Privacy Policy

Privacy Policy

Complex Smile Dental Clinic
1 New Crane Place, Wapping E1W3TS, London
Phone: +44 7587 888 600 / 02 080 623 895
Email: info@complexsmile.co.uk

Effective Date: 01/10/2024

1. Introduction

Complex Smile Dental Clinic ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard the personal information you provide to us in connection with our dental services and your use of our website, www.complexsmile.co.uk.

We are committed to ensuring that your privacy is protected in compliance with the UK General Data Protection Regulation (UK GDPR) and other applicable privacy laws. This Privacy Policy applies to both our clinic operations and our website.

2. Information We Collect

We collect and process the following types of personal data:

  • Identity Data: Your name, date of birth, and other identifiers.
  • Contact Data: Your phone number, email address, and postal address.
  • Health Data: Information related to your dental history and treatments, which is necessary for us to provide dental services.
  • Financial Data: Payment details for the purpose of processing transactions.
  • Technical Data: IP addresses, browser type, and usage information collected via cookies when you visit our website.

We collect this data in the following ways:

  • When you schedule an appointment via phone or our website.
  • When you fill out forms at our clinic or online.
  • Through cookies and other tracking technologies on our website.

3. Purpose of Data Collection

We collect and use personal data for the following reasons:

  • To provide dental care and treatment: Your personal and health data allows us to assess your dental needs and provide appropriate treatments.
  • To manage appointments: We use your contact information to schedule appointments and remind you of upcoming treatments.
  • To process payments: Financial information is collected to complete billing for the services you receive.
  • To comply with legal and regulatory requirements: We may process your data to meet our obligations under healthcare regulations or to respond to legal processes.
  • To improve our services: We may use technical data to analyze website performance, improve your online experience, and manage the functionality of our website.

4. Legal Basis for Processing Data

We process your personal data under the following legal bases:

  • Contractual necessity: To deliver the dental services you have requested and manage your appointments.
  • Legal obligations: To comply with regulatory requirements, such as maintaining medical records.
  • Legitimate interests: For improving our services and managing our relationship with you.
  • Consent: In some cases, we may ask for your explicit consent, such as when we send marketing communications.

5. How We Share Your Data

We do not share your personal data with third parties unless it is necessary for the provision of services or required by law. For example:

  • Healthcare Providers: In some cases, we may share information with other dental specialists or labs, with your consent, to provide you with comprehensive care.
  • Payment Processors: We may share your financial data with secure payment processors to complete transactions.
  • Regulatory Authorities: If required, we may disclose information to comply with legal obligations or respond to inquiries by regulatory bodies.

We ensure that any third party we share your data with adheres to strict confidentiality and data protection obligations.

6. Cookies and Website Analytics

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help us understand how you interact with our website. The types of cookies we use include:

  • Strictly Necessary Cookies: These cookies are essential for the website to function properly.
  • Performance Cookies: These cookies help us analyze how visitors use our website, improving its functionality and design.

We also use third-party services like Google Analytics and Facebook Ads to collect aggregated, anonymous data for website performance analysis and marketing purposes.

You can manage or block cookies using your browser settings. However, blocking cookies may affect your user experience.

7. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specifically:

  • Appointment and contact details are retained as long as you are an active patient.
  • Health records are retained in accordance with UK healthcare regulations, typically for a period of [X] years after the conclusion of treatment.

Once these retention periods have elapsed, we securely delete or anonymize your personal data.

8. Your Data Protection Rights

Under data protection laws, you have the following rights:

  • Right of Access: You have the right to request a copy of the personal data we hold about you.
  • Right to Rectification: You can ask us to correct any inaccurate or incomplete information.
  • Right to Erasure (Right to Be Forgotten): In certain circumstances, you may request the deletion of your personal data.
  • Right to Restrict Processing: You can ask us to suspend the processing of your personal data in certain situations.
  • Right to Data Portability: You can request that we provide your data in a structured, commonly used format.
  • Right to Object: You have the right to object to the processing of your data for specific purposes, such as direct marketing.

To exercise any of these rights, please contact us at info@complexsmile.co.uk.

9. Data Security

We take data security seriously and employ the following measures to protect your personal data:

  • Encryption: We use encryption technologies to safeguard sensitive information.
  • Secure Storage: Personal data is stored in secure, access-controlled environments to prevent unauthorized access.
  • Regular Security Audits: We conduct regular security assessments to ensure the safety of our systems.

While we take all reasonable steps to protect your data, no system is completely secure. We cannot guarantee the absolute security of information transmitted over the internet.

10. International Data Transfers

We do not transfer your personal data outside the United Kingdom. All data is stored and processed within the UK in compliance with UK data protection regulations.

11. Children's Privacy

We do not knowingly collect personal data from minors. Our services are intended for individuals over the age of 18. If you are a parent or guardian and believe we may have inadvertently collected personal information from a minor, please contact us to have it removed.

12. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will be posted on our website, and significant changes may be communicated to you directly.

13. Contact Us

If you have any questions or concerns about this privacy policy, or how we handle your personal data, please contact us at:

Email: info@complexsmile.co.uk
Phone: +44 7587 888 600 / 02 080 623 895
Address: 1 New Crane Place, Wapping E1W3TS, London

This privacy policy complies with the requirements of the UK General Data Protection Regulation (UK GDPR) and related legislation.