Privacy Policy

1. Information We Collect

We collect personal data directly from you through forms on our Website, and automatically when you use our Website. This includes:

• Contact Information: Name, email address, telephone number, and address, collected through contact forms and appointment booking forms.
• Service Requests: Details of the dental services you request, including appointment preferences and any specific dental concerns, collected through appointment booking forms.
• Account Information: If you register for an account on our Website, we collect your username, password, and any other information you provide in your profile.
• Communication Data: Records of your correspondence with us, including emails, chat logs, and phone call notes.
• Website Usage Data: IP address, browser type, operating system, referring URLs, pages visited, date and time of visits, and other browsing behavior collected through cookies, log files, and similar technologies.
• Device Information: Information about the device you use to access our Website, including device type, operating system, and unique device identifiers.

2. Legal Basis for Processing

We process your personal data based on one or more of the following legal bases:

• Consent: We process your data when you have given us explicit consent for a specific purpose, such as for marketing communications or certain types of cookies. You have the right to withdraw your consent at any time.
• Contractual Necessity: We process your data when it is necessary to enter into or perform a contract with you, such as when you book an appointment or request our services.
• Legal Obligation: We process your data when we are required to do so by law, such as for record-keeping or responding to legal requests.
• Legitimate Interests: We process your data when it is necessary for our legitimate interests or the legitimate interests of a third party, and your interests and fundamental rights do not override those interests. Our legitimate interests include providing and improving our services, personalizing your experience, and preventing fraud.
• Vital Interests: In rare cases, we may process your data if it is necessary to protect your or someone else's vital interests (e.g., in an emergency).

3. Use of Your Information

We use your personal data for the following purposes:

• Providing and Managing Services: To schedule appointments, provide dental care, manage your account, and fulfill your requests.
• Communication: To communicate with you about your appointments, treatment plans, and other relevant information. We may also use your contact information to send you reminders, updates, and important notices.
• Personalization: To personalize your experience on our Website and tailor our services to your needs and preferences.
• Improving Our Services: To analyze Website usage, identify trends, and improve our services, Website functionality, and user experience.
• Marketing: To send you promotional materials, newsletters, and other marketing communications about our services, but only if you have given us your consent to do so. You can opt out of marketing communications at any time, by contacting support@1dentalsolutions.com
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, including responding to court orders or other legal requests.
• Security and Fraud Prevention: To protect our Website and services from fraud, unauthorized access, and other security threats.

4. Data Sharing and Disclosure

We may share your personal data with the following categories of recipients:

• Healthcare Professionals: We may share your information with dentists, hygienists, and other healthcare professionals involved in your dental care.
• Third-Party Service Providers: We may share your information with third-party service providers who perform services on our behalf, such as IT support, hosting, payment processing, analytics, marketing, and customer support. These providers are contractually obligated to protect your data and only use it for the purposes we specify.
• Business Partners: We may share your information with trusted business partners who offer products or services that may be of interest to you, but only if you have given us your consent to do so.
• Legal Authorities: We may disclose your information to legal authorities, government agencies, or other third parties when required by law, court order, or other legal processes, or when we believe it is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
• Business Transfers: If our business is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction, subject to applicable data protection laws. We will notify you of any such change in ownership or control of your personal data.

5. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including to provide you with our services, comply with legal obligations, resolve disputes, and enforce our agreements. The specific retention periods will vary depending on the type of information and the purposes for which it is processed. We have implemented data retention policies and procedures to ensure that your data is not kept for longer than necessary.

In determining the appropriate retention period, we consider factors such as:

• The length of our relationship with you
• Legal obligations (e.g., record-keeping requirements)
• Statutes of limitations
• Potential disputes
• Industry best practices

When we no longer need your personal data, we will securely delete or anonymize it.

6. Your Rights

Under UK data protection laws, including the UK GDPR and the Data Protection Act 2018, you have several rights regarding your personal data:

• Right to Access: You have the right to request access to the personal data we hold about you. You can request a copy of your data to verify the lawfulness of our processing.
• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• Right to Erasure ("Right to be Forgotten"): You have the right to request that we erase your personal data in certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected, or when you withdraw your consent.
• Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data or when the processing is unlawful.
• Right to Data Portability: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and you have the right to transmit that data to another controller without hindrance from us.
• Right to Object: You have the right to object to the processing of your personal data in certain circumstances, including for direct marketing purposes or when the processing is based on our legitimate interests.
• Right to Withdraw Consent: If we rely on your consent to process your data, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
• Right to Complain: You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues.

To exercise any of these rights, please contact us using the contact details provided in Section 11.

We will respond to your requests within the timeframes specified by applicable data protection laws. We may require you to provide us with information necessary to verify your identity before responding to your request.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies on our Website to collect information about your browsing behavior, personalize your experience, and improve our services. Cookies are small text files that are placed on your device when you visit a website.

We use the following types of cookies:

• Essential Cookies: These cookies are necessary for the Website to function properly. They enable you to navigate the Website and use its features.
• Analytics Cookies: These cookies collect information about how you use our Website, such as which pages you visit and which links you click. We use this information to analyze Website traffic and improve its performance.
• Functionality Cookies: These cookies allow the Website to remember your preferences, such as your language or region.
• Marketing Cookies: These cookies are used to track your browsing activity across different websites and to show you personalized advertisements.

You can manage your cookie preferences through your browser settings. Most browsers allow you to block or delete cookies. However, please note that blocking or deleting cookies may affect your ability to use certain features of our Website.

For more information about the cookies we use and how you can manage them, please refer to our Cookie Policy [Link to Cookie Policy, if applicable].

8. Data Security

We take the security of your personal data seriously and implement appropriate technical and organizational measures to protect it from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

• Encryption: We use encryption to protect your data during transmission and storage.
• Access Controls: We restrict access to your personal data to authorized personnel only.
• Security Assessments: We regularly assess our security measures to ensure they are effective and up-to-date.
• Data Minimization: We only collect and process the personal data that is necessary for the purposes for which it is collected.
• Secure Storage: We store your personal data on secure servers and in secure locations.

While we strive to protect your personal data, no method of transmission over the Internet or electronic storage is completely secure. Therefore, we cannot guarantee the absolute security of your data.

9. International Data Transfers

We may transfer your personal data to countries outside the UK, including countries that may not have data protection laws that provide the same level of protection as UK law. In such cases, we will ensure that appropriate safeguards are in place to protect your data, in accordance with UK data protection laws. These safeguards may include:

• Adequacy Decisions: We may transfer your data to countries that have been deemed to provide an adequate level of protection by the UK government.
• Standard Contractual Clauses: We may use Standard Contractual Clauses (SCCs) approved by the Information Commissioner's Office (ICO) to ensure that your data is protected when it is transferred to countries that do not have an adequacy decision.

By using our Website and providing us with your personal data, you consent to the transfer of your data to countries outside the UK where these safeguards are in place.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data processing practices, legal requirements, or other factors. We will notify you of any significant changes by posting a prominent notice on our Website or by other means, such as email. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

The effective date of this Privacy Policy is [Monday 7th April 2025].

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us at:

Contact Us:

1Dental Solutions
Email: [support@1dentalsolutions.com]
Phone: [07856851436]

You can also contact the Information Commissioner's Office (ICO) for information and advice on data protection:

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://ico.org.uk/