Privacy Policy

Last Updated: April 2026

1. Who We Are

Clinic Name: [YOUR CLINIC NAME]
Address: [YOUR FULL ADDRESS]
Email: [YOUR EMAIL]
Phone: [YOUR PHONE]
Data Controller: [YOUR CLINIC NAME]
Data Protection Officer: [YOUR DPO NAME/EMAIL or “Not appointed”]

2. What Data We Collect

  • Personal information (name, address, phone, email)
  • Medical/dental records and treatment history
  • NHS number (if NHS patient)
  • Payment information (card details)
  • Emergency contact details
  • Website usage data (via cookies and analytics)

3. Legal Basis for Processing Your Data

Contract Performance: We process your data to provide dental treatment and manage your appointments

Legal Obligation: We must keep records for NHS England and comply with GDC regulations

Legitimate Interest: We use your data to improve our services and communicate with you about your treatment

Consent: Where required, we obtain explicit consent before processing sensitive data

4. Who We Share Your Data With

  • NHS England (if you are an NHS patient)
  • Referring dentists or specialists (with your consent)
  • Insurance companies (if you claim on private insurance)
  • Emergency services (in urgent situations)
  • GDC and CQC (if they investigate complaints)
  • Payment processors (to process payments)

5. How Long We Keep Your Data

  • NHS Records: 10 years after your final appointment
  • Private Records: 3 years after your final appointment
  • Website Analytics: Deleted according to Google Analytics retention settings
  • Email Communications: Kept until no longer needed for business purposes

6. Your Rights Under GDPR

You have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Ask us to correct inaccurate data
  • Erasure: Request deletion (subject to legal obligations)
  • Restrict: Limit how we use your data
  • Portability: Request your data in a portable format
  • Object: Object to how we process your data
  • Complain: Lodge a complaint with the ICO

7. Cookies on Our Website

Our website uses cookies to:

  • Remember your login and preferences
  • Track website usage (Google Analytics)
  • Show relevant advertising (if applicable)

See our Cookie Policy for more information.

8. Contact & Complaints

To exercise your rights or for data protection queries:
Email: [YOUR EMAIL]
Phone: [YOUR PHONE]

Information Commissioner’s Office (ICO)
Telephone: 0303 123 1113
Website: https://www.ico.org.uk/

⚠️ Important: This is a template. We recommend consulting the ICO website or a data protection specialist to ensure full GDPR compliance before publishing.