proposed methods of treatment;

f) access to their medical records;

g) reporting adverse reactions to medicinal products;

h) objecting to a physician’s opinion or medical certificate in accordance with applicable law.

3. Patients are obliged to:

a) comply with these Organizational Regulations;

b) observe safety rules and fire protection regulations;

c) refrain from smoking, consuming alcohol, or using intoxicating substances on the premises of the medical entity;

d) refrain from recording, photographing, filming, or otherwise capturing the image or voice of ODONTO personnel without authorization.

4. A patient whose rights have been violated while receiving healthcare services has the right to submit an oral or written complaint to the Manager of the Medical Entity in accordance with the procedure set out in these Regulations.

§10 Warranty for Healthcare Services Provided by ODONTO

Dental services provided by ODONTO may be covered by a warranty under the terms and conditions set out in the Warranty Regulations, constituting Appendix No. 1 to these Organizational Regulations.

The warranty applies exclusively to dental work performed within the scope agreed with the patient.

§11 Video Surveillance

1. The medical entity operates a video surveillance system to ensure the safety of persons present on its premises and to protect its property.
2. The surveillance system covers the following areas:

• treatment rooms;
• waiting areas;
• corridors;
• staff rooms;
• sterilization rooms;
• offices.

3. Video recordings obtained through the surveillance system shall be processed exclusively for the purposes for which they were collected and retained for no longer than 14 days from the date of recording.
4. Upon expiry of the above retention period, the recordings shall be permanently deleted unless otherwise required by applicable law.

§12 Complaints and Requests Procedure

1. Patients have the right to submit complaints and requests concerning the activities of the medical entity.
2. Complaints and requests should be submitted in writing:

• by e-mail to kontakt@odonto-klinika.pl, or
• by post to the registered address of ODONTO.

3. The complaint or request should include:

a) the complainant’s details, including:

• full name;
• correspondence address;
• e-mail address or telephone number;

b) a concise description of the matter, including:

• the healthcare service concerned;
• the date on which the service was provided;
• any allegations or concerns.

4. Complaints and requests shall be considered within 14 days of their receipt.
5. In exceptional circumstances, the response period may exceed 14 days. In such cases, the complainant shall be informed in advance of the extension, and a response shall be provided without undue delay.

§13 Final Provisions

1. Matters not governed by these Organizational Regulations shall be subject to the provisions of the Act of 15 April 2011 on Medical Activity and other generally applicable laws.
2. These Organizational Regulations shall be made available to employees and patients by displaying them in a publicly accessible location within the medical entity and by publishing them on the medical entity’s website.
3. The Appendices constitute an integral part of these Organizational Regulations.

Appendices

1. ODONTO Dental Treatment Warranty Regulations
2. ODONTO Child Protection Standards

APPENDIX NO. 1

ODONTO DENTAL TREATMENT WARRANTY REGULATIONS

Dental services provided by ODONTO are covered by a warranty under the terms and conditions set out below. The warranty applies exclusively to work performed within the scope agreed with the patient.

Warranty Periods

Light-Cured Composite Fillings

• 12 months – permanent teeth
• 6 months – primary (deciduous) teeth
• in cases of missing teeth or bruxism, the warranty may be limited or excluded.

Post-and-Core Restorations

• 2 years

The warranty is valid provided that proper posterior support (teeth 16–26 and 36–46) is restored within 6 months of placement of the post-and-core restoration.

Ceramic Prosthetic Restorations

(Crowns, Bridges, Inlays, Onlays, Implant-Supported Restorations)

• 2 years

The warranty remains valid provided that posterior support (teeth 16–26 and 36–46) is restored within 6 months after delivery of the prosthetic restoration.

For patients suffering from bruxism, the scope of the warranty is determined individually.

Composite Restorations

(Bonding / Flow Injection)

• 30 days

During this period, adjustments and corrections are performed free of charge.

