Privacy Policy


Privacy Policy

Privacy Policy 2022

Privacy & Cookie Policy For The Practice

Last Updated on 1st March 2020.

The Data Protection team at the practice includes Samantha Martin, Paula Mottley and Rajiv Kalawade. You can reach us at

In this privacy notice, ‘we’, ‘us’ and ‘our’ mean Dental Concepts.

The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR], the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.

We are committed to protecting your privacy when dealing with your personal information. This privacy notice provides details about the information we collect about you, and how we use and protect it. It also provides information about your rights.

If you have any questions about how we handle your information, please contact us at

Scope of our privacy notice

This privacy notice applies to anyone who interacts with us about our dental services (‘you’, ‘your’), in any way (for example, by email, through our website, by phone).

You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.

This privacy notice applies to you if you ask us about, buy or use our dental services. It describes how we handle your information, regardless of the way you contact us (for example, by email, through our website, or by phone). We will provide you with further information or notices if necessary, depending on the way we interact with each other.

If you have any questions about this, please contact us at

How we collect personal information

We collect your personal information:

  • From you through your contact with us, including by phone (we may record or monitor phone calls to make sure we are keeping to legal rules, codes of practice and internal policies, and for quality assurance purposes), by email, through our websites, by post, by filling in application or other forms, by entering competitions, through social media or face-to-face (for example, in dental consultations, diagnosis and treatment).
  • From your parent or guardian, if you are under 18 years old;
  • From a family member, or someone else acting on your behalf;
  • From doctors, other clinicians and healthcare professionals, hospitals, clinics and other healthcare providers;
  • From other dental practices when they refer you to us.

Standard personal information stored with us includes:

  • contact information, such as your name, address, email address and phone numbers;
  • the country you live in, your age, your date of birth and National Insurance number (in case of processing exempt patients);
  • Passport copy and number for employees and self-employed team working at the practice.
  • financial details, such as details about your payments and your bank details;
  • the results of any credit checks we have made on you;
  • information about how you use our website, although there are no actual names included here (please see our Cookies Policy for more details).

We never pass your details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.

  • Personal data is stored in the EU whether in digital or hard copy format
  • Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
  • Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list

The lawful basis for processing special category data such as patients’ and employees’ health data is:

  • Processing is necessary for preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services based on Union or Member State law or a contract with a health professional to enter into a contract

The lawful basis of processing personal data such as name, address, email or phone number is:

  • Consent of the data subject
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records to meet our legal requirements. The retention period for staff records is 6 years. The retention period for other personal data is 2 years after it was last processed.

Sharing Your Information:

We share your information with relevant third parties to provide various services to you, useful in providing you with the best experience in your dental treatments and giving all the latest updates about the practices and any dental offers which may benefit you. However, we make sure the third parties which we deal with, are GDPR compliant as well, so the data stays as confidential as possible. You can contact us to know more about these third parties by emailing us at Only adequate and relevant information is shared as is needed and lawfully allowed and permission was taken from the patient/team member.

  • Consent of the data subject
  • Dental Laboratories – We use dental laboratories for dental treatments which include – S E West, Medimatch, Precision Dental Studio, Amdecc, Esthetica, Nimro, and HDM dental. We will be updating the list as and when there are any changes.
  • Marketing and Communications – Software of Excellence, InfusionSoft, Mail Chimp, Google Business Email, Royal Mail, UPS Couriers.
  • Credit Check Companies – Hitachi Medenta, Duologi
  • Credit Card PCI compliance – Barclays
  • Works and Pensions Dept – For accessing benefits and exemptions
  • Membership Plan – Practice Plan
  • NHS hospital for referring patients NHS PCT
  • Payroll for Employees – Enroll My Staff
  • HR Services – More than HR
  • Hardware Support – Just Tech Ltd
  • Software Support – Just Tech Ltd
  • Bookkeeping – Count On Us Book Keeping Ltd

Marketing and preferences

We may use your personal information to send you marketing by post, by phone, through social media, by email and by text.

We can only use your personal information to send you marketing material if we have your permission or a legitimate interest.

If you don’t want to receive emails from us, you can click on the ‘unsubscribe’ link that appears in all emails we send. If you don’t want to receive texts from us you can tell us by contacting us at any time.

You have the right to object to direct marketing and profiling (the automated processing of your information to help us evaluate certain things about you, for example, your personal preferences and your interests) relating to direct marketing. Please see the section about your rights for more details.

You have the following personal data rights:

  • The right to be informed
  • The right of access
  • The right to rectification
  • f
  • The right to erasure (clinical records must be retained for a certain period) The right to object
  • The right to restrict processing
  • The right to data portability
  • The right to object

Personal identifiers from your browsing activity:

Requests by your web browser to our servers for web pages and other contents on our website are recorded.

We use cookies which do not collect personal information such as name, address, or email address and do not link any information they collect to an individual.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our websites, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the web pages on our website and how we perform in providing content to you.

If combined with other information we know about you from previous visits, such statistical data does not identify you personally or for that matter any personal details

Commonly used third-party companies used are Google Analytics and Facebook Pixel.

Our Use Of Re-Marketing:

Re-marketing involves placing a cookie on your computer when you browse our website to be able to serve to you an advert for our products or services when you visit some other website.

We may use a third party to provide us with re-marketing services from time to time. If so, then if you have consented to our use of cookies, you may see advertisements for our products and services on other websites.

Comments, Suggestions and Complaints

You can contact the practice for any comment, suggestion or complaint about your data processing at or call us on 01256 893 517 for Whitchurch Practice and 01264 313 999 for Andover Practice.

You can write to us or visit our Practices

Dental Concepts Whitchurch – 67, Winchester Road, Whitchurch, Hampshire, RG28 7HW

Dental Concepts Andover – Unit 1B, 132 Weyhill Road, Andover, Hampshire, SP10 3BE

We take all your comments and complaints seriously.

If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.


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