1. Who we are
This policy explains how SMILE KENT LTD, trading as Smile Tech Dental & Implant Centre ("we", "us", "our"), collects and uses your personal information when you use this website, contact us, book an appointment or become a patient.
We are the controller of your personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Registered office: 12 Liverymen Walk, Greenhithe, DA9 9GZ
Practice: 32 London Road, Greenhithe, Kent DA9 9EJ
Phone: 07723 482310 · Email: [privacy contact email]
ICO registration number: [ICO registration number]
2. Information we collect
Information you give us
- Contact and booking details – name, phone number, email address and any message you send through our forms, by phone or online booking.
- Information about your dental problem – for example, that you have toothache or swelling – if you choose to tell us when booking.
- Patient information – if you attend, your date of birth, address, medical history, dental records, X-rays, treatment notes and payment details.
Information collected automatically
- Website and advertising data – pages viewed, device and browser type, approximate location, how you reached our site (for example a Google ad click ID and campaign details) and whether you called or submitted a form. See Cookies & tracking.
- Call information – calls to our tracking number are routed through our call-tracking provider, which records the date, time, duration and the number you called from, and may record the call. [Delete "and may record the call" if calls are not recorded.]
3. How and why we use your information
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Responding to your enquiry and arranging your appointment | Steps at your request before entering a contract (Art. 6(1)(b)) |
| Providing dental care and keeping clinical records | Contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)); health data under Art. 9(2)(h) – provision of health care |
| Taking payment and keeping financial records | Contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)) |
| Appointment reminders and follow-up about your treatment | Legitimate interests in running the practice and patient care (Art. 6(1)(f)) |
| Measuring how our website and adverts perform | Your consent, where cookies or similar technologies are used (Art. 6(1)(a) and PECR) |
| Marketing about our services | Your consent (Art. 6(1)(a)) – see Marketing |
| Handling complaints, legal claims and regulatory requirements | Legal obligation (Art. 6(1)(c)) and legitimate interests (Art. 6(1)(f)) |
We do not use your information for automated decision-making that has legal or similarly significant effects on you.
4. Health information
Information about your health is "special category" data. We only use it to provide and manage your care, and we process it under Article 9(2)(h) UK GDPR and Schedule 1 of the Data Protection Act 2018, under a duty of confidentiality. Please only include the minimum health details needed when using our online forms – our team will ask for anything else at your appointment.
6. International transfers
Some of our service providers (for example HighLevel and Google) may process information outside the UK, including in the United States. Where this happens we rely on UK adequacy regulations (such as the UK-US Data Bridge for certified organisations) or the UK International Data Transfer Agreement / Addendum to protect your information.
7. How long we keep your information
- Dental records – in line with NHS and professional records guidance: usually at least 11 years after your last treatment for adults, and for children until their 25th birthday or for 11 years, whichever is longer.
- Enquiries that don't lead to an appointment – up to [24 months], then deleted.
- Financial records – 6 years, as required by tax law.
- Call recordings – up to [90 days], unless needed for a complaint or legal claim.
8. Marketing
We will only send you marketing by email or text if you have opted in, as required by the Privacy and Electronic Communications Regulations (PECR). You can unsubscribe at any time using the link in our messages, by replying STOP to a text, or by contacting us. Appointment reminders and messages about your care are not marketing.
10. Your rights
Under UK data protection law you have the right to:
- access the personal information we hold about you (including a copy of your dental records);
- ask us to correct inaccurate information;
- ask us to delete information (we may need to keep clinical records for the periods above);
- ask us to restrict or object to certain uses, including all direct marketing;
- data portability, where processing is based on consent or contract and carried out by automated means;
- withdraw consent at any time, without affecting earlier processing.
To make a request, contact us using the details below. We will respond within one month and there is normally no charge.
11. Security
We use appropriate technical and organisational measures to protect your information, including access controls, secure systems and staff confidentiality training. Our clinical team are also bound by professional duties of confidentiality.
12. Complaints & contact
If you have a question or concern about how we use your information, please contact us first: [privacy contact email], 07723 482310, or write to Smile Tech Dental & Implant Centre, 32 London Road, Greenhithe, Kent DA9 9EJ.
You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint · 0303 123 1113.
We may update this policy from time to time. The latest version will always be on this page.