After expiry of the warranty period, corrections are charged according to the current price list.

Removable Dentures

• 12 months

The warranty covers:

• material defects;
• repairs of denture components (e.g. locator attachments) resulting from normal wear and tear (up to 12 months);
• up to three adjustment appointments during the adaptation period (within three months after delivery of the denture).

The warranty is valid provided that the denture is removed overnight, except for removable partial (framework) dentures.

Dental Implants

• 5-year manufacturer’s warranty covering the implant material.

The warranty includes replacement of the implant free of charge if osseointegration fails.

The warranty does not cover treatment of soft tissue or bone defects.

Where posterior support is missing or the patient suffers from bruxism, the warranty is suspended until these conditions have been properly treated.

Primary Root Canal Treatment

• 12 months

If pain develops in the treated tooth during the warranty period, the patient is entitled to either:

• free repeat root canal treatment, or
• free extraction of the tooth, where the prognosis is hopeless.

The warranty is valid provided that:

• the recommended permanent restoration is completed; and
• the patient attends scheduled follow-up appointments, including radiographic examinations every six months or as recommended by the treating dentist.

Orthodontic Treatment – Retention Phase

The warranty period is as follows:

• Acrylic retainers – 6 months
• Thermoformed retainers (Essix retainers) – 3 months
• Fixed retainers (retainer wires) – 6 months

The warranty does not cover mechanical damage to any of the above retention appliances.

Repairs carried out after the warranty period shall be performed at the patient’s expense.

Conditions for Maintaining the Warranty

The warranty remains valid provided that the patient:

• follows all recommendations of the treating dentist;
• attends follow-up appointments every six months or as otherwise recommended by the dentist;
• undergoes follow-up radiographic examinations (X-rays) as prescribed by the dentist;
• undergoes professional dental hygiene treatment every six months or as recommended;
• maintains proper oral hygiene;
• completes the agreed treatment plan, including replacement of missing teeth where indicated.

A prosthodontic follow-up examination within 12 months after completion of treatment is provided free of charge.

The patient is required to report any treatment-related complaints within 14 business days of their occurrence.

Where the patient discontinues treatment or fails to c

The Warranty Does Not Cover

The warranty does not apply to:

• temporary restorations;
• treatment performed despite medical contraindications at the patient’s express request;
• restorations not collected within four weeks of completion;
• treatment performed without complete diagnostic assessment for reasons beyond the dentist’s control;
• treatment subsequently continued or taken over by another dentist outside ODONTO;
• aesthetic issues accepted by the patient upon approval of the completed work;
• treatment that has not been paid for in full;
• consequences of untreated occlusal disorders despite therapeutic recommendations.

The Warranty Shall Be Void In the Following Cases

The warranty shall not apply where:

• treatment has been continued outside ODONTO;
• the patient fails to follow the dentist’s instructions;
• the patient fails to maintain adequate oral hygiene;
• mechanical trauma has occurred;
• natural bone resorption has occurred;
• periodontal disease has progressed;
• systemic diseases affecting the masticatory system have influenced the treatment outcome;
• the patient fails to cooperate during treatment.

APPENDIX NO. 2

ODONTO CHILD PROTECTION STANDARDS

I. Introduction

1. These Child Protection Standards have been adopted in order to comply with the obligations arising under the Act of 13 May 2016 on Counteracting the Threat of Sexual Crime and the Protection of Minors, requiring medical entities to implement specific protective measures aimed at preventing sexual offences against minors and ensuring their safety.
2. ODONTO undertakes measures to prevent harm to children, in particular by:

• establishing procedures for responding to risk factors and signs of child abuse;
• implementing safe recruitment procedures;
• ensuring appropriate staff training;
• establishing rules governing safe relationships between staff members and children.

3. All employees of ODONTO are expected to remain attentive to the situation and well-being of every child and are obliged to take appropriate act

II. Definitions

For the purposes of these Standards:

1. Minor

A minor is any person under 18 years of age.

