Privacy Policy

1. Introduction

Dentist Now Limited is committed to protecting your personal data and respecting your privacy. This privacy policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

As a dental practice, we process special category data (health data) which requires additional safeguards. We take our responsibilities seriously and have implemented appropriate measures to protect your information.

2. Data Controller

Dentist Now Limited is the data controller for the personal data we collect. Our contact details are:

Dentist Now Limited
17 Leeland Mansions, Leeland Road
West Ealing, London W13 9HE

Email: info@smile-fix.co.uk
Phone: 020 8567 1234

3. Data We Collect

We collect and process the following categories of personal data:

3.1 Identity Data

• Full name, title, date of birth
• Gender
• NHS number (if applicable)

3.2 Contact Data

• Home address
• Email address
• Telephone numbers
• Emergency contact details

3.3 Health Data (Special Category)

• Medical history and current medications
• Dental history and treatment records
• X-rays, photographs and clinical notes
• Allergies and medical conditions

3.4 Financial Data

• Payment card details (processed securely, not stored)
• Bank account details (for refunds)
• Billing history and invoices
• NHS exemption status

3.5 Technical Data

• IP address
• Browser type and version
• Device information
• Website usage data

4. How We Use Your Data

Purpose	Legal Basis
Providing dental treatment and care	Contract performance / Vital interests / Explicit consent for health data
Managing appointments and reminders	Contract performance / Legitimate interest
Processing payments	Contract performance
NHS reporting and claims	Legal obligation
Sending recall reminders	Legitimate interest (preventive healthcare)
Practice newsletters and updates	Consent
Responding to complaints	Legal obligation / Legitimate interest
Improving our services	Legitimate interest

5. Special Category Data

Health data is classified as "special category" data under UK GDPR and requires additional protection. We process your health data on the following legal bases:

• Healthcare provision: Processing is necessary for the provision of health care under the responsibility of a health professional.
• Vital interests: In emergencies, processing may be necessary to protect your life.
• Explicit consent: For sharing data with third parties where no other legal basis applies.

6. Data Sharing

We may share your personal data with:

• NHS England / NHS Business Services Authority: For NHS treatment claims and reporting
• Other healthcare providers: GPs, hospitals, specialists (with your consent or when necessary for your care)
• Dental laboratories: For creation of dental appliances (anonymised where possible)
• Payment processors: For secure payment processing
• Professional advisers: Accountants, lawyers (as required)
• Regulatory bodies: GDC, CQC (as required by law)
• Insurance companies: For insurance claims (with your consent)

We do not sell your personal data to third parties.

7. Data Retention

Data Type	Retention Period
Adult dental records	11 years after last treatment
Children's dental records	Until 25th birthday (or 26th if treatment at 17)
X-rays	Minimum 11 years, or as long as clinically relevant
Financial records	7 years (HMRC requirements)
Website analytics	26 months
Marketing consent records	Until consent withdrawn + 1 year

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data (subject to legal retention requirements)
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Receive your data in a structured format
• Right to object: Object to processing based on legitimate interest
• Right to withdraw consent: Withdraw consent at any time (where consent is the legal basis)

To exercise any of these rights, please contact us at info@smile-fix.co.uk. We will respond within one month.

9. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encrypted data transmission (SSL/TLS)
• Secure password-protected systems
• Regular staff training on data protection
• Access controls limiting who can view patient records
• Regular security audits and updates
• Secure disposal of paper records

10. International Transfers

We do not routinely transfer your data outside the UK. If any transfer is necessary (e.g., cloud services), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

11. Cookies

Our website uses cookies. Please see our Cookie Policy for details on what cookies we use and how you can control them.

12. Children's Privacy

We collect personal data from children under 16 with parental or guardian consent. Parents/guardians can access and manage their child's data on their behalf until the child reaches 16.

13. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated to patients. The current version will always be available on our website.

14. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF

Website: ico.org.uk
Helpline: 0303 123 1113

15. Contact

For any questions about this privacy policy or our data practices, please contact:

Dentist Now Limited
17 Leeland Mansions, Leeland Road
West Ealing, London W13 9HE

Email: info@smile-fix.co.uk
Phone: 020 8567 1234