GDPR & UK DPAA 2018 Compliant

Privacy Policy

Last Updated: 2nd July 2025

At Elite Dental London, we are committed to protecting your privacy and personal data in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We may collect and process the following categories of personal data:

  • Personal Identifiers: Name, email address, telephone number, postal address
  • Dental and Medical Information: Dental history, treatment records, health conditions relevant to dental care
  • Technical Data: IP address, browser type, device information, website usage data collected via cookies
  • Financial Information: Payment details, billing addresses, insurance information
  • Communication Data: Records of correspondence, appointment requests, feedback

2. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

  • Consent: For marketing communications and non-essential cookies
  • Contract: To provide dental services and fulfil our contractual obligations
  • Legal Obligation: To comply with dental practice regulations and NHS requirements
  • Vital Interests: In emergency medical situations
  • Legitimate Interests: For practice administration and service improvement

3. How We Use Your Information

Primary Purposes:

  • Providing dental treatment and healthcare services
  • Maintaining accurate dental records as required by the General Dental Council (GDC)
  • Appointment scheduling and practice administration
  • Processing payments and insurance claims
  • Communicating about your treatment and care

Secondary Purposes (with consent):

  • Sending marketing communications about our services
  • Practice improvement and service development
  • Anonymous analytics and research

4. Information Sharing and Disclosure

We may share your personal data with:

  • Healthcare Professionals: Other dentists, specialists, or medical practitioners involved in your care
  • NHS and Regulatory Bodies: As required for NHS treatment or GDC compliance
  • Insurance Providers: For processing dental insurance claims
  • Service Providers: IT support, payment processors, appointment systems (under strict data processing agreements)
  • Legal Authorities: When required by law or court order

Important: We never sell your personal data to third parties for marketing purposes.

5. International Data Transfers

Your personal data is primarily processed within the UK. If we need to transfer data outside the UK, we ensure adequate protection through:

  • European Commission adequacy decisions
  • Standard Contractual Clauses (SCCs)
  • International Data Transfer Agreements (IDTAs)
  • Your explicit consent where required

6. Data Retention

We retain your personal data in accordance with professional and legal requirements:

  • Adult Dental Records: 11 years from last treatment (GDC requirement)
  • Children's Records: Until age 25 or 11 years from last treatment, whichever is longer
  • Financial Records: 6 years (HMRC requirement)
  • Marketing Consents: Until withdrawn or every 3 years
  • Website Analytics: 26 months maximum

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right of Access: Request copies of your personal data
  • Right to Rectification: Correct inaccurate or incomplete data
  • Right to Erasure: Request deletion (subject to legal and professional obligations)
  • Right to Restrict Processing: Limit 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 interests
  • Rights Related to Automated Decision Making: Protection from solely automated decisions

To exercise these rights, please contact our Data Protection Officer using the details below. We will respond within one month.

8. Cookies and Website Technologies

Our website uses cookies and similar technologies. For detailed information about our cookie usage, please see our Cookie Policy.

9. Data Security

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

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Staff training on data protection and confidentiality
  • Access controls and audit trails
  • Secure disposal of physical and electronic records

10. Children's Privacy

For patients under 16, we require parental or guardian consent for data processing. Parents/guardians can exercise data protection rights on behalf of children under 16.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in law, regulation, or our practices. Material changes will be communicated via email or prominent website notice. The "Last Updated" date indicates when changes were made.

12. Complaints and Regulatory Contact

If you have concerns about how we handle your personal data, you can:

  • Contact our Data Protection Officer directly
  • Complain to the Information Commissioner's Office (ICO)
  • Contact the General Dental Council (GDC) for professional conduct matters

ICO Contact: ico.org.uk | Tel: 0303 123 1113

Contact Our Data Protection Officer

Email: [email protected]

Phone: +44 20 7123 4567

Post: Data Protection Officer
Elite Dental London
145 Harley Street, London W1G 9AL

We aim to respond to all data protection enquiries within 5 working days.

Professional Note: This Privacy Policy complies with UK GDPR, Data Protection Act 2018, and General Dental Council standards. For specific dental treatment consent, please refer to our clinical consent forms.