2. Employee

An employee means any person employed under an employment contract, as well as any other person authorized to perform activities related to healthcare services, irrespective of the legal basis of such cooperation.

3. Minor’s Guardian

A guardian means:

• the child’s legal representative;
• a parent exercising parental authority;
• a court-appointed legal guardian;
• a de facto caregiver; or
• a temporary guardian.

4. Harm to a Minor

“Harm to a minor” means any intentional or unintentional act or omission directed against a child, or any consequence of such act or omission, that infringes the child’s rights and freedoms or interferes with the child’s proper physical, emotional, psychological or social development.

5. Violence Against a Minor

Violence against a minor means any single or repeated intentional act or omission involving the abuse of physical, psychological or economic power that violates the rights or personal interests of a child, including conduct which:

• endangers the child’s life or health;
• violates the child’s dignity;
• infringes bodily integrity;
• restricts the child’s freedom, including sexual freedom;
• causes physical or psychological harm;
• results in suffering or emotional distress.

6. Basic Forms of Child Abuse

a) Physical Abuse

Physical abuse means any act or omission resulting in actual or potential physical injury to a child caused by a parent, guardian or caregiver.

b) Psychological (Emotional) Abuse

Psychological abuse means a persistent, non-physical harmful interaction between a child and a caregiver, including, without limitation:

• emotional unavailability;
• ignoring the child’s emotional needs;
• hostility;
• blaming;
• humiliation;
• rejection;
• intimidation;
• assigning negative characteristics to the child;
• developmentally inappropriate or inconsistent interactions;
• failure to respect the child’s individuality and emotional boundaries;
• exposing the child to domestic violence.

c) Sexual Abuse

Sexual abuse means involving a child in any form of sexual activity.

Any sexual activity involving a child under 15 years of age constitutes a criminal offence.

Sexual abuse exists where, due to age or developmental differences, a relationship of authority, dependence or trust exists between the perpetrator (an adult or another child) and the child.

d) Neglect

Neglect means chronic or occasional failure to satisfy a child’s physical or psychological needs.

Neglect may concern, among other things:

• healthcare;
• education;
• emotional development;
• nutrition;
• shelter;
• safe living conditions.

III. Safe Recruitment of Employees

1. Before entering into any employment or cooperation arrangement with an individual, the employer shall verify whether that person is listed in the Register of Sex Offenders (Rejestr Sprawców Przestępstw na Tle Seksualnym). A printout confirming the verification shall be retained in the employee’s personnel file or other personnel documentation.
2. Prior to commencing work, the individual shall provide the employer with a criminal record certificate issued by the National Criminal Register covering offences specified in:

• Chapters XIX and XXV of the Polish Criminal Code;
• Article 189a of the Criminal Code;
• Article 207 of the Criminal Code; and
• the Act of 29 July 2005 on Counteracting Drug Addiction,

or equivalent offences under foreign law.

3. Individuals holding citizenship other than Polish citizenship shall additionally provide a criminal record certificate issued by their country of citizenship for the purposes of professional or voluntary work involving contact with children.
4. The individual shall also submit a declaration identifying all countries in which he or she has resided during the preceding 20 years, other than Poland and the country of citizenship, together with criminal record certificates issued by those countries for the purposes of work involving contact with children.
5. Where the laws of a given country do not provide for the issuance of criminal record certificates for work involving contact with children, a standard criminal record certificate from that country shall be submitted.
6. Where the laws of the relevant country do not provide for the issuance of criminal record certificates, or where no criminal register exists, the individual shall submit a written declaration confirming:

• that no criminal register exists or that such information cannot be obtained;
• that he or she has not been finally convicted of offences corresponding to those referred to above;
• that no judicial decision has been issued finding the individual guilty of equivalent offences;
• that he or she is not subject to any prohibition on performing activities involving children.

7. All declarations shall be made under penalty of criminal liability for making a false statement and shall include the following clause:

“I am aware of the criminal liability for making a false declaration.”

This clause replaces any separate instruction concerning criminal liability.

8. All declarations shall be placed in the employee’s personnel file or, where no personnel file exists, attached to the relevant civil-law agreement.

Refusal to sign any of the required declarations shall prevent the establishment of any employment or contractual relationship with the individual.

IV. Principles of Safe Relationships with Minors

1. Members of staff shall treat minors with respect, patience and consideration for their dignity and individual needs.
2. These principles apply to all employees, irrespective of the legal basis of their employment or cooperation.
3. Any form of violence against children is strictly prohibited.
4. Information relating to minors is confidential and shall be protected in accordance with applicable law.
5. Every child has the right to receive information concerning his or her health condition and planned medical procedures in language appropriate to the child’s:

• age;
• level of understanding;
• developmental stage; and
• individual circumstances.

V. Intervention Procedure in Cases of Suspected Child Abuse

1. Where an employee suspects that a child is being abused, or receives information indicating such abuse, the employee shall prepare a written incident report and immediately submit it to the Manager of the Medical Entity.
2. The employee or the Manager shall inform the child’s parent or guardian of:

• the circumstances identified; and
• the obligation to report the suspected abuse to the appropriate authority (Public Prosecutor’s Office, Police, Family Court or Social Welfare Centre),

unless informing the parent or guardian would be contrary to the child’s best interests or impossible under the circumstances.

3. After informing the non-offending parent or guardian, the Manager shall:

• notify the Public Prosecutor’s Office or the Police of the suspected offence;
• submit an application to the Family Court requesting an assessment of the child’s family situation;
• notify the Social Welfare Centre; or
• initiate the Blue Card Procedure (Niebieska Karta), where applicable.

4. Every person who becomes aware of child abuse in connection with the performance of professional duties is obliged to maintain confidentiality, except where disclosure is required for intervention by competent authorities.
5. Where there is reason to believe that a child’s life is at risk or that the child may suffer serious bodily injury, the employee shall immediately notify the appropriate emergency services, including:

• the Police;
• the Emergency Medical Service; or
• the Social Welfare Centre.

The employee who first became aware of the danger shall prepare an incident report and inform the Manager.

6. Where abuse is alleged to have been committed by an employee of the medical entity, the matter shall be reported to the competent authorities in accordance with applicable law.

Pending clarification of the matter, the employee concerned shall be removed from any contact with:

• the affected child; and
• all other children.

7. Where a child experiences harm that does not constitute a criminal offence, the following measures shall apply:

a) If the circumstances constitute domestic violence, the Blue Card Procedure shall be initiated by submitting the Blue Card – A Form to the Chair of the relevant Interdisciplinary Team within five days.

Where violence is committed by another child within the family (e.g. a sibling), the procedure may also be initiated against a parent or guardian who has failed to protect the child.

b) Where the circumstances do not constitute domestic violence but reveal improper family functioning (for example parental incapacity or neglect), an application shall be submitted to the competent Family Court requesting an assessment of the child’s situation.

VI. Protection of Personal Data

1. All personal data relating to minors shall be protected in accordance with applicable data protection legislation and shall not be disclosed without the consent of the parent or legal guardian except where disclosure is required by law.
2. Detailed rules concerning the processing of children’s personal data are set out in the Information Security Policy.
3. Recording or publishing a child’s image, including by photography or video recording, is permitted only with the prior written consent of the child’s parent or legal guardian, except where photographs constitute a necessary part of dental treatment documentation.

VII. Review and Availability of the Standards

1. These Child Protection Standards shall be reviewed and updated on a regular basis to ensure the highest level of protection for minors.
2. The Standards shall be made available to:

• employees;
• parents and legal guardians; and
• minors,

so that they may become familiar with their contents and apply them in practice.